Biz School

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  1. Welcome to Bizuno-U
  2. FAQs
  3. Quick Start
    1. Installation
    2. Configuration
    3. Your Dashboards
    4. Your First Product
    5. Your First Purchase
    6. Your First Sale
  4. Working With Bizuno
    1. Navigation
    2. Dashboards
    3. Currencies
    4. Locale
    5. Settings
  5. Users Guide
    1. Customers
      1. Manager
      2. CRM Manager
        1. Promotion Manager
      3. Sales Manager
        1. Request for Quote
        2. Sales Order
        3. Sale
        4. Credit Memo
      4. Prices
      5. Amazon Interface
      6. Order Fulfillment
      7. Returns Manager
      8. Reports and Forms
    2. Vendors
      1. Manager
      2. Purchases
        1. Request for Quote
        2. Purchase Order
        3. Purchase
        4. Vendor Credit Memo
      3. Prices
      4. Reports and Forms
    3. Inventory
      1. Manager
        1. Accessories
        2. Attributes
        3. Images
        4. Options
        5. Vendors
      2. Assemblies
      3. Adjustments
      4. Build Manager
      5. Inventory Bulk Edit
      6. Receiving/Inspection
      7. Reports
    4. Banking
      1. Customer Receipts
      2. Customer Refunds
      3. Vendor Payments
      4. Vendor Payments - Bulk
      5. Vendor Refunds
      6. Account Register
      7. Cash Reconciliation
      8. Reports and Forms
    5. General Ledger
      1. GL Manager
        1. Intuit Online Payroll
      2. Budgeting
      3. Reports and Forms
    6. Quality
      1. Document Control
      2. Quality Manager
      3. Maintenance Manager
    7. Tools
      1. Shipping Manager
      2. PhreeForm - Reports/Forms
      3. OpenCart Interface
      4. PrestaShop Interface
      5. WooCommerce Interface
      6. Google Interface
      7. Image Manager
      8. Translator Assistant
      9. Import/Export
      10. Backup/Restore
    8. My Business
      1. Profiles
      2. Employees
      3. Fixed Assets Manager
  6. Administrators Guide
    1. Module Settings
      1. Bizuno Settings
        1. SMTP Configuration
      2. Contacts Settings
      3. Inventory Settings
      4. Payment Settings
      5. PhreeBooks Settings
      6. PhreeForm Settings
    2. Extension Settings
      1. Multi-Store Extension
      2. Service Builder - Job Templates
    3. Security
      1. Data Encryption
    4. Roles
    5. Users
    6. Maintenance
      1. Protecting Your Business Data
      2. Backing Up Your Data
      3. Restoring From a Backup
    7. Reloading and Importing Reports and Forms
    8. Using Barcode Scanners
    9. Importing and Exporting
      1. Importing Contacts – Customers and Vendors
      2. Converting from Another App
      3. Converting from PhreeBooks
  7. Advanced Topics
    1. Working With Taxes
    2. Fixing Trail Balance is Out of Balance Errors
    3. Editing Reports and Forms
    4. Entering a Vendor Deposit
    5. Entering a Customer Deposit
  8. Tutorials
    1. Mastering Price Sheets
    2. Translating Bizuno
  9. Technical Stuff
    1. Developer Information
    2. Bizuno API
    3. Adding New Themes
  10. More Resources
    1. Glossary
  11. Confirm Shipments
  12. Downloading Orders
  13. Reconciling Payments
  14. Uploading Inventory

PhreeBooks Settings #

PhreeBooks settings relate to configuration values related to the PhreeBooks module. 

Settings tab

The PhreeBooks Settings tab configures properties related primarily to the PhreeBooks module. To select a category to view/edit, click on the accordion bar. The settings and definitions are described below:

General Accordion

General Settings that apply application wide and typically control application behavior.

Customers Accordion

The Customers accordion …

Vendors Accordion

The Vendors accordion …

Chart of Accounts tab

Bizuno has tremendous flexibility in creating and managing your chart of accounts. When your business was created, you had to choose from a list of standard charts. Not to worry, if your accountant or government requires a different chart, Bizuno can handle it.

IMPORTANT – Once a journal entry has been made, your chart of accounts cannot be replaced, only edited. Make sure you have your chart where you want it prior to posting any journal entries into the system.

IMPORTANT – Once a journal entry has been made to an account, it cannot be deleted or renumbered, only inactivated.

About the Chart of Accounts

The chart of accounts is the key to any accounting system. Each account serves a purpose to help track and understand how your business is doing. Therefore, the chart of accounts is one of the first things you need to get set up before you do anything else. 

