easyFS User Manual

Build v2.20.015.02 · Human Incubator, Inc. · 10 September 2026

1. About this manual

easyFS is a cloud accounting and inventory system from Human Incubator, Inc. It keeps the buying cycle, the selling cycle, stock movement and the general ledger in one place, so that a document raised at the counter becomes a journal entry without anyone re-keying it.

This manual is written for the people who use easyFS every day: purchasing staff, sales staff, storekeepers, cashiers, bookkeepers and the accountant who closes the month. It assumes you know your own business paperwork. It does not assume you know anything about the software.

What this manual covers

Every module reachable from the navigation menu of an Administrator account, screen by screen, in the order the menu presents them. For each function you get what it is for, how to reach it, what to do step by step, what the important fields and buttons mean, and what you should see when it has worked.

Where the screenshots come from

Every picture in this manual is a photograph of the real system, taken from the pre-production site at preprod.easyfs.ph running build v2.20.015.02-preprod. Nothing is drawn or imagined. Company names, people, addresses, item descriptions and account balances in the pictures have been replaced with neutral placeholders, because the demonstration database holds real trading partners. Document numbers, dates, quantities and unit prices are left untouched, so the worked examples still add up.

Conventions

• Menu › Item means: open the navigation menu, open that group, then click that entry.
• /office/sales/activity-sales-order-list is the address of a screen. You do not have to type it; it is given so that support staff can tell each other exactly which screen is meant.
• Text in bold is the label of a button or a field exactly as it appears on screen.
• A paragraph marked Note is worth reading before you click. A paragraph marked Warning describes something that is hard to undo.

2. Signing in and finding your way

2.1 Signing in

easyFS runs in a web browser. You need the address of your company's easyFS site, a user name and a password. Any current browser will do; the screenshots in this manual were taken in Chrome.

Steps

1. Type your easyFS address into the browser. The sign-in page appears.
2. Type your User name.
3. Type your Password.
4. Click LOGIN.

Expected result. The workspace opens on the Dashboard, and the bar across the top shows the company and branch you are signed in to.

If you cannot get in

• Forgot your password? Click Forgot Password on the sign-in page and follow the instructions sent to your registered e-mail address. A password cannot be read back to you by anyone; it can only be reset.
• Wrong company or branch after signing in? That is not a sign-in problem. Use the company and branch button in the top bar, described below.
• The account is disabled. Only an administrator can re-enable it, from Master Files › Users.

Warning. Your sign-in identifies everything you do. easyFS keeps an audit trail against your user name, so never share an account or let someone else work while you are signed in.

2.2 The workspace

Every screen in easyFS sits inside the same frame. Once you know the frame, you can find your way around any module.

The top bar

The numbers below match the numbered close-up above.

1. The menu button — opens and closes the navigation drawer on the left. Everything in easyFS is reached from here.
2. Company | Branch — shows which company and which branch you are working in, and lets you change them. Everything you do is filed against the branch shown here, so check it before you start entering documents.
3. Language — switches the interface language. easyFS ships with English, Japanese, Chinese and Korean. The change is immediate and affects labels only; your data is not translated.
4. Account — your own account. It offers Account, which opens the settings screen, and Logout, which signs you out and records the fact in the audit trail.
5. Notifications — messages the system has raised for you, with a count of the unread ones.
6. The light and dark switch — changes easyFS between the light and the dark colour scheme. It affects only how the screen looks to you.
7. Calendar — the calendar panel.
8. Help — the in-application help panel, which shows the frequently asked questions your administrator has published.

The navigation drawer

The drawer lists twelve groups. Click a group to expand it, then click the entry you want. The drawer closes when you choose a screen.

• Dashboard — the screen you land on, a board of shortcut tiles. Four inventory screens can be reached from nowhere else, so it is worth knowing.
• Master Files — the things everything else refers to: items, customers, suppliers, companies, users, the chart of accounts, banks and currencies.
• Item Query — a heading only; it has no screen of its own in this build.
• Purchases, Sales, Inventory, Financials, Check Warehousing, Budget, Fixed Asset, Apps, System — the working modules, each covered by its own chapter in this manual.

Note. The drawer opens over the page on a narrow window. Press Esc or click a menu entry to close it; the greyed area behind it does not respond to clicks.

Switching company and branch

1. Click the Company | Branch button in the top bar.
2. Choose the company, then the branch.
3. Confirm.

Expected result. The button text changes, and list screens reload showing that branch's documents.

Warning. Documents are stamped with the branch that was active when they were saved. Correcting the branch afterwards means editing or cancelling the document, which is not possible once it is locked.

3. The skills you use on every screen

3.1 List screens

Almost every screen in easyFS is a list screen: a grid of records with a filter bar above it and a row of buttons. They all behave the same way, so this section is worth reading once.

The date range — read this first

Transaction lists open showing the current month only. If you open Sales Order on the 3rd of the month and see nothing, the module is not broken and your data is not lost: you are looking at three days of history.

1. Set Start date to the beginning of the period you want.
2. Set End date to the end of it.
3. The grid reloads.

Note. Master files (items, customers, suppliers, banks, currencies, the chart of accounts, users) have no date filter, because they are not dated documents. Only transaction lists do.

Warning. The two filters together are the commonest reason somebody reports that "the data has disappeared". A list opens on this month and on your branch. Widen the dates and clear the branch before you raise it with anybody: on the pre-production system used for this manual, one module showed nothing at all under the default filters and ten documents once both were cleared.

The filter bar, control by control

The numbers match the numbered close-up above.

1. Clear Filters — puts every filter back to its default. Reach for this whenever a list looks emptier than it should.
2. Start date — the beginning of the period shown.
3. End date — the end of it.
4. Branch — restricts the list to one branch, and it starts on the branch you signed in to. This is the second reason a list looks empty when you know the documents exist: they are filed at another branch. Clear it, or switch it, before concluding that something is missing.
5. Search — free text. It matches the document number, the trading partner and the remarks.
6. Column Filter — a switch. When it is on, each column heading gains its own filter, which is the quickest way to answer questions like "show me only the unlocked ones".
7. Functions — import, export and the other operations that work on the module as a whole. Section 3.5 covers them.

