First and foremost, we would like to mention that using two monitors when capturing is definitely recommended. That way, you can open the document on one screen while having the accounting module on the other screen. This makes the job more efficient and saves time when pre-registering or posting.
Use of tabs
It is possible to pull out a tab, such as CRM or search vouchers, and have it on screen number two. The tab can be pulled back to where it was.
Login to multiple clients at once
If you are logged in to a client and need to be logged in to more than one client at a time, go to the menu on your Internet Explorer and click File - New Session. There you can log in to 24SevenOffice again and switch to a new client and work with both clients at the same time. If you work with multiple clients at the same time, pay extra attention to which client you work in so that you do not enter data into the wrong client.
There are a good number of keyboard shortcuts that allow you to enter documents efficiently using the keyboard, and avoid the use of the mouse pointer. If you do not know which keyboard shortcuts apply, it is recommended that you familiarize yourself with the keyboard shortcuts available, preferably by printing them and having them lying on the desk next to you until they are in your fingers. An overview of the hotkeys can be found here:https://24sevenofficeus.zendesk.com/hc/en-us/articles/360040376092-Shortcuts Hotkeys
Deletion of all documents in reception
It is possible to delete all documents that are in receipt by navigating to the Accounting module - Settings - Reception. Press the Delete Receive button. NB! This will erase everything and there is no undo button. Make sure that necessary documents to be posted are posted.
Comment on attachments
It is possible to add comments to an attachment that is sent to the recipient. In the email that is sent, type ## comment ## and attach the text you want below. 24SevenOffice will then add the mail as a separate attachment to the invoice. Remember that the attachment can be self-contained in the reception.
In addition, there is a set of different commands that can be written in the mail, among functions for grouping attachments. For more commands, see the 24SevenOffice Help Center https://support.24sevenoffice.com/hc/en/articles/360027578752-Reception
Frequency of Notices of Approvals for Approva
If you want to change the frequency of approval voucher notifications: Navigate to the Accounting Module - Settings - Alerts. Enter Email, check Summary Summary and what days it is desirable to receive. NB! Remember to tap Save to all three fields when making changes.
Enter permanent approvals to save time when assigning documents. Fixed approvals can be added by going to the Accounting module - Settings - Rules and on to the Fixed approvers tab.
Tab stops in accounting
When you keep records, you can adjust which fields in the bookkeeping should be active and not. This means that when you use the tab key in the accounting, the cursor skips fields that are not active.
Tab stops are set per document type. You may need to fill in certain fields to keep an incoming invoice, and other fields to keep a bank statement. This makes it wise to set up the settings for which tabs to stop in for different document types, which also means that you do not have to use the tab through all the fields for each line. You do this in the Accounting module under Settings - Document types - Tab stop.
Different ways to perform the document flow
The document flow may differ from company to company. The workflow in 24SevenOffice is based on the fact that all vouchers are first sent to the reception and then sent on certification flow. After approval, the annexes are submitted for accounting for further processing
It is not necessarily the way everyone wants to work. Some do not need approval of vouchers, others have routines for who to approve different types of vouchers and in what order, and whether or not to pre-register before approval.
It is also possible that the vouchers are first sent to reception and from there directly to bookkeeping. Here, you may wish to send the voucher for approval after posting the voucher. This is explained in the section “Adding Approvals from Bookkeeping” under this link here: https://support.24sevenoffice.com/hc/no/articles/360027856251-Bokf%C3%B8ring
Here you will find an overview of various options on how the filing process can be done https://support.24sevenoffice.com/hc/no/articles/360032890632-Authorization process .
Although the business uses approvals, not all types of documents must be approved. For example, sending bank statements and credit notes on the fly is not necessary.
What can the OCR queue in reception be used for?
If you have sent an attachment to a receipt and the attachments have not appeared in the receiving inbox, you can check the status of the attachments that were sent by pressing the OCR queue in the receipt.
Here you can see the status of queues of emails sent to the scan email address. If there is something in the OCR queue, then the emails are listed, as well as the attachments. You can click on one of the emails to see the status of how it fits into the process.
If you have sent receipts for receipt, and these have not appeared in either the receipt or the OCR queue, you must check in your sent items that the e-mail has actually been sent and whether it has been sent to the correct e- mail.
Autocomplete of data on vouchers in reception
It is possible to use a feature to let the system help you fill in metadata by searching through the pages attached to the document. This automatic text completion can be turned on or off, depending on whether you want to use it or not.