Replacing your Chart of Accounts

Standard Charts Offered by PhreeSoft – If no entries have been made to the journal, a selection list of standard charts will be displayed above the Chart of Accounts Manger. Click on a chart and a popup window will show the chart for your review. Once you find a chart you want to use, click the Replace My Chart button, wait a few seconds and your new chart will appear in the manager list.

Importing your Chart of Accounts – Additionally, more charts are available in the PhreeSoft webstore. These charts are typically free but some may require a small charge.

Having a chart built for you – Moving from another system? Not to worry, your PhreeSoft technical support contact will be happy to convert your current chart to our format to import into your new books.

Adding an Account to your Chart of Accounts

Before you add an account, have the account number ready along with the title and type of account.

  1. Navigate to My Business (your account name, upper right corner) -> Settings -> Bizuno Tab -> PhreeBooks Accounting Settings icon -> Chart of Accounts tab.
  2. Click the New icon.
  3. Enter the new GL account number, title and type. If you have multi-Currency set up, enter a currency. NOTE: It is best to use your default currency for all your GL accounts, PhreeBooks stores all monetary values in the default currency and converts when rendering the page.
  4. Press the Save icon.
  5. Log out of Bizuno and back in to reload the browser cache and session cache. Your new account will not appear in any pages until your cache is refreshed.

Editing your Chart of Accounts

Bizuno allows GL account number changes as well as Titles. However, once a journal entry has been made to a gl account, the type cannot be changed. 

  1. Navigate to My Business (your account name, upper right corner) -> Settings -> Bizuno Tab -> PhreeBooks Accounting Settings icon -> Chart of Accounts tab.
  2. Navigate the datagrid to locate the GL account to be edited. Double click the row OR click the edit icon to open the details accordion.
  3. Edit the fields as desired and press the Save icon to save the changes.
  4. Log out of Bizuno and back in to reload the browser cache and session cache. Your new account will not appear in any pages until your cache is refreshed.

Deleting an Account from your Chart of Accounts

Warning: A GL account cannot be deleted if there are journal entries posted against the account. Instead, mark the account inactive to prevent it from showing on any drop down lists.

  1. Navigate to My Business (your account name, upper right corner) -> Settings -> Bizuno Tab -> PhreeBooks Accounting Settings icon -> Chart of Accounts tab.
  2. Navigate the datagrid to locate the GL account to be edited.
  3. Press the Trash icon in the Action bar, confirm your selection and the account will be removed (if no GL entries have been posted against it).
  4. Log out of Bizuno and back in to reload the browser cache and session cache. Your new account will not appear in any pages until your cache is refreshed.

Currencies tab

Bizuno is designed to handle multiple currencies at once. During installation, you select a currency to use as your default currency. It is best to make sure your default currency is set properly prior to entering any entries into the journal.

IMPORTANT: Once a journal entry has been made, the default currency cannot be changed. Default currency can only be changed during initial configuration. If entries have been made to the general journal, you must purge your journal before the default currency can be changed.

Changing your Default Currency

  1. Select Setup->Currencies.
  2. Press the Edit icon next to the currency to set as default and a popup will appear.
  3. Check the Set as Default box. 
  4. Press the Save icon to save the entry into the database.

Updating the Exchange Rate 

Exchange rates can be retrieved through two exchange servers, oanda and xe. Both services now require a hefty monthly fee to belong. Updating the exchange rate is a bit more manual than prior years but still easy to do. Bizuno includes two dashboards to update the exchange rates used in the system. Either service or both may be used to fetch the current exchange rates through the Bizuno dashboards. Additionally, if your exchange rate is updated through another source, the rate can be entered in the currency editor page as well.

HINT: Dashboards can be added to any major menu heading. The General Ledger menu is a great place to put this dashboard as this operation only needs to be performed once per day and will reduce the load times on your home page if it is placed there.

Installing the Oanda and/or XE Dashboard

  1. Navigate the menu heading page where the dashboard is to be installed.
  2. Click on the Add more dashboards to this menu… link.
  3. Click the General Ledger tab.
  4. Click either or both Oanda or XE dashboards and press the Save icon.
  5. Drag and drop the dashboard to the row/column as desired.

Updating the Exchange Rate Value Through a Dashboard

  1. Navigate to the menu home page (General Ledger, Home or other).
  2. Select the currency to retrieve the rate. 
  3. Copy the value and paste into box at the bottom of the dashboard.
  4. Press the Update button to set the value.

Updating the Exchange Rate Through the Currency Editor

  1. Select My Business -> Settings -> Bizuno tab -> PhreeBooks Settings icon -> Currencies tab.
  2. Double click the currency to edit. 
  3. Make any necessary changes and Press the Save icon.