Underneath the grid, Show Rows sets how many rows appear on a page.

Paging

The arrows underneath the grid move a page at a time, or jump to the first or last page. The readout between them tells you which page you are on and how many there are.

The buttons

• Add — creates a new record and opens it for editing.
• Edit (on a row) — opens that record.
• Delete (on a row) — removes that record. Only possible while it is unlocked.
• Functions — extra operations for that module, such as importing from a spreadsheet or exporting the list.
• Close — leaves the screen.

Warning. Add creates the record on the server the moment you press it, before you have typed anything: easyFS confirms with a message such as "Sales order was successfully added" and then opens the empty document. If you pressed it by mistake, delete the empty record rather than leaving it in the list, where it will be counted and reported on.

3.2 Detail screens

Opening a record from a list takes you to its detail screen. Detail screens for documents are built the same way: a header at the top, tabbed sections underneath, and a row of buttons.

The header

The header carries the facts that apply to the whole document: the branch, the document number, the document date, the trading partner, the payment term, the currency and exchange rate, a free-text remark and the status. The Total is calculated from the lines; you do not type it.

The tabs

• Items or Lines — what the document is actually for: the goods, or the debits and credits. Add rows here.
• Attachment — scanned paperwork filed against the document.
• Inventory — the stock movements the document caused. It fills in once the document is locked.
• Journal Entries — the accounting entry the document produced. It also fills in once the document is locked, and it is the quickest way to check that a document has posted the way you expected.

The buttons

They sit in a row at the top right of every document. The numbers match the numbered close-up above.

1. Save — stores what you have typed. Save often; moving between tabs does not save for you.
2. Lock — declares the document final. This is the important one, and it has its own section below.
3. Unlock — reverses a lock, if your rights allow it.
4. Print — produces the printable form of the document.
5. Audit — shows who changed the document and when.
6. Cancel — marks the document cancelled.
7. Functions — the module-wide operations described in section 3.5.
8. Close — returns to the list.

Adding a line

Each tab that holds lines has its own Add button, above the grid on the right. It adds a row to that tab only; it does not create another document. Use Edit and Delete on the row itself to change or remove a line.

The footer

Along the bottom of every detail screen easyFS shows who created the document and when, and who last changed it and when. If a figure is not what you expected, that line tells you whom to ask before you go looking through the audit trail.

3.3 Locking and unlocking

A document in easyFS is either unlocked or locked, and the difference matters more than any other single idea in the system.

To lock a document

1. Check the header and the lines once more.
2. Click Save.
3. Click Lock.

Expected result. The fields become read-only, the Locked column in the list shows the document as locked, and the Journal Entries tab now shows the accounting entry.

To correct a locked document

1. Open it and click Unlock.
2. Make the correction and click Save.
3. Click Lock again.

Warning. Unlocking withdraws the stock movement and the journal entry, so a document that has already been reported on, paid, or included in a closed period should not be unlocked without asking your accountant first. Whether you may unlock at all depends on the rights your administrator has given you.

3.4 Printing a document

Documents that a customer, a supplier or an auditor will see have a printable form.

Steps

1. Open the document from its list.
2. Click Print. The printable form opens in a new browser tab.
3. Use the browser's own print or download controls to put it on paper or save it as a PDF file.

Expected result. A formatted document on company stationery, showing the header, the lines, the totals and the signature blocks.

Note. The printable form is generated from the document as it stands, whether or not it is locked. Only print for a customer or a supplier once the document is locked, so that the paper and the ledger agree.

3.5 The Functions menu and importing

Most list screens carry a Functions button. It holds the operations that work on the module as a whole rather than on one record. The same handful of ideas come up throughout easyFS.

Importing, step by step

1. Open the module's list screen.
2. Click Functions, then Download … File Format.
3. Fill the template in, keeping the column headings exactly as they came.
4. Click Functions, then Import …, and choose your file.
5. Open the module's (Draft) list and check what arrived.
6. Select the rows and click Post.

Expected result. The rows leave the draft list and appear in the module's real list as ordinary unlocked documents, which you then check and lock in the usual way.

Warning. An import can create a great many documents in one go. Import a handful of rows first and check what they produced before importing a month's worth.

3.6 Draft screens

Several modules have a second list whose name ends in (Draft). These are staging areas. Records that arrive from outside easyFS — a spreadsheet import, another system, a point-of-sale device — land there first, so that somebody can look at them before they become real documents. The usual way in is Functions › Import on the module's own list screen, described in the previous section.

Steps

1. Open the draft list for the module.
2. Check the rows. ValidationStatus tells you whether the import passed the system's own checks.
3. Use Validate to re-run those checks after a correction.
4. Select the rows you want and click Post.

Expected result. The posted rows disappear from the draft list and appear in the module's real list as ordinary unlocked documents, ready to be checked and locked.

Note. Draft lists show the database's own column names (ValidationStatus, BranchId, CustomerId and so on) rather than the friendly labels used elsewhere. That is a known cosmetic defect in this build, not a sign that you are looking at the wrong screen.

Note. Delete All empties the whole staging area, not just the rows you can see. Filter first, and be sure.

3.7 Running a report

Report screens are built the same way throughout easyFS, and once you can read one you can read them all.

• Down the left — the reports this module offers, one button each. This is the menu of what you can actually run.
• Across the top — the parameters. Usually a date or a Date as of, the Branch, and the Paper Size the report is laid out for.
• Two tabs — PDF Report shows the report as it will print; Results shows the same figures as a grid you can sort and filter on screen.
• Functions — exports the report, for when you need the numbers in a spreadsheet.

