Day-to-Day

Customers & suppliers

Contacts has Customers / Suppliers / Staff / All tabs. Add contacts via the "+ Add" button or by importing a CSV (Settings → Import → Customers/Suppliers).

Customer records include

• Company name, ABN, contact person, phone, email, billing and delivery address.
• Payment terms (net 7/14/21/30/60/90 days) - auto-populates the due date on new invoices.
• Default income account - overrides the company default on new invoice lines.
• Credit limit and action (Alert / Stop / Alert and Stop) - enforced when saving a non-draft invoice.
• Settlement discount (% and days) - auto-populates onto new invoices; shown in the totals as "X% if paid by [date]".
• Bill to contact - see below.
• Contact type: Customer or Both. "Both" contacts appear in customer and supplier dropdowns.

Supplier records include

• ABN - used on Remittance Advice and for TPAR reporting of contractor payments.
• Bank details: BSB + Account Number - required for ABA batch supplier payments.
• Default expense account - pre-fills on new bills.
• Credit limit - alerts when a new bill would exceed it.
• Settlement discount terms.

Contact types

• Customer - appears in invoice, sales order, and quote dropdowns.
• Supplier - appears in purchase order, bill, and ABA payment dropdowns.
• Staff - used to assign sales reps to invoices for commission tracking.
• Both - appears in all dropdowns; useful for contacts you both buy from and sell to.

Bill to (head office billing)

Some customers are branch locations whose invoices are paid by a head office. Set the Bill to field on the customer's Financial tab to the head office customer record. It defaults to the customer itself (self-billing).

• When an invoice is raised for the branch, the amount outstanding flows through to the head office's AR balance - the head office is the entity that pays.
• The Bill to field is locked (read-only with an amber warning) if either the branch customer or the head office carries an outstanding flow-through balance. Clear the balance first if you need to change the Bill to assignment.
• To remove the head office linkage, set Bill to back to the branch customer itself (self-billing).

Customer Statements

Open a customer contact → "Statement" button. Choose an as-at date to produce a statement showing all invoices, credit notes, and payments with a running balance. Print, save as PDF, or email it directly to the customer.

Activity timeline

Every invoice, bill, CRM deal, and note linked to a contact is shown in the Activity tab of the contact record, giving a full relationship history at a glance.

Contact photos & logos

Each contact can have a photo or company logo that appears next to their name in the contact list, making it easy to spot a supplier or customer at a glance.

Default avatars by type

• Customers - blue silhouette
• Suppliers - purple building
• Staff - green person with ID badge
• Other / Both - grey silhouette

Uploading a photo

1. Open the contact record (click the row in the Contacts list).
2. On the Details tab, you will see the avatar at the top with an "Upload photo" button.
3. Click "Upload photo" - a file picker opens.
4. Choose a JPG, PNG, or WebP image from your computer.
5. The photo is saved locally on this machine and displayed immediately.
6. Click "Save" to keep any other changes.

Changing or removing

• "Change photo" replaces the current image with a new file.
• "Remove" deletes the photo and reverts to the default avatar.

Note: photos are stored on the server machine (in AcctApp's data folder) and are visible to all users connecting to that server.

Sales commissions

Track sales commissions for your team in three steps:

1. Add staff members in Contacts → Staff tab (contact type = Staff).
2. Set commission rates in Sales → Commissions → Rates: assign a rate to a staff member, choosing whether it applies to all sales, a stock category, or a specific item. Multiple rules can be set per person - more specific rules take priority.
3. On an invoice, pick the Sales Rep. When the invoice is posted (status "Sent" or "Paid"), a commission entry is auto-created.

Commission entries go through: Pending → Approved → Paid. Use the Commissions page to bulk-approve and mark paid. You can also run a Commission Report under Reports → Sales & Operations.

Invoices & payments

Creating an invoice

1. Sales → Invoices → "+ New Invoice".
2. Select the customer - payment terms, default income account, and settlement discount copy across automatically.
3. Add line items: Item (optional stock item lookup), Description, Qty, Unit Price, Tax Code.
4. Set Invoice Date and Due Date (auto-calculated from terms).
5. Optionally pick a Sales Rep for commission tracking.
6. Save as Draft to work on it later, or Save & Send to post and email in one step.