Adding a New Currency

  1. Select My Business -> Settings -> Bizuno tab -> PhreeBooks Settings icon -> Currencies tab.
  2. Press the New icon and a popup will appear.
  3. Select a currency from the list. If your currency is not present, please contact PhreeSoft for further instructions.
  4. The editor will appear with most of the fields pre-selected. Make any necessary changes.
  5. Enter the current exchange rate relative to the default currency. Leave the value blank if it will be updated when the exchange rate is updated.
  6. If this is to be the default currency, check the Set as Default box. 
  7. Press the Save icon.

Updating the Settings for a Currency

  1. Select My Business -> Settings -> Bizuno tab -> PhreeBooks Settings icon -> Currencies tab.
  2. Double click the currency to edit. 
  3. Make any necessary changes and Press the Save icon.

Deleting a Currency

IMPORTANT: Once a currency has had a post assigned to it, it cannot be deleted.

  1. Select My Business -> Settings -> Bizuno tab -> PhreeBooks Settings icon -> Currencies tab.
  2. Press the Trash icon next to the currency to delete and a confirmation popup will appear.
  3. Press OK to confirm the deletion and the currency will be removed from the database.

Sales Tax tab

Bizuno has the capability of supporting collection of tax for both sales and purchases. Taxes are handled through Taxing Authorities and tax rate applied to the authorities 

Creating a taxing authority (Customers and Vendors)

Taxing authorities are handled as vendors in Bizuno. A unique vendor contact record needs to be set up for each taxing authority. 

To create a new vendor, follow the link below. 

HINT: Remember to have a gl account in your chart of accounts ready to assign the tax collected to. If a different gl account is used for each taxing authority, it will be easier to determine tax owed when it’s time to pay the man.

Creating a new Vendor: <link to creating contacts>

For Example, my taxing requirements for local sales require three different authorities to send tax collected money to. I set up three gl accounts to record the taxes, state, county, and city. This allows me to determine how much I collected (by invoice if necessary) and how much to pay each authority.

Sales Tax Authorities

Sales tax authorities can be set for one or more Tax Authorities. they can be assigned a different collection account to help facilitate tracking and payment of taxes collected. Sales tax authorities need to be set up prior to setting up sales tax rates.

Adding a Sales Tax Authority

  1. Select Setup->Sales Tax Authorities.
  2. Press the New icon. A popup will appear with a form to fill out.
  3. Enter a short name for the taxing authority, e.g. state tax, city tax, vat, etc.
  4. Enter a more detailed description of the taxing authority.
  5. Enter the general ledger account to track taxes collected for this authority.
  6. If the vendor is in the database, select the vendor to use to send payment to when submitting the taxes to the authority.
  7. Enter the tax rate in percent, e.g. 7.2, 15.0, etc. Use a decimal point (.) for non-integer percentages.
  8. Press the Save icon to add the sales tax authority to the database.

Editing a Sales Tax Authority

  1. Select Setup->Sales Tax Authorities.
  2. Press the Edit icon next to the sales tax authority to edit. A popup will appear with a form pre-filled with the current data.
  3. Make any necessary changes and press the Save icon to update the sales tax authority in the database.

Deleting a Sales Tax Authority

  1. Select Setup->Sales Tax Authorities.
  2. Press the Delete icon next to the sales tax authority to Delete. A confirmation popup will appear.
  3. Press OK to confirm the deletion and the sales tax authority will be removed from the database.

Related Links

Creating Tax Rates

Tax rates are set separately by Customer and Vendor. This allows for isloated accounting that many locales require. Prior to setting up tax rates, all applicable authorities need to be set up as Vendors in the Vendor Manger. It’s best the have the default GL accounts set for each authority prior to assigning tax rates, but not mandatory. They can be changed at any time but it’s easier if they are set up first.

For Customers (sales tax or VAT)

My Company → Settings → PhreeBooks Settings → Sales Tax tab 

  1. From the Sales/Purchase Tax Manager, select the New icon OR click on the Details accordion bar. 
  2. Enter the title for the tax rate
  3. Select an authority from the first line of the authorities list.
  4. If more than one authority is needed, click the Add icon to add another authority row. 
  5. Once all authorities have been added, click the Save icon to create the new tax rate.

Updating Tax Rates

  1. From the Sales/Purchase Tax Manager click the tax rate to edit.
  2. Blah blah blah

Deleting Tax Rates

Sales tax rates can be set at several levels depending on the taxing structure of your business. Prior to setting up sales tax rates, sales tax authorities need to be set up. Refer the the help file on Sales Tax Authorities for more information.

Adding a Sales Tax Rate

  1. Select Setup->Sales Tax Rates.
  2. Press the New icon. A popup will appear with a form to fill out.
  3. Enter a short name for the tax rate, e.g. Local Tax, State TAX, VAT, etc.
  4. Enter a more detailed description of the tax rate.
  5. To add or delete a taxing authority, select it from the appropriate list. NOTE: Only one authority can be added or removed at this time. To add more than one authority, save the entry and then edit it to add more. 
  6. If freight is taxable, selct the Yes radio box. 
  7. Press the Save icon to commit the entry to the database. 

