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

One way to convert from your existing accounting software package to Bizuno is called the ‘Line in the Sand’ approach. This article describes the process that needs to be followed to implement this approach. This method is best used at end of fiscal year.  The basic process is:

  1. Verify your chart of accounts in Bizuno matches that from your current application.
  2. Import contacts (Tools -> Import/Export -> Contact Tab). This should be completed well before the conversion day. A template is available on the Contacts import tab to help format the input data and includes field names and descriptions.
  3. Import Inventory (Tools -> Import/Export -> Inventory Tab). This should also be completed well before the conversion day. A template is available on the Inventory import tab to help format the input data.
  4. Build Inventory, Accounts Payable and Accounts Receivable files (see examples below). These files are minimized so they may be generated by hand quickly (if necessary) are output directly from your current application.
  5. Print trial balance from your current application to a PDF file or paper for use old guys.
  6. Backup Bizuno (Tools -> Business Backup -> Business Backup section -> Go icon), just in case. This is just for precaution as your new values will have precedent.
  7. Purge the general ledger (Settings -> PhreeBooks -> Tools -> Purge Journal Entries).
  8. Enter Beginning Balances using the data from your Trial Balance printed from above. Save. This will take a while as the information needs to roll through each gl account for all months in your fiscal calendar.
  9. Print Trial Balance in Bizuno (Tools -> Reports/Forms -> General Ledger -> Reports -> GL Trial Balance -> Open (get a popup) -> PDF icon). At this point your balance sheet and income statement will not match that form your prior application. This is because these entries are BEFORE the current fiscal year. All accounts that are closed at the end of the fiscal year will be closed and the balances will be rolled into your retained earnings account. You will need this report for making adjustments later in this procedure.
  10. Import inventory valuation (Tools -> Import/Export -> PhreeBooks Tab -> Inventory, select file and press Import icon)
  11. Import purchase orders (Tools -> Import/Export -> PhreeBooks Tab -> Purchase Orders, select file and press Import icon)
  12. Import accounts payables (Tools -> Import/Export -> PhreeBooks Tab -> Accounts Payable, select file and press Import icon)
  13. Import sales orders (Tools -> Import/Export -> PhreeBooks Tab -> Sales Orders, select file and press Import icon)
  14. Import accounts receivables (Tools -> Import/Export -> PhreeBooks Tab -> Accounts Receivable, select file and press Import icon)
  15. Print another Trial Balance in Bizuno. This is where the paper part is best.
  16. Edit your beginning balances and subtract the AP total from your import file from the accounts payable account (to bring it back to your original beginning balance), subtract your AR total from your import file from your accounts receivable account, take the GL account you used as your holding account and add back the payables total and subtract the AR totals from your import file. This should restore all three accounts to the values you had BEFORE the import (step 7). Verify your inventory stock balances to make sure the import was successful.

This is a good time to check you AP/AR accounts as the value after step 8 should be equal to the total of your import for each type. If they are off (as they usually are) you will need to make a general journal entry to get them back to being even.

This process only works when converting at year end as the expenses, sales accounts are zeroed out at the start of each fiscal year. For this reason, you will see no expenses OR sales as they will be rolled into your retained earnings account. This is because beginning balances are the values ‘entering’ the fiscal year.

A mid year line in the sand conversion will require additional steps. Generally, you will need to post a GL entry restating your activity year to date that is posted to any account that is closed at year end, (sales, expenses, etc.). Create or use a holding account that you can balance against when adjusting your beginning balance to compensate for the duplicate values. After this process, your balance sheet and income statement from your prior accounting application should match exactly with the like Bizuno financial statements.

I think you should try a few dry runs before the big day. You can always purge the GL and start over. This way when the day comes, you’ll get it done in under an hour.

Sample inventory.txt file:

SKU,Qty,Total
Tire-Balloon,5,10.00
ANewSKU,2,13.00

Sample purchase_orders.txt file:

InvoiceNumber,PostDate,Total,BillContactID,SKU,Qty,LineTotal
PO345,12/12/2016,55.00,DIY Bike Co,Wheel-Black,11,55.00
PO364,12/14/2016,45.00,Tony’s Tires,Wheel-Black,4,20.00
PO364,12/14/2016,45.00,Tony’s Tires,Tire-Knobby,1,25.00

Sample accounts_payables.txt file:

InvoiceNumber,PONumber,PostDate,Total,BillContactID,HoldingGLAccount
GD20161222,PO-Dave,12/22/2016,66.00,goDaddy.com,3800