Invoice statuses

• Draft - editable, not posted to GL.
• Sent - posted to GL (AR debited, income and GST credited). Editing is locked - void and re-issue if a correction is needed.
• Paid - payment fully recorded.
• Part Paid - one or more payments recorded but a balance remains.
• Overdue - sent, unpaid, and past the due date (shown in Notifications Centre).

Recording a payment

Click "$ Pay" on any Sent or Part-paid invoice. Enter the amount (defaults to the balance due), payment date, bank account, and reference. Posts DR Bank / CR AR. For partial payments, the remaining balance stays in AR until the next payment.

Emailing an invoice

Click "✉ Email" from the invoice. AcctApp generates a PDF tax invoice and pre-fills the email body from your template. The customer receives a professional tax invoice with your company details, logo, ABN, payment terms, and a Pay Now link if a payment gateway is configured.

Pay Now links

On any unpaid Sent invoice, click 💳 to generate a hosted "Pay Now" link via your configured payment gateway (Stripe, Square, PayPal, etc.). Share the link with the customer - they pay online. Record the payment in AcctApp once received.

Foreign currency

Invoices can be raised in any configured currency. The exchange rate at the invoice date is recorded. When payment arrives at a different rate, AcctApp calculates and posts the FX gain or loss automatically.

Voiding

Void an invoice (that has no payment recorded) to reverse its GL posting. This creates a reversing journal and marks the invoice Void. Void invoices remain visible in the list for audit purposes but have no balance.

Credit notes

Issue a credit note against an overpaid or disputed invoice. Allocate the credit against a future invoice, or refund it. Credit notes post a reversing AR entry and an Adjustment Note document.

Bad debt write-off

On an unpaid invoice, click "Write off bad debt". Choose the bad debt expense account - the app posts DR Bad Debt Expense / CR AR and marks the invoice as written off.

Purchase orders, receiving & bills

Raising a Purchase Order

1. Purchasing → Purchase Orders → "+ New PO".
2. Select the supplier - payment terms and settlement discount copy across automatically.
3. Add line items: Stock Item (pre-fills price and account), Description, Qty, Unit Cost, Tax Code.
4. Save as Draft, or change status to Sent to signal it has been dispatched to the supplier.
5. Email the PO with "✉ Email" - a PDF copy is attached.

PO statuses

• Draft - not finalised; no GL impact.
• Sent / Confirmed - awaiting goods from supplier.
• Partial - some goods received, more outstanding.
• Received - all lines fully received.
• Billed - a supplier bill has been raised against this receipt.

Receiving goods

1. Open the PO and click "✓ Receive" (available on Sent, Confirmed, or Partial POs).
2. The Receipt modal shows expected lines. Adjust received quantities if a short or split delivery occurred.
3. Confirm - stock on hand is updated at weighted-average cost and a GRN (Goods Receipt Note) is recorded.
4. The Receipt View opens automatically - click "Create Bill" to generate the supplier bill in one step.

Supplier bills

Created from a receipt or entered manually under Purchasing → Bills.

• Fill in: Supplier, Bill Date, Due Date, Reference (the supplier's invoice number), and line items.
• Each line needs an account, amount, and tax code.
• Once Approved, the AP journal posts: DR Expense (or Inventory) / CR Accounts Payable.

Recording a payment

On any Approved or Part-paid bill, click "$ Pay". Enter amount, date, bank account, and reference. Posts DR AP / CR Bank. A Remittance Advice is shown automatically - email it to the supplier as confirmation of payment.

Batch supplier payments (ABA)

Purchasing → "Pay Suppliers (ABA)" - select multiple bills, enter amounts, and generate an ABA direct-entry file to upload to your bank. See Day-to-Day → Batch supplier payments (ABA) for prerequisite setup.

Receipt Inbox & OCR

Scan or forward supplier invoices to the Receipt Inbox. The OCR tool reads the PDF and pre-fills supplier, ABN, date, amount, and GST - review and convert directly to a bill or purchase order in one click.

Remittance Advice

A Remittance Advice is automatically shown after you record a payment on a supplier bill. You can also open it any time from a paid or part-paid bill using the "Remittance" button.