Steps

1. Open the module's report screen from its menu entry.
2. Click the report you want in the list on the left.
3. Set the date or Date as of, and the Branch.
4. Read it under PDF Report, or switch to Results to work with the figures on screen.
5. Use Functions to export, or the PDF viewer's own controls to print or save.

Expected result. The report is drawn on your company's letterhead, headed with the parameters you chose, so a printed copy says what it covers.

Note. A report only ever counts locked documents, because unlocked documents have not posted anything. If a figure looks low, the usual cause is a document somebody forgot to lock.

Note. The strip of controls immediately above the report belongs to the browser's own PDF viewer, not to easyFS. Use it to page through, zoom, search, print or save.

Note. Branch starts on the branch you signed in to. For a company-wide figure, change it before you run.

3.8 The audit trail

easyFS records who created a document, who changed it, and when. Click Audit on a detail screen to see that history for the document you are looking at. The complete log for the company is kept under System › System Tables › Audit Trail Log.

4. The everyday workflows

4.1 Buying, from request to payment

Buying runs through four documents. Each one hands on to the next, and only one of them touches the accounts.

The short version

1. Raise a Purchase Request, add the items, lock it.
2. Raise a Purchase Order, pull the lines through with the PR Number, lock it, print it, send it.
3. When the goods arrive, raise a Receiving Receipt, pull the lines through with the PO No., correct the quantities to what physically arrived, and lock it.
4. When the bill falls due, raise a Disbursement, enter the RR No. and the amount, check the withholding tax, and lock it.

Note. Nothing in your accounts changes until step 3. If a supplier balance looks wrong, the usual cause is a receiving receipt that was entered but never locked.

Note. A short delivery is entered short. The balance stays open on the order, and a second receiving receipt takes the rest when it comes.

If the supplier later allows you a credit, a Debit Memo reduces what you owe without a payment.

4.2 Selling, from order to collection

Selling mirrors buying, and again only two of the three documents touch the accounts.

The short version

1. Take the order on a Sales Order and lock it.
2. Raise a Sales Invoice, pull the lines through with the SO Number, adjust to what you are actually delivering, and lock it. Locking is what issues the invoice and takes the goods out of stock.
3. Print the invoice and give it to the customer.
4. When the money arrives, raise a Collection, name the SI No. it pays, and lock it.

Warning. Always apply a collection to the invoices it pays. Money received but not applied leaves the invoice showing as overdue however much cash has come in, and that is the single commonest reason a customer statement is disputed.

If you have to reduce what the customer owes — a return, an overcharge, an allowance — a Credit Memo does it. Remember that a credit memo moves money, not goods: returned stock needs its own stock document.

4.3 Moving and counting stock

Stock moves for four different reasons, and easyFS uses a different document for each. Choosing the right one is what keeps the accounts explainable.

Moving stock between branches

1. The receiving branch raises a Stock Transfer Request, naming the sending branch in From Branch.
2. The sending branch raises a Stock Transfer against it.
3. When the goods physically leave, the sending branch locks the transfer. Stock falls at one branch and rises at the other in the same movement.

Counting stock

1. Count the shelf with nothing moving in or out.
2. Raise a Stock Count dated the day you counted.
3. Enter the counted quantities and save.
4. Compare against the system's figures and investigate anything large.
5. Lock the count. The difference posts as a real gain or loss.

Warning. Do not use Stock In or Stock Out to fix a mis-keyed sale or purchase. Correct the document that was wrong. A write-off raised to paper over a keying error leaves two errors behind instead of one.

4.4 Closing the month

A month closes cleanly when everything in it has been locked and everything outside easyFS has been reconciled to it. This is the order that works.

1. Lock everything. Go through each transaction list for the month with the Locked column filtered to the unlocked ones, and deal with what is left. An unlocked document is invisible to every report.
2. Reconcile the bank. Financials › Bank Reconciliation, one account at a time. What does not clear should be explained by the cheque reports.
3. Check the cheques you hold. Check Warehousing › CW Reports: bank what is due, chase what bounced.
4. Value the stock. Inventory › Inventory Report, and investigate anything odd through Inventory Ledger.
5. Age the debtors and creditors. Sales › Accounts Receivable and Purchases › Accounts Payable.
6. Post the month-end entries. Accruals, prepayments and depreciation, as Journal Vouchers, each with its reason written in Remarks.
7. Read the statements. Financials › Financial Statement.
8. File the statutory books from the BIR reports screen.

Note. Steps 2 to 5 will each throw up a document somebody forgot to lock. That is what they are for. Expect to loop back to step 1 once.

5. Dashboard

The landing screen and the summary it presents.

5.1 Dashboard

Purpose

The Dashboard is the opening screen, and it does two jobs at once. The top half is a picture of how the branch is doing this month; the bottom half is a board of shortcut tiles into the modules.

The tiles matter more than shortcuts usually would, because four modules can be reached from nowhere else. Stock In, Stock Out, Stock Count and Stock Withdrawal have no entry in the navigation drawer at all; their tiles on the Inventory tab are the way in.

How to get there

Menu › Dashboard. It is also the screen you land on after signing in.

/office/dashboard

The six tabs

Financials — Chart of AccountsBankBank ReconciliationCurrencyJournal VoucherFinancial StatementsBIR CAS Reports

Purchases — SupplierReceiving ReceiptDisbursementPurchase RequestPurchase OrderDebit MemoAccounts Payable

Sales — CustomerCollectionCredit MemoSales OrderSales InvoiceAccounts Receivable

Inventory — ItemStock InStock TransferStock WithdrawalStock OutStock CountInventory LedgerInventory Report

Budget — BudgetBudget Variance

Fixed Asset — Fixed AssetAsset DisposalsReports

Step by step

1. Sign in. The Dashboard opens by itself.
2. Check the company and branch in the top bar. Everything on this screen is for that branch.
3. Set Start date and End date if you want a period other than this month.
4. Read Account Watch and the two charts.
5. Click the tab for the part of the business you want: Financials, Purchases, Sales, Inventory, Budget or Fixed Asset.
6. Click a tile to open that module.

