This article describes how to change the default currency in Bizuno.

NOTE: Default currency is selected during install and can only be changed if no journal entries have been made.

  1. Enter the settings for currency: My Business -> Settings -> Bizuno Tab -> PhreeBooks Accounting (Settings Icon) -> Currencies Tab.
  2. The current default currency will be highlighted (or be the only one). Click the New icon to bring a popup window with the currency selections. The list represents most common currencies and will pre-generate the properties for the selected currency. Select a currency and press the Next icon.
  3. A form will appear with the settings for the selected currency. Most of the values will be pre-defined, make any necessary changes.
  4. Select the default check box to make this the new default currency.
  5. Press the Save icon to save the new currency. This action will change the default ISO currency in the system to the new currency and makes all other currencies alternates.
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middlecheck1March 2014 / PhreeBooksR36RC3
Author – Charles (instructions by DP)

Checks are printed on pre-printed three-part check stock (middle check). Have a chat with you bank.

Please make sure that you are happy that the PhreeBooks Form, Bank Check- Three Part, will match your proposed check stock before buying them. Best to print a check to blank A4 (or whatever is most suitable) and ‘try it for size’.

bank check

It is possible to adjust the layout of the Bank Check- Three Part in PhreeForm.

Often a business that prints a lot of checks will have one printer dedicated to printing checks only, loaded with three-part blank check stock. Two parts are sent to the customer and one retained.

Printing a Check:

  • Enter a purchase/receive and fill out the form.
  • VENDORS > Invoices > New Purchase/Receive Inventory
  • Use Add/Update to enter the Pay-To information.
  • You can enter line item(s) without SKUs, just make sure you put a quantity (usually 1), a description and a price.
  • Then press the Payment icon (calculator) and the transaction will be posted and you will be taken to the Payment screen.
  • All the fields should be filled out. Verify the reference number matches the check number.
  • Press the PDF icon and you should get the Form: Bank Check- Three Part popup.
  • Select the correct details and press the PDF icon. You should see the check image in the browser window.
  • Print it as an overlay on a pre-printed three-part check stock (middle check).

Useful Information:

Please post any queries or comments to the Forum

bowFebruary 2014 / PhreeBooksR36RC3
Author – Charles

Community Etiquette:

  • If you receive help on the Forum, please make sure that you post your feed-back to the forum and let us know the outcome of the issue – how did it go? This will serve to help others who may have a similar query to yourself.
  • If you take from the Community, please be fair and give back to the Community:

Responding to others Forum Posts – this needs no further explanation. (15 mins)
– PhreeBooks Reviews   (1 hour)
– This Knowledge Base  (2 – 4 hours   …   much less if it is ‘fresh’ in your mind)
GitHub – test an ‘issue‘ or a ‘fix‘ and report your findings (20 mins – 1 hour)
– Donate at the PhreeSoft Store  (5 mins)

  • if you are using PhreeBooks in your business (commercial or NFP) and you are making a profit / surplus, please contribute a minimum of $50.
  • Please detail your PhreeBooks version (e.g. PB-R36RC3) and your server set-up in Forum posts.

Forum SEARCH:

You may be used to searching by putting multiple search criteria in the search box and hitting ‘SEARCH’ e.g. “Vendors expenses PO” -> SEARCH  …   this isn’t the way that phpBB SEARCH seems to work at all.

phpBB SEARCH seems to work best when the user enters just ONE WORD in the search box and then, if necessary, further refine the search of just these returns with another word – and so on.

This is what I have found works best with phpBB (steps 1 and 2 are optional):

  1. Often I will first select the Forum Member whose posts I want to search – often Dave’s. Click on the Forum Member’s name on the Forum Landing Page (first page, or anywhere else where their name is clickable. Surprisingly, not everywhere) and you will be taken to their Viewing profile.
  2. Beneath Total Posts you will see in small letters – Search user’s posts   …   click on this
  3. Then you can refine the search by further entering ONE WORD into Search these results
  4. Once again, you can then enter another (different) word to further refine your search etc

Alternatively, use Google’s Site-Specific Search:

  “credit memo” site:phreebooks.com   (for example – searches for that exact word arrangement on the specified website – in this case, PhreeBooks.com)

Posting a Screenshot:

  1. Take a .png screenshot, save it to my PC
  2. Click ‘Browse’ below the ‘Edit Post’ or ‘Post a Reply’ comment box, in the ‘Upload Attachment’ section and ‘Open’ the screenshot
  3. Click on ‘Add the file’ below in the ‘Upload Attachment’ section

… and it should appear when you click ‘Preview’, prior to posting to the Forum.