Attach attachments to already posted attachments
You may have vouchers to be posted along with already posted vouchers. These are completely possible to connect to the original document afterwards.
You can link the voucher to a stamp number that is located under “Associated Pages” in the receipt, or stamp number that is posted. To do this, look up the attachment under Find attachments - right-click on the attachment - select “Connect attachment”. Then the stamp number disappears from associated pages in the receipt, and can be found in the search vouchers (and other financial reports) by searching the stamp number.
Two comment fields in reception
In reception there are two comment fields, and we want to explain the difference between them.
The top comment field: the text entered here will be commented on the document entry. This is a comment that will be included in the reports after the attachment is posted.
The bottom comment field: Before sending the attachment to the next step, you can enter a comment in the box for this at the bottom of the image. The comment that is entered will only appear for the person (s) to approve the invoice / voucher and will not follow in reports after the voucher is posted.
Accounting >> Retrieval
The dimension field is used to add dimensions to documents that are posted. There are separate fields for adding department and project in the accounting, you can choose whether you want to use them or if you want to add these and any other dimensions in the dimensions field. In the dimension field it is also possible to use dimensions other than department, project, employee and order number if you need it. Examples of custom dimensions can be counterparty, subdivision and subproject. Custom dimensions can be set up and must be done by contacting customer service by email: help@24SevenOfficeus.com .
You can specify the dimensions in the ledger by ticking the little white square next to the raw data before pressing the raw data button. This only comes out in excel.
Link vouchers directly to posted invoices
For example, when posting a payment against an already posted invoice, these can be linked directly to each other as you post, to avoid having to sit and link records in the balance sheet afterwards.
If you have the invoice number for which you want to post a payment, you can enter-invoice number in the invoice number field if it concerns payment to a supplier, or + invoice number. if there is a payment from a customer. Then press the down arrow key to select the invoice to be paid, and enter to select. Customer no. Field will be filled in automatically when you click further. Move the document forward as usual, and when you post, the records are automatically linked to each other in the balance sheet, and you do not have to do it manually afterwards.
The "Links" field can be used when posting a customer payment or supplier payment to link to the invoice.
Codes that can be used in the amount field
In the amount field you can use the following codes:
- n100 (net, 24SevenOffice adds tax)
- v100 (VAT, 24SevenOffice only writes the VAT amount)
There is also an easy to use general calculator in the amount field.
In addition, there must be a VAT code in the VAT code field for 24SevenOffice to understand which VAT it should add / calculate.
How to periodize in a simple way
It is possible to use a ready-made script in 24SevenOffice to post attachments that should be periodically simplified to avoid having to do the entire lead manually. How the accrual script works is described in the Help Center.
Exchange rates can be overridden in accounting
Once you have entered the foreign amount and currency on a book entry, you can override the amount that is in the amount field, thus also overriding the exchange rate entered in the currency settings in this particular ledger.
Using the dashboard
A good tip for the daily use of 24SevenOffice is to get the dashboard set up efficiently.
Dashboards can be set up across companies, with some widgets showing an overview of the status of several companies at the same time.
So set up a dashboard the way you want it, and choose to use this same set-up for all the clients you work with. with them in relation to the accounts, approval of vouchers, or the like. It can be smart to set up a standard dashboard per customer group, since there is so much variation in which parts of the system the customers use in the 3 customer groups.
We recommend that you review the widgets on the dashboard to find widgets that are best for your use. Some examples of widgets that can be handy for accountants are:
- See an overview of how many documents are with you for approval
- Approval status of affiliates
- Inbound and outbound payments for affiliates
- Bookmarks that allow you to directly click on a link on the dashboard to avoid having to navigate through the menu to access, for example, the accounting module or a report. It is possible to directly link to reports by right-clicking in a report, selecting properties, and copying the URL and then posting as a bookmark.
- Company wall and folder files to communicate with customers.
Once you've set up a dashboard with widgets that you want to use, you can save a link to the page and share the dashboard with others.
If you have many widgets that you want to include on the dashboard, you can set up multiple pages of widgets. If you want to see a report in a widget and it takes up some space on the page, for example it can be on a separate page. If you want to use many widgets, you can group widgets that belong on separate pages.
New pages are created by clicking on "Pages" in the left menu and then on "Add". Create a name for the page that describes what the page shows. When new pages are created, you can click on the name of the page in the upper left to switch to the next page.