The fields that matter

The tabs

What you should see

The figures redraw for the period and branch you chose, and clicking a tile opens that module.

Before you click

The charts and balances count locked documents only. A sale entered but not locked does not appear here.

Note. Account Watch is empty until somebody chooses the accounts to watch. An empty grid here does not mean the accounts have no balance.

The balances shown in this manual's screenshots have been replaced with neutral figures. On your own system they are your real cash positions, so take care before showing this screen in a meeting or a screenshot.

6. Master Files

The reference data every transaction draws on. Set these up before entering documents.

6.1 Item

Purpose

The item master is the catalogue of everything you buy, sell, hold in stock or charge for. Every purchase line, every sales line and every stock movement points back to a record here.

An item carries far more than a name: the unit it is counted in, its cost and selling price, the ledger accounts its movements post to, its re-order level, and how it is taxed.

How to get there

Menu › Master Files › Item

/office/inventory/setup-item-list

What the screen shows

Columns: LockedManual Code.SKU CodeBar CodeDescriptionSerial No.Asset No.CategoryPriceUnitInventory

Buttons on this screen: AddCloseClear FiltersFunctionsEditDelete

Step by step

1. Open Menu › Master Files › Item.
2. To find an item, type part of its code or description into Search.
3. To open one, click Edit on its row.
4. To create one, click Add. A blank item is created and opened.
5. Fill in the header, starting with SKU Code and Description.
6. Set the Unit, the Cost Reference and the Price.
7. Open the GL Accounts tab and set the accounts the item posts to.
8. Click Save.
9. Click Lock when the record is complete and ready to be used.

The detail screen

/office/inventory/setup-item-detail/6598

The fields that matter

The tabs

Buttons worth knowing

What the screen itself warns you about

easyFS shows its own warning across the top of this screen: DO NOT USE SPECIAL CHARACTERS SUCH AS COMMA (,) AND TILDE (~). Those characters break the spreadsheet import and export, which is why the product asks you to avoid them in item codes and descriptions.

What you should see

The item appears in the list and can be chosen on purchase, sales and stock documents.

Before you click

Warning. Never delete an item that appears on an existing document. Mark it Invisible/Void instead; deleting breaks the history that documents rely on.

The unit cannot sensibly be changed once the item has stock and movement behind it. Set up a new item rather than re-basing an old one.

6.2 Item (Draft)

Purpose

The staging area for items imported from a spreadsheet. Rows wait here until somebody checks them and posts them into the real item master.

How to get there

Reached from the item import function; address /office/inventory/setup-draft-item-list

What the screen shows

Buttons on this screen: PostClose

Step by step

1. Import your spreadsheet using the import function on the Item screen.
2. Open the draft list and read the rows.
3. Correct anything the validation flagged.
4. Select the rows and click Post.

What you should see

The posted rows become ordinary item records.

Before you click

Nothing in this list affects stock or accounting until it is posted.

6.3 Customer

Purpose

The customer master holds everyone you invoice. A customer record carries the trading name and address, the receivable account the customer's balances post to, the payment term, the tax registration and the credit arrangements.

How to get there

Menu › Master Files › Customer

/office/sales/setup-customer-list

What the screen shows

Columns: LockedManual Code.CustomerAddressContact No.Email AddressTotal AR

Buttons on this screen: AddCloseClear FiltersFunctionsEditDelete

Step by step

1. Open Menu › Master Files › Customer.
2. Search for the customer, or click Add to create one.
3. Fill in the trading name, the address and the contact details.
4. Set the Receivable Account and the Term.
5. Enter the TIN and the branch code if the customer is VAT-registered.
6. Click Save.

The detail screen

/office/sales/setup-customer-detail/5804

The fields that matter

Tabs: Transaction History

What you should see

The customer can be chosen on sales orders, invoices, collections and credit memos.

Before you click

Warning. The receivable account and the tax details drive the accounting and the statutory reports. Have your accountant confirm them before the first invoice.

Duplicate customers are the commonest cause of a statement that does not agree. Search before you add.

6.4 Customer (Draft)

Purpose

The staging area for customers imported from a spreadsheet.

How to get there

Reached from the customer import function; address /office/sales/setup-customer-draft

What the screen shows

Columns: ValidationStatusManualCodeParticularsCustomerTINZipCodeBusinessStylePWDorSCDNoContactPersonContactNumberCategoryDiscountIdDiscountReceivableAccountId

Buttons on this screen: PostCloseValidateDelete AllDelete

Step by step

1. Import the spreadsheet from the Customer screen.
2. Check the rows here, correct what is flagged, then Post.

What you should see

The posted rows become ordinary customer records.

6.5 Supplier

Purpose

The supplier master holds everyone you buy from and pay. It carries the payable account, the payment term, the tax registration and the withholding tax treatment.

How to get there

Menu › Master Files › Supplier

/office/purchases/setup-supplier-list

What the screen shows

Columns: LockedManual Code.SupplierAddressContact No.Email Address

Buttons on this screen: AddCloseClear FiltersFunctionsEditDelete

Step by step

1. Open Menu › Master Files › Supplier.
2. Search, or click Add.
3. Enter the supplier name, address and contacts.
4. Set the Payable Account, the Term and the WTAX treatment.
5. Enter the TIN and branch code.
6. Click Save.

The detail screen

/office/purchases/setup-supplier-detail/601

The fields that matter

The tabs

What you should see

The supplier can be chosen on purchase requests, purchase orders, receiving receipts and disbursements.

Before you click

Warning. The withholding tax setting is applied automatically when you pay. If it is wrong, the payment withholds the wrong amount and the BIR return is wrong too.

6.6 Supplier (Draft)

Purpose

The staging area for suppliers imported from a spreadsheet.

How to get there

Reached from the supplier import function; address /office/purchases/setup-supplier-draft

What the screen shows

Buttons on this screen: PostClose

Step by step

1. Import the spreadsheet from the Supplier screen.
2. Check the rows here, correct what is flagged, then Post.

What you should see

The posted rows become ordinary supplier records.