Problems I have encountered in the past are that there is a maximum size – but I have never had a problem with a simple screenshot – only problems with Excel and Word docs.

Screenshots – getting the size right in Forum posts:

To get your screenshot to be a smaller size and not “stretch the page”, just drag the RHS of the screen that you want to take a screenshot of, to the left – it will go about 1/3 of the distance across the screen before things start to not appear correctly. This is the screenshot point !

After taking the screenshot – maximize your ‘shrunk’ page to it’s original size.

Screenshots are a VERY powerful communication tool – however, make sure that you have blacked-out any private information relating to you and/or others, before posting.

‘Bugs’ and ‘Issues’:

Bugs and Issues are managed at the GitHub project page.

movingJanuary 2015 / PhreeBooksR37RC1

Disclaimer – this article does not constitute advice and readers use all or any part of it at their own risk. Please consult with your accountant before making any changes as the methods used below may not suit your jurisdiction.

Background:

I had used another commercial bookkeeping program for a year to keep my books ‘computerized’ and ‘in order’ and track my inventory, and had grown to absolutely loathe it. It didn’t help that the program vendor had sold it with bits missing (in my opinion) so that, when you came to realize that you needed them, they were a costly further addition. I didn’t trust the vendor, I didn’t trust the program, and bookkeeping had become a VERY negative experience.

Issues with previous bookkeeping package:
– very un-intuative (I had to write a ridiculously detailed step-by-step for staff)
– it took far too many clicks to achieve anything (=> errors)
– the programme didn’t leverage the beauty of computers (cleverly minimize data entry)
– we couldn’t change errors. We had to make some sort of further ‘reverse-entry’ = awful
– one sad user at a time. Normally tearing their hair out.

I went through an ‘inspection’ by our Tax Authority early on and, despite coming through it without any major issue, I was very unhappy with my bookkeeping program.

First I tested PhreeBooks (after looking at many other bookkeeping programs). Initially on the PhreeBooks.com DEMO and later on my own local PhreeBooks install. This went on for some months, utilizing the HowTo’s (thank you to all who write them). The more I played with PhreeBooks, the clearer it became to me and the more I liked it. I did install other programs along side it, but I found myself comparing them all to PhreeBooks and eventually coming back to PhreeBooks. PhreeBooks seemed very logical to me – I could follow what was happening and it made sense.

I took Dave’s advice, here:
Migrating from another Accounting Programme

and made my migration at my year-end.

My migration was largely ‘line in the sand’, but not completely and I didn’t follow Dave’s instructions exactly.

I wanted to make sure that Accounts Receivable (Debtors) and Accounts Payable (Creditors) amounts were largely correctly allocated (and aged) to the appropriate  Customers and Vendors.

These were the main Financial Reports that I supplied to my accountant at year-end:
(1) Aged Payables (Aged Creditors)
(2) Aged Receivables (Aged Debtors)
(3) Trial Balance (a ‘snap-shot’ of all GL-account balances at year-end)

After applying his changes (his magic), he sent me back a ‘summary Trial Balance‘ (sTB)  that looked quite different (it had different ‘analysis headings’ and, of course, different figures) – I assumed that it was correct. From this ‘summary Trial Balance’ he had prepared the statutory Balance Sheet and Income Statement  (Profit and Loss Statement) and had submitted them for me.

Preparation:

Preparation is key to a smooth transition – allow plenty of time to prepare. You can’t start too early.

Over the month or so before migration, i carefully prepared and tested (imported, amended and re-imported) the following into my test install of PhreeBooks:

(1)  Chart of Accounts.xml :
– this was the biggest and most intimidating job for me.
– I followed the HowTo and it worked beautifully
– I constructed my CoA.xml file contents in Geany (Text Editor)
COMPANY > Module Administration > PhreeBooks Module > Chart of Accounts
– when importing your CoA.xml into PhreeBooks, after browsing to your ‘custom chart to import:‘ remember to check the ‘Replace current chart of accounts‘ checkbox.
– my CoA.xml, after correcting a couple of my typo’s, imported with ease.
– I have since added and amended GL-accounts and descriptions.
– The whole CoA thing was a bit of a surprise for me – I hadn’t expected it to work so well.