The Remittance Advice modal has three toolbar buttons at the top right:

• ✕ Close - dismisses the remittance without printing.
• ✉ Email - composes a pre-filled email and sends the remittance via your configured SMTP account.
• 🖨 Print / Save PDF - opens the system print dialog (choose "Save as PDF" as the printer to generate a PDF).

The document shows your company name, ABN and address, the supplier name and ABN, a bill summary table (bill number, bill date, due date, bill total, amount paid, balance due), and a payment detail table listing all payments for that bill.

Batch supplier payments (ABA)

On Purchasing → "Pay Suppliers (ABA)", select multiple suppliers, enter amounts and references, and generate an ABA direct-entry file to upload to your bank. Supports balanced and unbalanced files.

Prerequisites: set your bank code, ABA user name and APCA number in Settings → Company, and each supplier needs a BSB + account number on their record. You can optionally post a GL journal (DR Accounts Payable, CR Bank) for the run.

Recreating a lost file: every file you generate is kept automatically. Open "Pay Suppliers (ABA)" and expand "Previously generated files" to save any earlier batch again, exactly as it was, without re-entering the payment run. If the save prompt was cancelled or the file failed to write, the batch is still kept there so you can save it again.

Supplier credit notes

A supplier credit note reduces the amount you owe a supplier - the reverse of a bill.

When to use one

• You returned goods to a supplier and they issued a credit.
• A supplier overcharged and issued a credit to correct the bill.
• A bill was entered in error and needs to be cancelled (post-approval).

Creating a supplier credit note

1. Go to Purchasing → Credit Notes → "+ New".
2. Select the supplier, enter the credit date, reference (the supplier's credit note number), and line items.
3. Each line needs an account, amount, and tax code - mirror the original bill lines being reversed.
4. Save and Approve. The journal posts: DR Accounts Payable / CR Expense (and CR GST Paid if applicable).

Applying against a bill

In the credit note, click "Apply to bill" and select the outstanding bill. The credit reduces the bill's outstanding balance. If the credit is larger than the bill, the remainder stays as an open credit against that supplier.

Receiving a refund instead

If the supplier refunds your bank account rather than issuing a credit, record the receipt in Bank Reconciliation and post it against the Accounts Payable account for that supplier.

GNR companies

If your company is not registered for GST, supplier GST is absorbed into the expense cost - no separate GST line is posted on the credit note journal.

Sales orders & quotes → invoices

Quotes

1. Sales → Quotes → "+ New Quote".
2. Add the customer, line items, and an expiry date.
3. Email or print - the document is titled "Quote" (not a tax invoice) and has no GL impact. Add customer-facing Terms (separate from internal Notes) if you want conditions shown on the portal link below.
4. Share a portal link with the customer so they can Accept (drawing a signature) or Decline online, no login required. The acceptance/decline is timestamped and recorded on the quote - an accepted quote with a signature shows a "🖊 Signature" button in the list.
5. Once accepted, click "Convert to Invoice" - a new invoice is pre-filled from the quote. Review and post.

Quotes and invoices can also be created directly from a phone on-site by field/contracting staff, with in-person signature acceptance and optional payment - see "Field Quoting & Invoicing (mobile)" under Point of Sale.

Sales Orders

Used when the customer has confirmed an order and you are staging it before fulfilment.

1. Sales → Sales Orders → "+ New Order".
2. Add customer and lines. Post the order - no GL impact at the order stage.
3. When ready to invoice, click "Convert to Invoice". Partial conversions are supported - invoice for what is shipped today, leave the rest on the order.

Backorders

If you partially convert a sales order to an invoice, the unfulfilled quantity stays on the order as a backorder. Convert again when the remaining goods are ready to ship. The order status automatically changes from Confirmed → Partial → Fulfilment Complete as invoices are raised.

Status flow

Quote: Draft → Sent → Accepted / Declined → (Converted to Invoice)
Sales Order: Draft → Confirmed → Partial → Fulfilment Complete → (All Invoiced)

Journals & 13th-month adjustments

Posting a manual journal

1. Journals → "+ New Journal".
2. Click "+ Add Line" for each debit and credit - pick the account, enter the amount, and a description.
3. The editor won't let you save until total debits equal total credits.
4. Set status to Posted (or leave as a draft to finish later), then "Save Journal".

Correcting a posted journal

Posted journals are read-only. Click "↩ Reverse" to post a reversing entry (every debit/credit swapped, dated today) that cancels its effect - the original stays intact for the audit trail.