6.7 Company

Purpose

The company record is your own organisation as easyFS knows it: the registered name and address, the tax registration, the costing method and the branches you operate. It is what prints at the head of every document.

How to get there

Menu › Master Files › Company

/office/system-company-list

What the screen shows

Columns: LockedManual CodeCompanyAddressTIN

Buttons on this screen: AddCloseEditDelete

Step by step

1. Open Menu › Master Files › Company.
2. Click Edit on your company.
3. Check the registered name, address and TIN.
4. Check the Cost Method.
5. Open the Branches tab to see or add branches.
6. Review the tick boxes on the right. They change how easyFS behaves for everybody; the table below explains each one.
7. Open More Settings for the remaining options.
8. Click Save.

The detail screen

/office/system-company-detail/2

The fields that matter

The tabs

The switches, and what each one changes

What you should see

The company details appear on printed documents and in the statutory reports.

Before you click

Warning. The cost method must not be changed once trading has begun. Changing it re-values stock and makes the accounts before and after incomparable. Treat it as a decision for your accountant, taken once.

Warning. The document number series is covered by your BIR permit. Do not widen or reset it without checking what the permit allows.

Warning. Allow Negative Inventory and Is Auto Posted are the two switches that change the most. Turning on negative inventory lets you sell stock you do not have; turning on auto-posting takes away the deliberate step of locking a document. Neither should be changed without your accountant.

6.8 Users

Purpose

User records are the accounts people sign in with, and the rights those accounts carry. easyFS grants rights screen by screen and action by action, so a storekeeper can add a stock document but not unlock one, and a clerk can print but not delete.

How to get there

Menu › Master Files › Users

/office/system-user-list

What the screen shows

Columns: LockedUsernameFull NameCompanyUser AppBranch

Buttons on this screen: AddCloseEditDelete

Step by step

1. Open Menu › Master Files › Users.
2. Click Add for a new person, or Edit to change an existing one.
3. Enter the Username, Fullname and Email Address.
4. Set the Company and the default Branch.
5. Set the User Role and the User App.
6. Open the Forms tab and tick the rights this person needs, form by form.
7. Open the Branches tab and tick the branches they may work in.
8. Click Save.

The detail screen

/office/system-user-detail/1

The fields that matter

The tabs

Buttons worth knowing

What you should see

The person can sign in and sees exactly the screens and actions you ticked.

Before you click

Warning. Unlock is the right that matters most. Somebody who can unlock can withdraw a posted document from the ledger. Grant it to as few people as possible.

Give each person their own account. Shared accounts make the audit trail useless.

When somebody leaves, disable the account rather than deleting it, so their history stays readable.

6.9 Chart of Accounts

Purpose

The chart of accounts is the skeleton of the ledger: every account documents can post to, grouped into assets, liabilities, equity, income and expense. The financial statements are built from this structure, so its shape decides what your reports can say.

How to get there

Menu › Master Files › Chart of Accounts

/office/financials/setup-chart-of-accounts

What the screen shows

Columns: CodeManual CodeAccountAccount TypeAccount Cash Flow

Buttons on this screen: AddCloseFunctionsEditDelete

Step by step

1. Open Menu › Master Files › Chart of Accounts.
2. Use Search to find an account by code or name.
3. Click Edit to change one, or Add to create one.
4. Give the account its code, its name and the group it belongs to.
5. Click Save.

What you should see

The account becomes available on journal vouchers, disbursements, collections and in item and partner setup.

Before you click

Warning. Do not delete or renumber an account that has been posted to. Reports read history through the account structure, and history does not move with it.

New accounts should follow the numbering pattern already in use, otherwise they sort into the wrong place on the financial statements.

6.10 Bank

Purpose

The bank master holds the accounts you pay from and receive into. Each bank record ties an account at a bank to a ledger account, which is what lets a payment post itself.

How to get there

Menu › Master Files › Bank

/office/financials/setup-bank-list

What the screen shows

Columns: LockedCodeManual CodeBankAddressContact No.

Buttons on this screen: AddCloseClear FiltersEditDelete

Step by step

1. Open Menu › Master Files › Bank.
2. Click Add, or Edit an existing record.
3. Enter the Bank name and the Bank Account No.
4. Choose the Bank Account Type.
5. Set the Account, which is the ledger account this bank account is.
6. Click Save.

The detail screen

/office/financials/setup-bank-detail/27

The fields that matter

Tabs: Detail

What you should see

The bank account can be chosen on disbursements, collections, cheques and bank reconciliation.

Before you click

Every bank record must point at its own ledger account. Two bank accounts sharing one ledger account cannot be reconciled separately.

6.11 Currency

Purpose

The currency master lists the currencies you trade in and the exchange rates used to convert them into your own currency. Foreign-currency documents are converted at the rate that applies, and the converted figure is what reaches the ledger.

How to get there

Menu › Master Files › Currency

/office/financials/setup-currency-list

What the screen shows

Columns: LockedCodeManual CodeCurrencySymbol

Buttons on this screen: AddCloseClear FiltersEditDelete

Step by step

1. Open Menu › Master Files › Currency.
2. Click Add, or Edit an existing currency.
3. Enter the Currency name, its Currency Code and its Symbol.
4. Open the Exchange tab.
5. Add a row with the Exchange Date and the Exchange Rate.
6. Click Save.

The detail screen

/office/financials/setup-currency-detail/1

The fields that matter

The tabs

What you should see

The currency can be chosen in the header of purchase and sales documents, and amounts convert automatically.

Before you click

Warning. Entering a foreign-currency document before its rate exists converts it at whatever rate is in force, which may not be the one you meant. Add the rate first.

7. Purchases

Buying, from the internal request through to paying the supplier.

7.1 Purchase Request

Purpose

A Purchase Request is the internal ask: somebody in the business needs something bought. It commits nothing and costs nothing. It is the first step of the buying cycle and the document a Purchase Order is built from.