Sample sales_orders.txt file:

InvoiceNumber,PostDate,Shipping,Total,BillContactID,ShipContactID,SKU,Qty,LineTotal
3423,12/20/2016,10.00,110.00,Jim Taylor,Jim Taylor,Wheel-Black,2,100.00
3427,12/21/2016,25.00,275.00,Dave Jones,Dave Jones,Wheel-Black,4,200.00
3427,12/21/2016,25.00,275.00,Dave Jones,Dave Jones,Tire-Knobby,1,50.00

Sample accounts_receivables.txt file:

InvoiceNumber,PONumber,PostDate,Total,BillContactID,HoldingGLAccount
20322,,12/22/2016,175.00,New Guy,3800

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cost-codesMarch 2014 / PhreeBooksR36RC3
Author – Charles

This page is not finished

Cost Codes:

‘Cost-Codes’ are a very powerful reporting tool. If you want to track certain types of costs or expenses (e.g. entertainment expenses, by Director) that are necessarily recorded across many GL accounts or Projects or only represent a small subset of entries into a single GL account, you can create any number of Cost Codes (SKU) in Inventory:

Inventory Type = ‘Description’ for Cost Codes that do not require a default GL account.
Inventory Type = ‘Non-Stock Item’ for Cost Codes that require a specific default GL account.

Example ‘Cost-Codes’:
00-CostCode-Entertainment-JFK
00-CostCode-Entertainment-RFK

01-CostCode-Concrete work
01-CostCode-Electrical work
01-CostCode-Plumbing
01-CostCode-Roofing
01-CostCode-Site work

02-CostCode-Recharge-Postage-Mr Jones
02-CostCode-Recharge-Postage-ABC Ltd

A Cost-Code doesn’t need to be associated with a particular Project – it might apply across all Projects, or apply to none. The uses for Cost-Codes are mind boggling  …   there is just no end. You might decide to use Cost-Codes to track some transient expense, where you would rather not amend the CoA – remember that you can also check the ‘inactive’ box in an SKU. Or, don’t use Cost-Codes at all!

Reports detailing Cost-Codes can be created by using PhreeForm.

Useful Resources:

Cost-Codes in QuickBooks
Cost-Codes in Sage
http://www.chsbuildersoftware.com/CHS%202006%20Features/04-2015-costcodessetup.pdf

February 2014 / PhreeBooksR36RC3
Author – Charlesdatabase

PhreeBooks curently uses the MySQL database only.

Please note that it is strongly advised to set MySQL to default to the InnoDB format and not MyISAM, as apparently InnoDB is ‘more robust’.

PhpMyAdmin seems to be set out-of-the-box to default to MyISAM – so beware.

Quote from Dave Premo:
InnoDB supports ‘transactions’ which are CRITICAL for PhreeBooks to operate properly. MyISAM do not and cause table sync problems in spades. If in doubt, post-install, check your mysql tables and make sure the type is set to InnoDB – especially for the journal_main and journal_item tables.

In my experience, even if you have set the default table type to InnoDB, some tables will still be created with MyISAM. This doesn’t seem to be an issue as long as:

  • the default is InnoDB
  • journal_main and journal_item are InnoDB

Collation – utf8_general_ci

phpMyAdmin / InnoDB
phpMyAdmin / InnoDB

Database Security:

This is not the place for an in-depth discussion of database security. Suffice to say that the security of your PhreeBooks install and of your PhreeBooks database (and others) is very important. You need to make sure that software is kept up-to-date and that secure practices are employed (beyond the scope of this website).

I have read elsewhere that amongst other security ‘best-practices’ (and it is the responsibility of each user to confirm these before using them – no responsibility for their accuracy is taken by the author, Phreesoft or PhreeBooks) these should be considered:

  1. Employing non-obvious Directory and database User names (i.e. not easily guessed). Of course, these should be appropriately long. Longer is better.
  2. I have read that, in particular, it is wise to make the names of directories containing database management tools obscure and not easily guessed – i.e. NOT phpMyAdmin, HeidiSQL, Adminer, Workbench or database. I have also read that it is preferable (faster, more secure) to avoid database management tools altogether in WAN-facing installs – manage your database from the command line.
  3. Employing appropriate length and complexity in constructing passwords for database Users and anywhere else a password is required.

An excellent resource on Passwords is detailed at the bottom of the ‘Encryption HowTo’ page.

Please make any comments or suggestions for improvement in the Forum.