Here you can choose whether you want automatic text completion. When you start typing something in the fields, this feature helps to fill in data by searching the pages associated with the document.
You can also enable feature to make the authentication bit visible when you open the reception.
If you have had a previous attachment email address attached to the client and believe that there may be attachments sent to this old address, then you can choose to download attachments sent to it.
This setting applies to the way in which e-mail notifications are sent in connection with people having attachments for approval.
The name has already been filled in beforehand. Tap Change to enter your Email Address and Language, and Save. If the name is misspelled, then this must be changed in Community Profile.
The next point concerns which way you would like to receive an email notification when attaching for approval. Click Change to change from one way to the other.
- Email notification for attachment for approval: Here you will receive an email every time an attachment for approval is sent to you.
- Summary email with attachment for approval: Here you will receive an email at the times you choose under the summary plan. So this is a summary entry that summarizes attachments that you have for approval, rather than getting emails every time you receive an attachment for approval.
In the summary plan, you set up one or more times that you want to receive a summary mail. Whether it's just every Monday morning, every afternoon, or what's most convenient for you. Remember to click Change to change times.
Choose from all days of the week, as well as the time: morning, lunch and afternoon
Stamp Number Series
If for some reason you need more stamp number series, it will be set up in the settings here.
NB! If you scan a lot of documents, take extra care to have a large span (several thousand) between the different number series to avoid crashing sometime in the future.
This is the account plan for your company. Here you can add new accounts, or change existing accounts. In addition, you can print the chart of accounts and export it to excel.
You can enter the accounts used in the journal entry, the ledger, the accounts and the income statement. The system already has the main accounts in 1000, 2000, 3000, etc. If you do not remember the account name of an embedded account, you can also search the account using the search engine in the upper left of the screen. In addition, you have the ability to view accounts by what interval they are in, by which VAT code they belong to, accounts that require a project or department, and by what type of account it is (balance, result, and liquidity).
Here is an overview of the intervals in the chart of accounts:
1000-1999 Fixed assets and current assets
2000-2999 Debt and Equity
5000-5999 Personnel expenses
6000-7999 Operating expenses
8000-8999 Financial income and expenses
1000-2999 - assets and liabilities / EC are the balance sheet total. Under the new Accounting Act, everything in the balance sheet must be documented!
3000-8999 - revenues and expenses are combined in the income statement and show whether you are making a profit or loss.
1000-8999 - the entire account plan together constitutes the balance of the balance and this should go to zero.
How to create a new account:
When creating a new account, add the account number and account name. Also, specify which VAT type the account should go against and which account type the account belongs to. In addition, you can set a setting for the account to require a project and / or department.
1. Click “New”.
2. Enter the desired account number. NB! The account numbers must be in accordance with Norsk Standard's account plan.
3. Enter account name.
4. Select VAT type. Here it is possible to choose outgoing / incoming 25% (high rate), 14% (medium rate), 8% (low rate) or no VAT depending on the type of account. It is also possible to create your own VAT types.
5. Choose which account type the account belongs to (Reporting does not matter if you choose balance or result. If you only select balance in a 3000 account, it will still be included in the performance report, just like the other way. These account types are just for categorization , just as you categorize products. It is the account itself or the product that has an accounting effect. Liquidity is for categorizing bank accounts / loans / credit cards etc.)
6. Click "Save" and the account will be created.
How to change an account:
1. Find the account you want to change and select it, or double-click the account from the chart of accounts
2. Make the desired changes
3. The point about mapping account numbers is tagging accounts. It is possible to tag accounts that you want to categorize, and further see e.g. the performance report when using OneStop Reporting with only the tagged accounts. The mapping cannot be seen in 24SevenOffice's own reports.
3. Click “Save”.
It is not possible to delete an account from the account plan.
You can use edit links to tag accounts. You can thus tag certain accounts, and this tagging of accounts can only be found in the reports of OneStop Reporting for those who use the external report center. This does not apply in the reports in 24SevenOffice.
This is an overview of your departments. Tap New to add a department and a blank form will appear on the right side of the screen where you will need to fill in the department name and country to save a department. In order for there to be an active department that can be used for accounting, be sure to check the box for Active before saving too. It is also possible to enter a department number if you do not want the system to select a department number for you.
In the department overview you can see which departments are active and which are inactive.
Here you set up the different types of documents used for posting in 24SevenOffice.
Document type says something about the type of document you are loading. This is the first thing you decide on in the "document type" field in the accounting. There you choose whether you keep incoming invoices, bank vouchers, various vouchers or the like. Which type of document you choose will next determine which document number the document is assigned to in the accounting system. By separating different types of documents, it can be easier to orient oneself in the accounts afterwards.
In order to get incoming invoices on the “unpaid list” in the system, it is important that these are assigned to a document type marked with Sales.
By pressing New you can create a new document type and fill in the required fields to the right of the image. Remember to tap Save to save your changes.
- No on document type: This is optional and you can use those that do not already exist.
- Title of document type: This is also optional and you can use those that do not already exist.
- Number series: Here you can link to number series which you can find under the Number series settings
- Debit: Should the document type go towards a fixed debit account? (Can be overridden in posting)
- Credit: Should the document type go towards a fixed credit account? (Can be overridden in posting)
- Turnover: Must be checked if the species contains inbound or outbound invoices.