How to get there

Menu › Purchases › Purchase Request

/office/purchases/activity-purchase-request-list

What the screen shows

Columns: LockedBranchPR No.PR DateManual No.Doc. Ref.SupplierRemarksAmountStatus

Buttons on this screen: AddCloseClear FiltersFunctionsEditDelete

Step by step

1. Open Menu › Purchases › Purchase Request.
2. Widen the Start date and End date if the request you want is older than this month.
3. Click Add for a new request, or Edit to open an existing one.
4. Check the Branch and the PR Date.
5. Choose the Supplier if one is already intended, and the Term.
6. Set Date Needed, so the buyer knows how urgent it is.
7. Open the Items tab and add a row for each item: pick the item, then enter Quantity, Unit and Cost.
8. Add anything explanatory to Remarks.
9. Click Save, then Lock to send it forward for buying.

The detail screen

/office/purchases/activity-purchase-request-detail/141

The fields that matter

The tabs

What you should see

The request appears in the list with its number and total, and can be turned into a Purchase Order.

The printed document

The printed forms are produced by the browser's own PDF viewer, so the toolbar across the top belongs to the browser rather than to easyFS. The wording and layout of the form are exactly as the system produces them; the values have been replaced with Sample Data, because a printed document carries the trading partner's name and address in full.

Before you click

A Purchase Request moves no stock and creates no accounting entry. It is a request, not a commitment.

Locking a request is what tells the buyer it is ready to act on.

7.2 Purchase Order

Purpose

A Purchase Order is the commitment you send to a supplier. It states what you are buying, at what price, on what terms and when you need it. It is the document the goods are received against.

How to get there

Menu › Purchases › Purchase Order

/office/purchases/activity-purchase-order-list

What the screen shows

Columns: LockedBranchPO No.PO DateManual No.Doc. Ref.SupplierRemarksAmountStatus

Buttons on this screen: AddCloseClear FiltersFunctionsEditDelete

Step by step

1. Open Menu › Purchases › Purchase Order.
2. Widen the date range if the order you want is not from this month.
3. Click Add, or Edit an existing order.
4. Choose the Supplier. The term and currency follow from the supplier record and can be overridden.
5. Check the PO Date and set Date Needed.
6. Open the Items tab. Add each line, or pull the lines through from a Purchase Request by entering its PR Number.
7. Check Quantity, Unit and Cost on every line, and the Total.
8. Click Save, then Lock.
9. Click Print and send the printed order to the supplier.

The detail screen

/office/purchases/activity-purchase-order-detail/1084

The fields that matter

The tabs

What you should see

A numbered, locked order you can print and send. It stays open until the goods are received against it.

The printed document

The printed forms are produced by the browser's own PDF viewer, so the toolbar across the top belongs to the browser rather than to easyFS. The wording and layout of the form are exactly as the system produces them; the values have been replaced with Sample Data, because a printed document carries the trading partner's name and address in full.

Before you click

A Purchase Order still moves no stock and posts nothing. Receiving does that.

Warning. Do not unlock an order the supplier has already acted on. Raise an amended order or agree the change in writing instead.

7.3 Purchase Order (Draft)

Purpose

The staging area for purchase orders brought in from outside easyFS.

How to get there

Reached from the Purchase Order import function; address /office/purchases/activity-draft-purchase-order-list

What the screen shows

Columns: ValidationStatusCurrencyIdCurrencyExchangeRatePODateManualNumberDocumentReferenceSupplierIdSupplierTermIdTermDateNeededRemarksAmount

Buttons on this screen: PostCloseValidateDelete AllDelete

Step by step

1. Open the draft list at the address above.
2. Check the rows and correct anything flagged.
3. Select rows and click Post.

What you should see

The posted rows appear in the Purchase Order list as ordinary unlocked orders.

Before you click

Column headings here are the database's own names. See the section on draft screens.

7.4 Receiving Receipt

Purpose

A Receiving Receipt records what actually arrived. It is the hinge of the whole buying cycle: locking one puts the goods into stock and creates the amount you owe the supplier.

How to get there

Menu › Purchases › Receiving Receipt

/office/purchases/activity-receiving-receipt-list

What the screen shows

Columns: LockedBranchRR No.RR DateManual No.Doc. Ref.SupplierRemarksAmountPaidAdjusted

Buttons on this screen: AddCloseClear FiltersEditDelete

Step by step

1. Open Menu › Purchases › Receiving Receipt.
2. Click Add, or open an existing receipt with Edit.
3. Choose the Supplier and check the RR Date, which is the date the goods arrived.
4. Enter the supplier's own delivery or invoice number in Manual No.
5. Open the Items tab. Enter the PO No. to pull the ordered lines through.
6. Correct the Quantity on each line to what physically arrived, not what was ordered.
7. Check the Cost against the supplier's invoice.
8. Click Save.
9. Check the totals once more, then click Lock.
10. Open the Inventory and Journal Entries tabs to confirm the stock and the accounting.

The detail screen

/office/purchases/activity-receiving-receipt-detail/985

The fields that matter

The tabs

What you should see

Stock rises by what arrived and the supplier's balance rises by the value received.

The printed document

The printed forms are produced by the browser's own PDF viewer, so the toolbar across the top belongs to the browser rather than to easyFS. The wording and layout of the form are exactly as the system produces them; the values have been replaced with Sample Data, because a printed document carries the trading partner's name and address in full.

Before you click

Warning. Lock a receiving receipt only when the goods are physically in and counted. Locking is what moves the stock.

Warning. Unlocking a locked receipt withdraws both the stock and the payable. If the bill has already been paid, ask your accountant before unlocking.

Receive what actually arrived. A short delivery is entered short, and the balance stays open on the order.

7.5 Receiving Receipt (Draft)

Purpose

The staging area for receiving receipts brought in from outside easyFS.