Automatic notification when typed on the company wall
Using the 24SevenOffice mobile app, you can set up to receive automatic notification when someone writes on the company wall. Once inside the app, go to your profile at the top and choose where to set up notification when it is printed on the company wall. This can be a very useful feature in that the accountant and customer have a routine for writing on the company wall to each other when something needs to be checked up or similar.
Correction and copying of documents in search documents
Searching vouchers is a good work tool as well as being a report. Among other things, it is possible to correct and copy documents from search documents. It is possible to reverse, reverse and create correction records only, copy documents, and copy and reverse.
Reports and raw data exports
There is a set of standard reports in 24SevenOffice. These include performance report, balance of payments, VAT report, age-distributed customer list, age-distributed supplier list, and so on.
In many of the reports, we also drill down to be able to click further and see details about what has been entered in an account and an attachment. The example below applies to “Performance report - several periods”, where it was applied for the period April-August, and we have clicked on the amount -2700 on period 5 and account 3000. Furthermore, we see that only one attachment has been included on this the account with document number 100850 and stamp number 370. We click on the stamp number and then the scanned document is displayed.
In addition to the reports contained in the Economics module, we also have some raw data exports that make it possible to export to Microsoft Excel ©, and if it is desirable to further process these, you can do it yourself in Microsoft Excel ©.
It is also possible to access customized reports through our external reporting center, as mentioned in the section on External Reporting .
Display unconnected amounts on the balance of the bank module
Display uncoupled amounts on balance. Navigate to Finance -> Banking -> Payout. In the unpaid list, press the arrow in one of the columns and in the Columns menu, retrieve "unconnected" amounts.
If a supplier has unconnected amounts. Return to the balance to link the amounts so that the net is paid out.
Change of account number in the bank module
To change the account number when a payment is in the maturity register, simply delete the line in the maturity register. Update bank account number on vendor in CRM. The payment will then be in unpaid with updated account number ready to be paid again. NB! Remember that one must be marked for payment in order for it to be transferred to the due date.
Change of KID / invoice number in the banking module
In order to change the KID or invoice number, send the invoice to the due date and change that information here.
Send incoming invoice back to bank module
Navigate to account balance -> vendor account balance. Right-click on the current incoming invoice and select bank and then send back to unpaid. The invoice will then be added to the unpaid list in 24SevenOffice.
Payments to foreign suppliers via bank module
The following points must be in place in order to make payments in foreign currency and / or payments to foreign recipients:
- The client who is to pay must use direct integration with his bank (not Nets).
- The recipient's name, address and country must be entered in the Company Info tab in CRM.
- The recipient's IBAN (International Bank Account Number) and BIC / SWIFT code must be entered under the Bank details tab in CRM. IBAN is entered in the regular account number field. In some cases, the Black code and BNZ number must also be entered.
- Code for payment method to the Currency Register for amounts over 100,000. This is posted per account, under Settings - "Regulatory reporting" column.
Display project number in the quick list in the project module
To view the project number in the project module quick list, navigate to Project - Settings - Personal settings. Set the value "show project number" to yes.
More project number series
Navigate to the Project module - Settings - Number series. Here you can create several project series that can be selected when creating a project. When you create a new project, you click on the arrow to the right where it says Project no.
Add different project statuses so you can easily filter for this in the project list report. This can be useful if you have different steps in projects, where several projects are linked to one main project.
Change the layout and visible fields in the order picture
It is possible to remove fields from the order picture that you still do not use, for a more efficient order management. Navigate to the Invoice Module - Setup. Copy one of the default templates, name the new one and press save. Drag or drop fields that you want to change, and then tap save.
Automatic linking of email
Set up an email account in 24SevenOffice and make it a habit to add the email account to your clients in CRM so that mail is automatically linked. It is not necessary to use 24SevenOffice as an email application to use this feature.
Use of categories in CRM
It is possible to post a category on CRM called EPF. That way you can easily tag a new supplier as an individual company immediately, and then post the invoice as normal. At the end of the year when it is to be reported to the EPF, you have basic data ready and just need to do a quick matching in excel to report via the payroll system. Alternatively, separate accounts can be created in the accounts for this.
Overview of which projects are linked to a customer
Navigate to the Projects tab on a CRM customer card to see which projects are associated with the customer. A customer may have several projects attached.
Use of opportunity
Use sales opportunity to submit pipeline and status of incoming inquiries to accounting firm.
MyCustomers is a site that gives 24SevenOffice's accounting partners an overview of their own customers, access and consumption.