13th-month (year-end) adjustments

Tick "13th-month / year-end adjustment" when creating the journal to flag it as an accountant/audit adjustment. It auto-dates to the chosen financial year-end (e.g. 30 June), is tagged in the journal list, and is kept separate from real final-month trading. It still respects period locks - unlock the year first if you need to post one. (Opening balances are NOT 13th-month adjustments - they're your migration starting position.)

Stock / Inventory

Stock & Inventory manages your product catalogue, quantities on hand, costs, and valuations.

Creating stock items

Stock & Inventory → "+ Add". Key fields:

• Item Code - your unique SKU or product code.
• Item Name and Description.
• Item Type: Finished Good or Raw Material.
• Sourcing: Purchased (from a supplier) or Produced (manufactured in-house).
• Stocking Type: Stocked (quantity is tracked) or Non-stocked (services or consumables with no qty tracking).
• Preferred Supplier - used when auto-generating reorder purchase orders.
• Reorder Point - the on-hand quantity below which a low-stock notification fires and the item appears in the Reorder POs tool.
• Average Cost and Sale Price.
• Tax Code.

Variants (colour × size)

For products sold in multiple colours or sizes (e.g. clothing, hardware), create a parent item and add variants in the Variants tab. Each variant has its own SKU (parent code + colour + size), its own quantity, sale price, barcode, and image. In the POS, tapping the parent expands a variant picker - the cashier selects the correct colour/size before it is added to the cart.

Adjustments

• Quantity adjustment: open the item and use "Adjust Qty". Enter the new count and reason - posts a stock movement and an Inventory Adjustment journal.
• Issue (material issue): use "Issue" to move stock out for manufacturing or internal use - posts to a nominated cost account.
• Stocktake: run a full stocktake from the Inventory toolbar to count all items simultaneously. Non-stocked items are excluded automatically. Variances between counted and system quantities are posted as adjustments.
• Write-down: if stock value has fallen below cost (damaged, obsolete), use "Write Down" to reduce to net realisable value. Posts DR Inventory Write-Down / CR Inventory (AASB 102 compliant).

Movements

Every receipt (from PO receiving), POS sale, adjustment, issue, and write-down is recorded as a stock movement. View the full history on the item's Movements tab, or run the Stock Movements report under Reports.

Valuation method

Stock is valued at weighted-average cost. The cost updates automatically each time goods are received at a different price. View current value in the Stock Valuation report or on the item's Details tab.

eBay image cache

If items have eBay image URLs but no local files, click "⬇ Cache images" in the Inventory toolbar. This downloads all outstanding images to disk (5 concurrent). After caching, images display instantly everywhere in the app and work offline.

Credit limits & settlement discounts

Credit limits (Contacts → Customer or Supplier):

• Set a credit limit dollar amount and choose the action: Alert (warn but allow saving), Stop (block the transaction), or Alert and Stop.
• For customers: enforced when saving non-draft invoices. A warning or blocking message appears if the customer's outstanding balance plus the new invoice would exceed the limit.
• For suppliers: shown as a reference; alerts when a new bill would exceed the limit.

Settlement discounts:

• Set a discount percentage and the number of days within which payment must be made.
• Auto-populates onto new invoices and bills when the contact is selected.
• The invoice/bill totals section shows "X% settlement discount if paid by [date] = −$Y".
• Discount is informational - it does not automatically post; record the discounted payment amount when the customer pays early.

OCR invoice/receipt scanning

Use "Scan (OCR)" on Purchasing and Invoices to read a PDF, Word doc or image - detected supplier, ABN, date, GST and total are pre-filled for review, then create a PO, expense journal or invoice. You can also scan a receipt directly while reconciling the bank (see Bank Reconciliation → "Scan a receipt").

Recurring transactions

Recurring Transactions let you set up invoice or bill templates that generate new drafts automatically on a schedule - useful for monthly subscriptions, regular supplier payments, or any repeating transaction.

Creating a recurring template

1. Purchasing → Recurring Transactions → "+ New Template" (or Sales → Recurring for invoices).
2. Choose the transaction type (Invoice or Bill), select the customer or supplier, and add line items exactly as you would for a one-off document.
3. Set the frequency: Weekly, Fortnightly, Monthly, Quarterly, or Annually.
4. Set the start date and, optionally, an end date (or leave open-ended for indefinite recurrence).
5. Save as Active - the template creates its first draft on the next scheduled date.