How to get there

Reached from the Receiving Receipt import function; address /office/purchases/activity-draft-receiving-receipt-list

What the screen shows

Columns: ValidationStatusCurrencyIdCurrencyExchangeRateRRNumberRRDateManualNumberDocumentReferenceTermIdTermRemarksAmountPaidAmountAdjustmentAmount

Buttons on this screen: PostCloseValidateDelete AllDelete

Step by step

1. Open the draft list at the address above.
2. Check the rows, use Validate after corrections.
3. Select rows and click Post.

What you should see

The posted rows appear in the Receiving Receipt list, unlocked and ready to check.

7.6 Disbursement

Purpose

A Disbursement is money going out: the payment of a supplier's bill. It records which bank account the money left, how it was paid, and which receiving receipts it settles. It also handles the tax withheld at source.

How to get there

Menu › Purchases › Disbursement

/office/purchases/activity-disbursement-list

What the screen shows

Columns: LockedBranchCV No.CV DateManual No.Doc. Ref.SupplierRemarksAmountStatus

Buttons on this screen: AddCloseClear FiltersFunctionsEditDelete

Step by step

1. Open Menu › Purchases › Disbursement.
2. Click Add, or Edit an existing voucher.
3. Choose the Supplier and check the Payee, which is who the money actually goes to.
4. Check the CV Date.
5. Choose the Bank the money leaves from and the Pay Type.
6. For a cheque, enter the Check Number, Check Date and Check Bank.
7. Open the Lines tab. Enter the RR No. being settled and the Amount.
8. Check WTAX, WTAX Rate and WTAX Amount on each line.
9. Click Save, then Lock.
10. Open Journal Entries to confirm the posting, then Print the voucher.

The detail screen

/office/purchases/activity-disbursement-detail/898

The fields that matter

The tabs

What you should see

The supplier's balance falls, the bank balance falls, and the payment appears in the accounts payable reports and the bank reconciliation.

The printed document

The printed forms are produced by the browser's own PDF viewer, so the toolbar across the top belongs to the browser rather than to easyFS. The wording and layout of the form are exactly as the system produces them; the values have been replaced with Sample Data, because a printed document carries the trading partner's name and address in full.

Before you click

Warning. Locking a disbursement is what pays the bill in the accounts. Check the bank, the amount and the cheque number before you lock.

Withholding tax comes from the supplier record. If the withheld amount looks wrong, the supplier's WTAX setting is the place to look.

A post-dated cheque should carry its real Check Date, otherwise Check Warehousing cannot age it properly.

7.7 Disbursement (Draft)

Purpose

The staging area for disbursements brought in from outside easyFS.

How to get there

Reached from the Disbursement import function; address /office/purchases/activity-draft-disbursement-list

What the screen shows

Columns: ValidationStatusCurrencyIdCurrencyExchangeRateCVDateManualNumberDocumentReferenceSupplierIdSupplierPayeeRemarksBankIdBankPayTypeId

Buttons on this screen: PostCloseValidateDelete AllDelete

Step by step

1. Open the draft list at the address above.
2. Check the rows.
3. Select rows and click Post.

What you should see

The posted rows appear in the Disbursement list, unlocked.

7.8 Debit Memo

Purpose

A Debit Memo adjusts what you owe a supplier downwards, without a payment: goods returned, an overcharge corrected, a credit the supplier has allowed you.

How to get there

Menu › Purchases › Debit Memo

/office/purchases/activity-payable-memo-list

Photographed with the date filter widened to 1 January 2015 – 31 December 2026. The screen itself opens on the current month only.

What the screen shows

Columns: LockedBranchDM No.DM DateManual No.Doc. Ref.SupplierRemarksAmountStatus

Buttons on this screen: AddCloseClear FiltersFunctionsEditDelete

Step by step

1. Open Menu › Purchases › Debit Memo.
2. Click Add.
3. Choose the Supplier and check the date.
4. Open the lines and enter the account, the receiving receipt affected and the amount.
5. Explain the adjustment in Remarks. Somebody will ask later.
6. Click Save, then Lock.

The detail screen

/office/purchases/activity-payable-memo-detail/28

Tabs: LinesAttachmentJournal Entries

What you should see

The supplier's balance falls by the amount of the memo, and the adjustment appears in the accounts payable reports.

The printed document

The printed forms are produced by the browser's own PDF viewer, so the toolbar across the top belongs to the browser rather than to easyFS. The wording and layout of the form are exactly as the system produces them; the values have been replaced with Sample Data, because a printed document carries the trading partner's name and address in full.

Before you click

Always say why in Remarks, and attach the supplier's credit note.

If the list looks empty, widen the dates and clear the Branch filter before concluding that no memos exist.

7.9 Accounts Payable Reports

Purpose

The accounts payable reports answer the question every business asks at month end: who do we owe, how much, and how overdue is it. The same screen also carries the reporting over the buying documents themselves — requests, orders, receipts and payments — and the cancelled ones.

How to get there

Menu › Purchases › Accounts Payable

/office/report/accounts-payable

What the screen shows

Buttons on this screen: CloseFunctions

This report is delivered as a PDF file, so the strip of controls above it belongs to the browser's own PDF viewer, not to easyFS. Use it to page through, zoom, search, print or save the report.

The reports on this screen

Read off the live screen. Click one in the list down the left, set the parameters across the top, and it is drawn on the right.

Accounts Payable ReportAccounts Payable Voucher Report (new)Accounts Payable By Currency ReportPurchase Request Summary ReportPurchase Request Detail ReportPurchase Order Summary ReportPurchase Order Detail ReportPurchase Order Detail With Balance Report (new)Receiving Receipt Summary ReportReceiving Receipt Detail ReportDisbursement Summary ReportDisbursement Detail ReportDebit Memo Summary ReportDebit Memo Detail ReportSupplier JournalSupplier Item ReportAvailable Item Per Batch ReportTop Purchased Item ReportTop Supplier ReportCancelled Purchase Request ReportCancelled Purchase Order ReportCancelled Receiving Receipt ReportCancelled Disbursement Report

Step by step

1. Open Menu › Purchases › Accounts Payable.
2. Click the report you want in the list down the left.
3. Set Date as of and the Branch.
4. Read it under PDF Report, or switch to Results to sort and filter the figures on screen.
5. Use Functions to export.