(2) Sales and Purchase taxes :
– These need to be given careful consideration and need to be set before entering Inventory.
– PhreeBooks has particular strength in this area IMHO, but you need to think through your set-up carefully before loading your TB.

(3)  Vendors.csv :
TOOLS > Import / Export > Contacts Module (green arrow RHS) > see below
– as in (2) I exported Module Contacts.csv to establish the required import .csv format.
– Vendors are ContactType = ‘v’
– the big issue that arose here was to get rid of ‘,‘ comma’s from each field – then all fine.

(4)  Inventory.csv :
– This was another area that I spent a long time on – getting rid of / adding SKU’s
– I first entered some SKU’s with the required ‘Inventory Type
TOOLS > Import / Export > Inventory Module (green arrow RHS) > see below
– I then exported the Inventory .csv   –  Export > Module Inventory
– Adjusted my inventory spreadsheet to the format and column headings that PhreeBooks required. Saved as a .csv file and imported – Import > Module Inventory
– I imported all SKU’s with nil quantity and nil value (I explain lower down)
– This went as expected – all fine.

(5)  Customers.csv
– I actually added our few big customers by hand
– They could have been added using  (3) and ContactType = ‘c’

I made sure that the Customers who owed us money and the Vendors to whom we owed money were included in the Vendors and Customers lists.

 

Entering the ‘Trial Balance’:

Let’s assume for the purposes of this description that my company’s Financial Year (that was entered on installation) is 1st January – 31st December and that the year just beginning is 2015. The date of migration might be 2nd January 2015 (for example).

I took a slightly unorthodox approach as I felt that it would give me the flexibility that I would require to add in Accounts Payable and Receivable accurately (Creditors / Debtors) and address any Inventory issues. Also, should there be any adjustments to the previous years figures required by our accountant, I could accommodate those changes with ease.

Inventory Problem: I had read in Dave’s instructions about his problems when exporting things from Sage to a spreadsheet, that they didn’t add up to the values in his Sage install. Of course, I wasn’t expecting the same thing to happen to me (lightening twice etc). Well my inventory, once exported to a spreadsheet and examined closely, had SKU’s missing and numbers not adding up (ughhh).

I corrected everything in the spreadsheet and added the missing SKU’s etc.

To enable me to enter my AR and AP with the correct aging and to allow for any adjustment necessary to inventory values, I started my bookkeeping period (set at the install stage of PhreeBooks – right at the beginning when you entered the database name and password etc) – a year early. In the example above – from the 1st January 2014.

The following is the procedure that I then followed:

  • I entered my Inventory quantities and value (from the corrected spreadsheet) by using INVENTORY > Adjustments – GL-a/c ‘Cost of Sales: Stock Adjustments‘ (or similar in your CoA) – dated 30/12/2014  (50 or so SKU’s at a time)
  • I entered the invoices making up my Accounts Receivable figure (the big, important ones)
  • I entered the Invoices making up my Accounts Payable figure (the big, important ones)
  • I changed the ‘Accounting Period’ to 12 GENERAL LEDGER > Administrative Tools
  • I then printed off a Trial Balance. I worked out the ‘adjusted’ TB figures required for the ‘Beginning Balances’
  • TOOLS > Export / Import > Enter Beginning Balances (top RHS in blue) > entered new Beginning Balance’s
  • Once again, printed off TB from period 12 and compare with accountants sTB
  • Once you have the correctly ‘adjusted’ opening ‘Beginning Balances‘ – they should match.
  • Finally, make sure that your invoice numbers are sequential with your old system
  • COMPANY > Module Administration > Tools > General Settings (remember to ‘Save Changes‘ – in the page, not just the diskette in top-LH corner)

You should be reasonably up-to-date and good to go.

Please post any comments, questions, or suggestions for improvement to the Forum.
Likewise, please let us know if you use this HowTo successfully, with a quick note to the Forum.