Manual Guide

INTRODUCTION 

Welcome to the Accounify Manual Guide, your comprehensive resource for navigating and optimizing your experience with Accounify – a cutting-edge accounting software designed to streamline and simplify your financial management processes. Whether you are a seasoned accountant or a business owner seeking efficient and user-friendly accounting solutions, Accounify is here to empower you with its robust features and intuitive interface.

In this manual, we will guide you through every aspect of Accounify, providing step-by-step instructions, insightful tips, and practical examples to ensure you harness the full potential of this powerful accounting tool. From basic functionalities to advanced features, our goal is to equip you with the knowledge and skills needed to enhance your financial management capabilities.

Accounify stands out with its comprehensive suite of accounting tools, tailored to meet the diverse needs of businesses across various industries. From automated bookkeeping and expense tracking to insightful financial reporting, Accounify is your go-to solution for accurate, efficient, and organized financial management.

To make the most of this manual, we recommend familiarizing yourself with the table of contents to quickly locate specific topics of interest. Whether you are setting up your account for the first time, exploring advanced features, or troubleshooting common issues, our guide is designed to be your companion throughout your Accounify journey.

Thank you for choosing Accounify as your trusted accounting software. Let's embark on this learning journey together and unlock the full potential of Accounify for your financial success.

 

REGISTRATION

Before delving into the powerful features of Accounify, let's start by guiding you through the seamless processes of login and registration, ensuring a secure and efficient entry point to your personalized accounting experience. To access the Accounify platform, visit our website at https://accounify.com/ and initiate the registration process by clicking on https://app.accounify.com/register. 

 

Click on the link above to register and fill in the information (Name,Email,password).

 

Upon completing the registration process, an email verification will be sent to the provided account. To activate your Accounify account, simply follow the instructions in the verification email. This security measure ensures the integrity of your account and helps safeguard your financial data.

 

DASHBOARD

Accessing the Dashboard and user account Setup and Verification.

After completing the email verification process and re-logging in, you will be seamlessly directed to the Accounify dashboard. This centralized hub provides an overview of your financial landscape, ensuring a smooth and efficient start to your accounting journey.

 

To initiate key actions such as creating Products, Customers, Vendors, Quotations, Invoices, Bills, New Accounts, and setting New Goals, simply locate the plus button conveniently positioned beside your username. This intuitive feature streamlines your experience, allowing you to effortlessly expand your Accounify capabilities with just a click.

When you click on 'Create New Product,' a user-friendly form will appear. Simply fill in the required information for the new product and click the 'Create' button located at the bottom right corner. This straightforward process ensures the efficient addition of products to your Accounify database.

Unlike the uniform process for creating a new product, the creation of customers, vendors, quotations, invoices, bills, and goals involves distinct forms tailored to the specific information needed for each category. Each form is designed to capture essential details relevant to the respective entity or transaction, providing a customized and efficient means of inputting accurate data into your Accounify system.

 

BANKING

Adding And Managing bank Account

Navigate to the 'Banking' section located under the key features on the dashboard. Within this section, you will find subsections for 'Account,' 'Transfer,' and 'AI Reconciliation.' Clicking on 'Account' will display a comprehensive list of the accounts that have been added to the system, offering a quick and organized overview of your financial assets.

 

To add new banks to your Accounify account, click the plus button located in the right top corner. This action will prompt a form to appear. Fill out the required information in the form and then press the 'Create' button located at the right bottom corner. This straightforward process facilitates the seamless integration of new banks into your Accounify system.

 

The form Below is to Add a new bank account. 

 

To reconcile the bank account, click the designated button, and you'll be directed to the reconciliation page for streamlined processing.

 

On the page below, you can view statements from a specific month and year. Export options include Excel or PDF formats for your convenience.

Additionally, users can edit or delete bank account details by accessing the buttons next to the reconciliation button if the account is no longer in use or needs modification.

 

Performing Transfer

Beneath, you'll find the transfer page. The plus button facilitates new transfers, while the boxes below enable date or account number searches. Further down, the page displays entries made in the bank account for a comprehensive overview.

 

Ai Reconciliation Process

The AI Reconciliation page will display below, showcasing the banks that have been added to the user's account for streamlined reconciliation.

