EasyFS Users Manual

Author:  John Cedrick Madula

Collaborators:
Jerico Canete
Keycee Rafales

EasyFS Version: HEAD v2.19.33-production 2025-01-28

Date Created:         10/16/2023
Date Updated:         01/31/2025
Date Released:         02/05/2025

I: Introduction

1.1 Overview

EasyFS is a cloud-based accounting system where users can easily access it anytime and anywhere as long as they have a stable internet connection with the use of their laptops, desktops and tablets. This system offers a range of features to simplify financial tasks, such as invoicing, expense tracking, and financial reporting.

Using cloud-based accounting software like easyFS can provide numerous benefits to small and medium-sized enterprises (SMEs). Here are some of the benefits:

Low cost of deployment

EasyFS is a cloud-based software, which means it’s delivered over the internet as a service, so you don’t need to invest in expensive hardware or infrastructure to deploy it. This can result in significant cost savings for SMEs, particularly those that have limited budgets. Savings include not having to employ and deploy and maintain a whole IT infrastructure among others.

You will always get the latest updated version

With easyFS, you don’t need to worry about upgrading to the latest version of the software as it is done automatically. This means that you always have access to the latest features and functionality, without having to go through the hassle of manually upgrading your software.

Improved team efficiency and collaboration

With easyFS, you can streamline your accounting processes and automate routine tasks, which can save your team a lot of time and effort. Different teams in different locations can collaborate seamlessly because they work with the same set of data accessed in real time. This can free up your team to focus on other important areas of your business and improve their overall efficiency.

Anytime, anywhere convenience

easyFS is accessible from anywhere with an internet connection and at any time, in real time giving you the flexibility and convenience you need to manage your finances on the go. This is essential for modern SMEs that need to stay connected and responsive to their customers and stakeholders.

At easyFS, we pride ourselves on offering a range of cutting-edge features that help small and medium-sized enterprises (SMEs) in the Philippines manage their finances with ease. Here’s a closer look at each of our seven features:

BIR CAS-ready

Our platform is fully BIR CAS-ready, making it easier for your company to apply for BIR Computerized Accounting System [CAS] registration. This feature ensures that you are compliant with the latest regulations, while also simplifying your accounting processes.

Sales and Inventory Management

With easyFS, you can easily manage your sales and inventory, helping you to stay on top of your stock levels and make informed decisions about your products and services. This feature also allows you to generate reports on your sales performance, helping you to optimize your sales strategies and drive growth.

Tracking business expenses and purchases

With easyFS, you can easily track your business expenses and purchases, helping you to stay on top of your cash flow and make informed financial decisions. Our platform allows you to quickly enter expenses and purchases, categorize them, and generate reports to help you understand where your money is going.

On-the-spot invoicing

easyFS allows you to create professional invoices on the spot, making it easy to bill your customers and get paid quickly. This feature is perfect for SMEs that need to generate invoices quickly and efficiently, without compromising quality or accuracy.

Generate financial reports

With easyFS, you can generate powerful financial reports like cash flow statements, balance sheets, and income statements with just a few clicks. This feature gives you valuable insights into your financial performance, helping you to make informed decisions for business growth.

Capable of handling multi-branch and multi-company operations

easyFS is designed to handle the unique needs of SMEs with multiple branches or companies. This feature allows you to easily manage your finances across multiple locations or businesses, giving you a complete view of your financial performance.

Cloud-based accounting software

easyFS is a cloud-based accounting software that makes it easy for your teams to collaborate no matter where they are. That’s because your teams have access to the same data that is stored remotely in the cloud.

1.2 EasyFS Process

EasyFS has the following modules that ultimately generates the Financial Statements that are needed in every business to monitor and control.  Whether you are into retail or service business, easyFS can cater to your Accounting Software needs. These are the Modules of EasyFS.

Module 1: Sales

The process begins with the Sales module, where transactions related to the sale of goods or services are recorded. Sales representatives generate invoices or sales orders, capturing details such as product/service description, quantity, unit price, and customer information. This module also tracks sales returns and allowances. Once a sale is confirmed and collected, the system updates the accounts receivable and revenue accounts.

Module 2: Purchases

Simultaneously, the Purchases module manages transactions related to the acquisition of goods or services. Purchase orders are created, specifying items, quantities, and agreed-upon prices with vendors. When goods are received, the system updates inventory and accounts payable. Invoices from vendors are processed, recording expenses and adjusting accounts payable accordingly.

Module 3: Inventory

The Inventory module plays a crucial role in tracking the movement of goods. When items are received from purchases, the inventory is updated to reflect the new stock. Similarly, when products are sold, the inventory is adjusted accordingly. This module also facilitates inventory reconciliation, helping to identify discrepancies between physical stock and recorded quantities.

Module 4: Fixed Assets

The Fixed Assets module manages the accounting for long-term assets. When a fixed asset is acquired, the system records the cost, depreciation, and other relevant details. Regular updates are made to reflect changes in the value or status of fixed assets, ensuring accurate financial reporting and compliance with accounting standards.

Module 5: Check Warehousing

The Check Warehousing module monitors the physical storage of inventory items. It ensures that goods received match the recorded quantities and that they are stored appropriately. This module helps in preventing discrepancies between the actual stock in the warehouse and the inventory records.

Module 6: Budgeting

The Budgeting module plays a crucial role in financial planning. Budgets are created based on historical data and future business projections. The module monitors actual financial performance against the budget, providing insights into variances. This information aids management in making informed decisions and adjusting strategies to meet financial goals.