- Project: Should the document type go towards a permanent project? (Can be overridden in posting)
- Department: Should the document type go towards a permanent department? (Can be overridden in posting)
- Comment: Should there be a fixed comment on the document type? (Can be overridden in posting)
If you click on one of the document types that already exists, the information about this species will appear to the right of the image where you can also make changes. Remember to press the Change button to save your changes.
In the Tab Stop tab, check the boxes that you want the pointer to stop in when you press the Tab or Enter key when registering entries. You can thus choose to point the pointer to more places on some document types than others, as you want to fill in more fields in some species than others.
Number series must be viewed in the context of document types. All document types must be linked to one of the existing number series. Number series are used to separate different documents from one another by document number. Most number series start again at 01.01. (regular financial year) each year.
By pressing the “New” button you can create desired number series for use in the system. Click the desired series to change information to the right of the image.
Continuous number series
If you check this option, it will not be possible to change the starting number of the current series afterwards. The outgoing invoice series must always have a continuous number series. Both the series for outgoing invoice and cash sales are set as continuous by default.
Change next document no
It is possible to change the next document number on number series. Click on the number you want to change, override to a new number and the change is saved automatically. The dates at the top of the columns are the end date of the accounting period. If you are in June 2014 and would like to change the next document number from today, go to the column that says 31.12.2014 (for the normal financial year), and change the next document number belonging to this column for the document series. Changing the next document number will not affect the start number on the number series. If you have not started using the number series and want to change the starting number of the number series, you can do so by selecting the number series and selecting Change, where you can change the starting number.
Important! Make sure that the number series do not collide when creating new number series or changing the next document number in existing number series. There should be a minimum of 5000 numbers in difference for each number series.
Inside the Appendix tab you will see an overview of the document type (s) against which the number series goes.
NOTE: Changes / locking / opening of fiscal years require that you have access to make critical changes to your 24SevenOffice client. If you lack rights, you will receive an error message when attempting to for example. unlock an accounting period. All users who are administrators automatically have access to this privilege. Other users must either ask the client's administrator to make the changes, or request access to "Critical Administrative Access" for users who lack this. (Posted on 10.04.2017).
You can create a new fiscal year by tapping New. Enter the start date and end date for the financial year, which can be 01.01.2014-31.12.2014.
When you have taken a VAT settlement for a period, it is automatically locked. You must then unlock the period to be able to submit additional VAT on this term.
Lock and open periods
Select the desired period in the list and click Lock to lock the period. To open the period, select the desired period in the list and click the Eject button.
Accounting periods in a financial year can be created by selecting a financial year, clicking the Accounting Periods tab, and setting the start date and end date for the accounting period, and select Add.
This tab shows a log of creation and deletion of fiscal years and accounting periods. You must first select the accounting year for which you want to view the log, and then you will see a log that applies from the date the log function became active in 24SevenOffice (June 26, 2014 at 9:00 pm).
The rules here apply to the layout of persons who are added for approval in various cases. There are 4 types of rules; amount limits, projects, dimensions and permanent approvers. To enable these rules in the reception, click on the "Enable authentication rules" button inside the reception.
Approvals can be set at amount limits where you want special people to approve at amount limits you set. Amounts that go beyond those amount limits will not be triggered by the rule administration.
Assign: The amount limit assigns to those persons who are assigned. It is possible to delete people who are assigned to the approval list, and the document is still approved.
Validate: A voucher must go through this person in order for the voucher to be approved and posted. Even if the person is not on the approval list, this rule will be activated since Validate is used. Thus, we recommend that if you use validates, then allocation should also be used for the person to be included in the list. Otherwise, the person must still be added manually as approver for the voucher to be approved.
At least one: If there are several people to approve at a certain amount limit, you can choose that at least one of these people approves the voucher.
The accountant and Pål shall approve documents up to NOK 10,000. They have been awarded the amount, validate is not checked, and at least one is selected. If they are not included in the approval list and there are other persons who approve of a voucher, then the voucher must not go to one of these. Then it holds that one of the persons approves, Accountant, Pål or another person who has been approved. Since at least one is selected, it also holds that only one of them approves, not all need to approve.
The Managing Director shall approve all incoming invoices amounting to between SEK 100,000-1,000,000. Assignments and validations are checked, which means that vouchers within this amount limit must go through the general manager.
If you have specified a project manager for a project in the project module, it will be activated when you select this project on the attachment in the receipt.
People associated with dimensions can be set up as approvers. There may be participants in a project or persons belonging to a department.
To add a dimension, first select whether the dimension should be within a project or department.
When choosing a project as a dimension, first select the project and go to the next one. There you tick off which person (s) to add as approve and save. Click the Back button to select another project and add people as approvers to another project. Click Done to return to choose the project and department dimensions again. The overview of people here is based on all employees who log in to the company in 24SevenOffice.
When a department is selected as a dimension, a drop-down list will appear where you can select a department, and you can also choose which persons to approve when submitting documents to the department. The overview of people here is based on all employees who log in to the company in 24SevenOffice.
Here you can add permanent approvers to a list that is always added first, and a list that is always added last. The approvers who are placed first are thus the people who always have to approve the appendix first, and opposite with the approvers who are last added.
These permanent approvers cannot be edited.
Here you can easily enter the current foreign exchange rates. These are the rates used in, among other things, the voucher and invoice functions when choosing a currency other than NOK. It is therefore important that the rates are updated regularly to get the most accurate pricing when operating with foreign currency.
How to enter currency?
1. Select "New".
2. Enter currency (ID), currency description, unit and exchange rate.
How to change currency?
1. Click the currency you want to change
2. Make the desired changes on the right side of the screen.