Editing a Sales Tax Rate

  1. Select Setup->Sales Tax Rates.
  2. Press the Edit icon next to the sales tax rate to edit. A popup will appear with a form filled out with the current tax rate information.
  3. Edit the short name or description as necessary.
  4. To add or delete a taxing authority, select it from the appropriate list. NOTE: Only one authority can be added or removed at this time. To add more than one authority, save the entry and then edit it to add or remove another authority. 
  5. If freight is taxable, selct the Yes radio box. 
  6. Press the Save icon to commit the change to the database.

Deleting a Sales Tax Rate

  1. Select Setup->Sales Tax Rates.
  2. Press the Delete icon next to the sales tax rate to delete. A confirmation popup will appear to verfiy the delete request.
  3. Press OK to remove the sales tax rate from the database.

Sales Tax Reports

Bizuno comes with several reports to help report tax collected. 

General Ledger – This is a general report but is very flexible in determining how much tax is due each tax period. The report is located in the General Journal Reports folder. 

TIP: This can be a very long report. To simplify the result, set the date filter to Range (with start and end dates selected) and then GL Account to Equal and enter the gl account for the taxing authority. This produces a really clean report showing the reference numbers and amounts.

Sales Tax – Report is located in the Customer Reports folder. This report lists more detailed information than the 

More on Tax Reports

Of course, you can always take a report that is close the what you are after, copy it, and adjust it to your liking. Also, the PhreeSoft webstore offers additional reports for a free or a small fee.

Purchase Tax tab

Bizuno has the capability of supporting collection of tax for both Purchase and purchases. Taxes are handled through Taxing Authorities and tax rate applied to the authorities 

Creating a taxing authority (Customers and Vendors)

Taxing authorities are handled as vendors in Bizuno. A unique vendor contact record needs to be set up for each taxing authority. 

To create a new vendor, follow the link below. 

HINT: Remember to have a gl account in your chart of accounts ready to assign the tax collected to. If a different gl account is used for each taxing authority, it will be easier to determine tax owed when it’s time to pay the man.

Creating a new Vendor: <link to creating contacts>

For Example, my taxing requirements for local Purchase require three different authorities to send tax collected money to. I set up three gl accounts to record the taxes, state, county, and city. This allows me to determine how much I collected (by invoice if necessary) and how much to pay each authority.

Creating Tax Rates

Tax rates are set separately by Customer and Vendor. This allows for isloated accounting that many locales require. Prior to setting up tax rates, all applicable authorities need to be set up as Vendors in the Vendor Manger. It’s best the have the default GL accounts set for each authority prior to assigning tax rates, but not mandatory. They can be changed at any time but it’s easier if they are set up first.

For Vendors (purchasing tax or VAT)

My Company → Settings → PhreeBooks Settings → Purchase Tax tab

  1. From the Purchase/Purchase Tax Manager, select the New icon OR click on the Details accordion bar. 
  2. Enter the title for the tax rate
  3. Select an authority from the first line of the authorities list.
  4. If more than one authority is needed, click the Add icon to add another authority row. 
  5. Once all authorities have been added, click the Save icon to create the new tax rate.

Updating Tax Rates

  1. From the Purchase/Purchase Tax Manager click the tax rate to edit.
  2. Blah blah blah

Deleting Tax Rates

Purchase Tax Reports

Bizuno comes with several reports to help report tax collected. 

General Ledger – This is a general report but is very flexible in determining how much tax is due each tax period. The report is located in the General Journal Reports folder. 

TIP: This can be a very long report. To simplify the result, set the date filter to Range (with start and end dates selected) and then GL Account to Equal and enter the gl account for the taxing authority. This produces a really clean report showing the reference numbers and amounts.

Purchase Tax – Report is located in the Customer Reports folder. This report lists more detailed information than the 

More on Tax ReportsOf course, you can always take a report that is close the what you are after, copy it, and adjust it to your liking. Also, the PhreeSoft webstore offers additional reports for a free or a small fee.

Totals tab

PhreeBooks Totals settings determine the order and methods used when totaling sales and purchases. 


How to Edit Your Totals Methods

Fiscal Calendar tab

PhreeBooks Fiscal settings allow you to add a new fiscal year and alter the fiscal calendar within a fiscal year. 


How to Add a New Fiscal Year

How to Edit Your Fiscal Calendar

Journal Tools tab

PhreeBooks journal tools help assure that your books are in order and all relevant tables are in sync.


How to Re-post Journal Entries

How to Validate and Repair General Ledger Account Balances

How to Purge All Journal Transactions (Reset Your Business)

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