 

When a bank is selected, a prompt will appear, asking to upload a PDF file for import. This streamlined process simplifies data importation for efficient reconciliation.

 

SALES

Creating and managing Quotation

Below is the Quotation page, providing an overview of quotations for the users. To create a new Quotation, simply click on the '+' button. Fill in the required information in the prompted form. Utilize the search function, allowing you to narrow down quotations based on customer, status, and date for quick and convenient access.

In the displayed interface, adjacent to the status, the tools section enables users to edit or delete the quotation. This feature provides flexibility for users to make adjustments or remove quotations as needed.

The interface for creating new Quotations will be as below.

 

When Quotations are selected, the detailed view reveals essential information such as the status, customer details, total amount, and associated discounts. This view provides a comprehensive overview, allowing users to quickly assess the status and key details of the quotation.

Generating Invoices

To generate an invoice, click on the 'Invoices' section and select the '+' button. Fill in the necessary details in the prompted form, ensuring accurate information for a seamless and professional invoice creation process. Additionally, you can find an edit or delete button beside the status, and there is also a due date for effective management of your invoicing records. There is also an export option beside the plus to enable users to export IV.

 

When the '+' button is pressed, you will be redirected to another page resembling the one below. Fill in the required information, and then hit the 'Create' button at the bottom right corner to efficiently generate a new invoice.

 

 

Handling Revenues, Retainers, and Credit Notes

To manage revenues, retainers, and credit notes, navigate to the respective sections under the 'Sales' category. Click on the corresponding action buttons, such as '+ Revenue,' '+ Retainer,' or '+ Credit Note,' to initiate the process. Fill in the necessary details in the provided form, and users can also edit or delete entries by pressing the 'Tools' button at the right end of each transaction.

 

PURCHASES

Bill, Payment and Debit Note Process

To create a new entry, simply hit the '+' button for the desired subsection, and a distinct form will be prompted. Fill out the form with the necessary details to efficiently create and manage bills, payments, and debit notes. This ensures a comprehensive understanding of these essential financial transactions.

 

ACCOUNTING

Setting Opening Balances

Setting opening balances is facilitated through a straightforward process. Users can easily edit opening balances for assets, equity, liabilities, income, and expenses, ensuring accurate financial representation and a seamless transition into the system. To create New account hit the ‘+’ button and choose where the account falls(Equity, Liability, Expenses, Assets, Income)

Managing Chart of Accounts

To manage your Chart of Accounts, navigate to the 'Chart of Accounts' section where you can easily add, edit, or categorize your financial transactions for a well-organized and insightful overview of your company's financial structure.

 

Journal Entries

To enter journal entries, navigate to the 'Journal' section. Here, systematically record financial transactions by specifying debits, credits, and descriptions. Ensure accuracy and completeness in your accounting records for effective financial management.To create new journals hit the ‘+’ button. 

 

To view the journal for a specific account, select the corresponding journal ID. This action will present a detailed view, offering insights into the individual transactions associated with the chosen account.

 

Account Ledger and Summary

To access a detailed transaction history, navigate to 'Ledger Summary.' Here, you can review a chronological record of individual transactions. For a summarized view of balances and activities, refer to 'Account Summary,' an efficient tool for quick financial analysis. Users can narrow the search by date or ledger type for more targeted insights.

 

Users can also view a detailed Ledger Summary by clicking on the account in the Chart of Accounts. This provides a quick and direct way to access comprehensive information about individual transactions associated with a specific account.

 

 

Balance Sheet

To access the Balance Sheet, navigate to the 'Balance Sheet' section. Here, you'll find a detailed summary of your organization's assets, liabilities, equity, income and expenses. This provides a snapshot of your financial position at a specific point in time, allowing for insightful analysis and decision-making.User will be able to download it by pressing at the right top corner box. 

 

Trial Balance

To access the Trial Balance, navigate to the 'Trial Balance' section. Here, you can review a comprehensive list of all ledger accounts and their corresponding balances, ensuring accuracy in your financial records. This tool serves as a crucial step in verifying the equality of debits and credits across your accounts. Users can download it whenever they want. 