How it works

AcctApp checks for due recurring templates each time the app opens. Any template whose next-due date has passed creates a new draft transaction. The draft is added to the relevant Invoices or Bills list for review and posting - recurring templates never post directly to the GL without your review.

Dashboard - Upcoming Recurring widget

The Dashboard "Upcoming Recurring" widget shows templates due in the next 14 days. Click through to the Invoices or Bills list to find and post the generated drafts.

Managing templates

• Pause a template to stop it creating drafts without deleting it - useful for seasonal businesses.
• Edit to change amounts, accounts, or schedule - changes affect all future drafts.
• To change just one occurrence, open the generated draft and edit it directly before posting; the template is unaffected.

Prepayments (customer deposits & supplier prepayments)

Prepayments record money received from a customer or paid to a supplier before the invoice or bill exists - for example, a deposit on a large order, or a prepaid supplier subscription.

Customer prepayments (deposits received)

1. Purchasing → Prepayments → "+ New Prepayment" → type: Customer.
2. Select the customer, enter the amount, date, bank account, and reference.
3. Journal posts immediately: DR Bank / CR Customer Prepayments (liability).
4. When the invoice is later raised: open the invoice → "Allocate Prepayment" - the deposit reduces the invoice balance due.

Supplier prepayments (advances paid)

1. Purchasing → Prepayments → "+ New Prepayment" → type: Supplier.
2. Select the supplier, enter the amount, date, bank account, and reference.
3. Journal: DR Supplier Prepayments (asset) / CR Bank.
4. When the bill arrives: open the bill → "Allocate Prepayment" - the advance reduces the amount payable.

Linking to orders

Prepayments can be linked to a Sales Order or Purchase Order so you can see how much has been paid against each order before the final invoice or bill is raised.

Status

Prepayments show as Unallocated until applied to a document. Partially applied prepayments show the remaining unallocated amount. Fully allocated prepayments are Closed.

Bank reconciliation

The bank deposit (customer prepayment) or bank payment (supplier prepayment) creates a GL journal that appears on the Book side of Bank Reconciliation. Match it against the corresponding bank statement line.

Mobile receipt capture & Receipt Inbox

Mobile Capture lets you photograph supplier receipts on your phone and have them appear instantly in the AcctApp Receipt Inbox, where OCR reads the details and converts them to bills or purchase orders.

Setting up

1. Settings → Mobile Capture.
2. Enable the receipt capture server - it listens on your local network.
3. A QR code is shown - scan it with your phone's camera. Your phone and the AcctApp PC must be on the same Wi-Fi network.
4. The mobile capture page opens in your phone's browser and is ready to use.

Capturing a receipt on your phone

1. Tap "Take photo" to use the camera, or "Upload photo" to pick an existing image from your photo library.
2. Point the camera at the receipt and capture - the image uploads automatically over your local network.
3. In AcctApp on the PC, go to Purchasing → Receipt Inbox - the capture appears within a few seconds.

Processing in Receipt Inbox

1. Click a captured item to open it.
2. OCR has read the supplier name, ABN, date, total, and GST - review and correct if the reading was imperfect.
3. Click "Create Bill" to create a draft supplier bill pre-filled from the extracted data, or "Create PO" for a purchase order.
4. The item is marked as Processed once converted.

Storage folder

Captured images land in %APPDATA%\AcctApp\mobile-captures by default. Move this to OneDrive or a network drive via Settings → Files → Receipt Inbox Storage Folder - use Browse + Move to relocate. The app switches to the new path immediately without a restart.

Tip: capture receipts throughout the day (fuel, parking, hardware, postage), then process the whole batch from the Receipt Inbox at the end of the day.

Payment gateways & links

Configure payment providers in Settings → Payment Gateways: Stripe, PayPal, Square, GoCardless (direct debit), Airwallex, Adyen, HitPay, eWAY, or manual Bank EFT/PayID. On an unpaid invoice, click the 💳 button to generate a hosted "Pay Now" link via any enabled provider - copy it or open in the browser. When the customer pays, record it with the $ Pay button.