1.3 Purpose of this User Manual

Our primary purpose of this user manual is to provide comprehensive guidance and information to users of the EasyFS system. Also, this manual aims to assist you in effectively utilizing the features it offers.

In addition, this manual strives to achieve the following objectives:

1. To help users become familiar with the EasyFS system, its interface, and the overall layout.
2. To empower users to navigate the system confidently and understand the features it offers.
3. To enhance awareness of best practices related to data problems.

By referring to this manual, you will gain valuable insights and practical knowledge about the features of our EasyFS system.

1.4 Who Should Use This Manual

This manual is designed for all users of the EasyFS Accounting System. Whether you’re a business owner, financial manager, or a new user eager to explore our system, this guide will provide you with valuable insights on using the system effectively and securely.

Throughout this manual, you will find detailed information, step-by-step instructions, and best practices for making the most of our accounting system. By following the guidance within these pages, you can confidently navigate our system, enhance your financial management skills, and ensure the security of your financial data.

1.4 Best Practices and System Limitations

In this  section, we’ll cover a set of best practices to help you prevent future issues and maximize the efficiency and safety of your EasyFS.

1.4.1 Setting up the Master Files

EasyFS offers two master files setup features: one for manual adding and another for bulk uploads which can upload a total of 500 records/data. Master files on EasyFS include: Items, Customers, Suppliers and Chart of Account

Keep the following guidelines in mind to ensure successful entry when setting up the master file(s):

a. Item

1. Among the Item detail fields listed below,
   a. We’ve set a character limit of 255 and added validation to prevent the use of special characters (comma(,) and tilde(~) are restricted):
   i. Manual Code
   ii. SKU Code
   iii. Barcode
   iv. Serial Number
   v. Principal
   vi. Generic Name
2. Avoid the issuance of duplicate Manual Code, so please ensure that each item is assigned with a unique Manual Code.
3.  Avoid the issuance of duplicate SKU Code, so please ensure that each item is assigned with a unique SKU Code.
4. Avoid the issuance of duplicate Barcode, so please ensure that each item is assigned with a unique Barcode.
5. When using the new feature for uploading new items, we strongly advise a maximum of 500 items per upload.
6. When bulk updating the items, we strongly advise a maximum of 500 items per bulk update.

b. Customer

1. Among the Customer detail fields listed below, we’ve set a character limit of 255 and added validation to prevent the use of special characters (comma(,) and tilde(~) are restricted):
   a. Manual Code
   b. Contact Person
   c. Contact Number
   d. Street Barangay
   e. City
   f. Province
   g. Region
   h. Zip Code
   i. Business Style
   j. Extension
   k. TIN
   l. TIN Branch Code
   m. Senior Citizen Code
2. Avoid the issuance of duplicate Manual Code, so please ensure that each Customer is assigned with a unique Manual Code.
3. Avoid the issuance of duplicate Customer names, so please ensure that each Customer is assigned with a unique Customer name.
4. When using the new feature for uploading new Customers, we strongly advise a maximum of 500 Customers per upload.
5. When bulk updating the Customers, we strongly advise a maximum of 500 Customers per bulk update.

c. Supplier

1. Among the Supplier detail fields listed below, we’ve set a character limit of 255 and added validation to prevent the use of special characters (comma(,) and tilde(~) are restricted):
   a. Manual Code
   b. Contact Person
   c. Contact Number
   d. Street Barangay
   e. City
   f. Province
   g. Region
   h. Zip Code
   i. Business Style
   j. Extension
2. Avoid the issuance of duplicate Manual Code, so please ensure that each Supplier is assigned with a unique Manual Code.
3. Avoid the issuance of duplicate Supplier names, so please ensure that each Supplier is assigned with a unique Supplier name.
4. When using the new feature for uploading new Suppliers, we strongly advise a maximum of 500 Suppliers per upload.
5. When bulk updating the Suppliers, we strongly advise a maximum of 500 Suppliers per bulk update.

1.4.2 Internet Connection

To ensure a smooth experience with EasyFS and to avoid unexpected issues when uploading new master files or updating existing ones, it’s important to have reliable internet connection. Here are some best practices to consider:

1. Use a Secure Network: Connect to a secure and trusted Wi-Fi network or wired connection.
2. Minimum Upload Speed: For efficient uploading of new master files and updates, your internet connection should have a minimum speed of at least 25 Mbps.

1.4.3 Device Shutdown

To maintain the condition of your device and ensure consistent access to the EasyFS  cloud system, it’s essential to follow these best practices for proper device shutdown:

1. Regular Device Shutdown: Shut down your computer or mobile devices regularly to prevent overheating and extend hardware lifespan.
2. Graceful Closure: Before shutting down your computer, ensure all applications, including EasyFS, are closed properly. Saving any unsaved work is essential.
3. Close EasyFS: Specifically, close EasyFS and log out of your EasyFS account before shutting down your device. This ensures that any ongoing tasks are saved and that EasyFS is in a stable state.
4. Update Software: Keep your device’s operating system and EasyFS software up to date. Updates often include bug fixes and security enhancements that can prevent hardware-related issues.
5. Battery Maintenance: If you’re using a laptop or mobile device, manage your device’s battery health by following the manufacturer’s recommendations for charging and discharging cycles.
6. Uninterruptible Power Supply (UPS): If possible, use a UPS to provide backup power during brief outages, ensuring that your device has enough time to shut down gracefully.