 

 

REPORT

Transaction Reports

In the Transaction Report, users have the flexibility to choose specific criteria, such as selecting transactions from a particular account. Additionally, users can easily distinguish between different types of payments, providing a tailored and detailed view of their financial activities.

 

Account Statements

In the Account Statement section, users can access a detailed record of financial transactions associated with a specific account. This feature allows for a comprehensive overview of account activity, including deposits, withdrawals, and other transactions. Additionally, it provides information on the form of the transaction, whether it took place as cash, transfer, or through methods such as PayPal. Besides, users can detail out whether it's a payment or review to narrow down the search. 

 

Income and Expense Summaries

In the 'Income Summary' section, users can refine their view by specifying the income source and the year. This feature allows users to analyze their income effectively, presenting income statistics through charts. The visual representation facilitates a quick analysis, helping users identify the month that generated the highest income and gain valuable insights into their financial performance.

(INCOME)

 

In the 'Expense Summary,' users can quickly view detailed expense information, including expense categories, dates, recipients, and identify the month with the highest expenditures, providing valuable insights for effective financial management.

 

(EXPENSES)

 

Profit/Loss Summaries

In the Profit/Loss Summaries section, users can efficiently assess the financial performance of their business, gaining insights into revenue, expenses, gross profit, net profit/loss, and taxation information. Navigate through different time(Year) frames, interpret and make informed decisions based on this comprehensive overview of financial health and profitability.

Invoice

Within the 'Reports' section, delve into Invoice Reports for a comprehensive analysis of your sales transactions. Easily track invoicing trends, outstanding payments, and client interactions to enhance your financial monitoring and customer relationship management

Bill

Navigate to the 'Reports' section to access Bill Reports, offering detailed insights into your business expenditures. Analyze spending patterns, outstanding bills, and vendor interactions for informed decision-making and efficient financial management

 

 

Stock Report

Explore Product Stock Reports in the 'Reports' section to gain a thorough understanding of your inventory levels. Track product movements, monitor stock levels, and optimize your supply chain for streamlined operations and enhanced inventory management. Gain insight of how many sold on which date and to whole on Invoice or Quotation.

 

CONTACT

Staff

Efficiently handle your workforce by navigating to the 'Staff' section. Here, you can add, edit, and organize staff details, assign roles, and monitor their activities to streamline internal processes and enhance collaboration within your organization.

Customer

Navigate to the 'Customers' section for seamless management of client relationships. Add new customers, update contact information, and track transaction history for personalized interactions and effective customer engagement. Users can set a password for the customer by clicking the first button under action. Users will  be able to import or export data as well.

 

To access the full transaction history of a customer, simply click on the customer ID. This will provide you with a comprehensive overview(below), including quotations and invoices associated with the customer. You can create new invoices or quotations, view detailed statements for customer transactions, and easily manage or delete entries as needed. Navigate through the customer details with ease to streamline your interactions and maintain accurate financial records.

 

Vendor

 In the 'Vendors' section, optimize your vendor relationships by adding and managing vendor details(right corner), tracking purchases, and maintaining a clear overview of supplier interactions. Efficient vendor management ensures smooth procurement processes, enhancing overall business operations. Additionally, users can enhance security by setting up passwords for vendors through the first button under 'Actions.' For a detailed view of billing-related information and outstanding payments for a specific vendor, click on the Vendor ID. Users will be able to import or export data as well.

Ai BOX

Ai Invoice processing

Harness the power of AI in the 'AI Box' to automate invoice management. Effortlessly extract, organize, and process invoice data, streamlining your financial workflows with precision and efficiency.

Users can update or create the invoice as soon after receiving an update from the customer by clicking the button under action and filling the information required or by uploading a file as well. The below page will pop once the create or update button is pressed.

Ai Receipt Management

Optimize your expense tracking with AI-driven receipt management in the 'AI Box.' Seamlessly capture, categorize, and store receipts, allowing for simplified record-keeping and enhanced financial accuracy. Users are able to view the status of the receipt and update/create seamlessly. 

Users will be redirected to another page which contains the details of the receipt for the company which users might edit/update.There will be some restriction based on the level of the access provided to the users.

 

Ai File Management

Experience intelligent file management through AI capabilities in the 'AI Box.' Efficiently organize and retrieve documents, enhancing productivity and ensuring a streamlined approach to document handling within your system.

 

ASSETS

In the 'Assets' section, efficiently organize and track your business assets. Easily add, update, and categorize assets for streamlined management and effective oversight of your valuable resources. Users will be able to edit or delete if necessary. 

 

TOOLS

Product and Service Management

In the 'Tools' section, streamline your business operations with efficient 'Product and Service Management.' Easily manage, update, and categorize your offerings, ensuring a well-organized and dynamic product and service portfolio. Gain a clear overview with distinctions between services and products for effective inventory control and service-oriented business management.

Product Stocks

To effectively manage your inventory, navigate to the 'Product Stocks' section. Here, monitor stock levels, receive timely restocking alerts, and streamline product flow. This ensures a well-maintained inventory, optimal availability, and efficient fulfillment of customer demands. Follow the step-by-step instructions to enhance your product stock control and keep your business operations running smoothly.

 

Budget Planner

In the 'Budget Planner' section, take control of your financial planning. Create, modify, and track budgets with ease, ensuring a clear overview of your financial goals and expenditures. Follow the step-by-step instructions to efficiently manage your budget and make informed decisions for a financially resilient business.

Contract and Goal Management

To manage contracts, navigate to the 'Contract and Goal Management' section. Here, you can efficiently organize your business commitments by creating, updating, and tracking contracts. Users can make duplicate contracts by clicking the first button under action. Additionally, set and monitor goals to align your business strategies for success. To create press the ‘+’ on top right corner meanwhile to edit or delete press button under action in each goal. 

 

CONSTANT

Managing Taxes

Navigate to the 'Managing Taxes' section under Customization to efficiently handle your financial obligations. Add, update, and organize tax-related information. Users can create, edit or delete the tax constant.

Categories and Units

Categories and Units to tailor your system to specific business needs. Add new categories, customize units of measurement, and define additional custom fields to enhance the flexibility of your platform. 

 

Contract Types 

To create a contract type, click the '+' button in the top right corner. Whether it's a partnership, rental, or supplier contract, follow the prompts to efficiently set up and manage various contract types within the system.

 

Roles

Enable precise access control based on staff level hierarchy by setting access levels accordingly. To create a new role, click the '+' button in the top right corner. This approach significantly reduces the risk of fraudulent activities. Users can effortlessly edit permissions or delete roles, ensuring flexibility and security in managing staff roles within the system.

FAQs

1. What should I do if I forget my password?

Users can follow these steps to reset your password:

1. Click on "Forgot Password" below the sign-in section.
2. Enter your email to receive a password reset link.
3. Check your email for the reset link.
4. Follow the link to create a new password.
5. Log in using your new password.

 

2. Can i Customize user roles and permissions??
Absolutely, our accounting software allows users to customize both the role and level of access for staff members, providing flexibility and control over their account permissions. Users can go to roles and select the level of access to the staff.

3.Can I import data from external sources?
Yes, Certainly, the users can import data from external sources by uploading the pdf file to our system.

4. Is the Accounting system compatible with other software?
Yes. our accounting system compatible with other software such as shopnify and posnify.

5. How can I integrate the system with my bank account?
To integrate users' bank accounts with the system, add an account before going to the Banking section and find Ai Reconciliation. 

6. Are there APIs available for third-party integration?
There are a few available for third-party integration such as:

• Payment Gateways
• Integration with Banking APIs 
• Posnify which allows for automatic synchronization of sales data, simplifying the process of recording transactions, managing inventory, and tracking revenue
• Shopnify which enables the synchronization of online sales data, customer information, and inventory details.
• AI Libs for report analysis and invoices.

7. How can I get technical support?

Users can email to our technical team at info@lekir.tech .

8. Is the accounting system accessible on mobile devices?

Accounify is available in mobile browsers as well for user easy access.

9. Can I upgrade or downgrade my subscriptions?

Users have the option to access their profile dropdown, where they can select the "Plan" section to view their current subscription level. Additionally, within this section, users have the capability to explore available upgrade options for their subscription plans.

10. Is data backup and recovery available?

Yes. Our accounting system provides data backup and recovery facilities. 

11. Is the AI usage in the system?

There are few AI integrated features:

• Report Analysis
• Invoice generation
• AI Reconciliation