The fields that matter

What you should see

A list of unpaid supplier balances, aged by how long they have been outstanding.

Before you click

The report counts locked documents only. A receiving receipt left unlocked does not appear as a payable.

The Cancelled reports at the bottom of the list are the quickest way to answer an auditor asking what was voided and by whom.

8. Sales

Selling, from the customer's order through to collecting the money.

8.1 Sales Order

Purpose

A Sales Order records what a customer has asked for. It reserves nothing in the ledger and bills nobody; it is the agreement that the Sales Invoice is later built from.

How to get there

Menu › Sales › Sales Order

/office/sales/activity-sales-order-list

Photographed with the date filter widened to 1 January 2015 – 31 December 2026. The screen itself opens on the current month only.

What the screen shows

Columns: LockedBranchSO No.SO DateManual No.Doc. Ref.CustomerRemarksAmountStatus

Buttons on this screen: AddCloseClear FiltersFunctionsEditDelete

Step by step

1. Open Menu › Sales › Sales Order.
2. Widen Start date and End date if the order is older than this month.
3. Click Add, or Edit an existing order.
4. Choose the Customer. The term and currency follow from the customer record.
5. Check the SO Date and set Date Needed.
6. Open the Items tab and add a row per item: item, Quantity, Unit, Price and any Discount.
7. Check the Total.
8. Click Save, then Lock.
9. Click Print to give the customer an order confirmation.

The detail screen

/office/sales/activity-sales-order-detail/1954

The fields that matter

The tabs

What you should see

A numbered order that can be invoiced. Nothing has yet been posted or shipped.

The printed document

The printed forms are produced by the browser's own PDF viewer, so the toolbar across the top belongs to the browser rather than to easyFS. The wording and layout of the form are exactly as the system produces them; the values have been replaced with Sample Data, because a printed document carries the trading partner's name and address in full.

Before you click

A Sales Order does not reduce stock and does not create a receivable. The invoice does that.

8.2 Sales Order (Draft)

Purpose

The staging area for sales orders arriving from outside easyFS, such as a web shop or a spreadsheet.

How to get there

Reached from the Sales Order import function; address /office/sales/activity-draft-sales-order-list

What the screen shows

Columns: ValidationStatusBranchIdBranchCurrencyIdCurrencyBaseCurrencyIdBaseCurrencyExchangeRateSONumberSODateManualNumberDocumentReferenceCustomerIdCustomer

Buttons on this screen: PostCloseValidateDelete AllDelete

Step by step

1. Open the draft list at the address above.
2. Check the rows.
3. Select rows and click Post.

What you should see

The posted rows appear in the Sales Order list, unlocked.

8.3 Sales Invoice

Purpose

The Sales Invoice is the document that bills the customer. It is the mirror of the Receiving Receipt: locking one takes the goods out of stock, records the sale and the cost of that sale, and creates the amount the customer owes you.

How to get there

Menu › Sales › Sales Invoice

/office/sales/activity-sales-invoice-list

Photographed with the date filter widened to 1 January 2015 – 31 December 2026. The screen itself opens on the current month only.

What the screen shows

Columns: LockedBranchSI No.SI DateManual No.Doc. Ref.CustomerRemarksAmountPaidAdjusted

Buttons on this screen: AddCloseClear FiltersFunctionsEditDelete

Step by step

1. Open Menu › Sales › Sales Invoice.
2. Click Add, or Edit an existing invoice.
3. Choose the Customer and check the SI Date.
4. Open the Items tab. Enter the SO Number to pull the ordered lines through.
5. Adjust the Quantity to what is actually being delivered and check the Price.
6. Click Save.
7. Check the Total and the tax, then click Lock.
8. Open Inventory and Journal Entries to confirm the stock and the posting.
9. Click Print and give the invoice to the customer.

The detail screen

/office/sales/activity-sales-invoice-detail/84232

The fields that matter

The tabs

What you should see

Stock falls, the customer's balance rises, and the sale appears in the sales and receivable reports.

The printed document

The printed forms are produced by the browser's own PDF viewer, so the toolbar across the top belongs to the browser rather than to easyFS. The wording and layout of the form are exactly as the system produces them; the values have been replaced with Sample Data, because a printed document carries the trading partner's name and address in full.

Before you click

Warning. Locking a Sales Invoice issues it. In a system covered by a BIR permit the number is then used and cannot be re-used. Check the customer, the lines and the tax first.

Warning. Unlocking withdraws the sale, the stock movement and the receivable. If the customer has already paid or the invoice has been reported, ask your accountant first.

If stock is short the invoice cannot be locked. Receive the goods, or invoice what you can deliver.

8.4 Sales Invoice (Draft)

Purpose

The staging area for sales invoices arriving from outside easyFS, including point-of-sale takings.

How to get there

Reached from the Sales Invoice import function; address /office/sales/activity-draft-sales-invoice-list

What the screen shows

Columns: ValidationStatusBranchIdBranchCurrencyIdCurrencyBaseCurrencyIdBaseCurrencyExchangeRateSINumberSIDateManualNumberDocumentReferenceCustomerIdCustomer

Buttons on this screen: PostCloseValidateDelete AllDelete

Step by step

1. Open the draft list at the address above.
2. Check the rows and validate them.
3. Select rows and click Post.

What you should see

The posted rows appear in the Sales Invoice list, unlocked and ready to check.

Before you click

Post these promptly. Until they are posted and locked, the sales are not in your accounts.

8.5 Collection

Purpose

A Collection records money coming in against invoices. It says which invoices are being paid, how the customer paid, and where the money landed.

How to get there

Menu › Sales › Collection

/office/sales/activity-collection-list

Photographed with the date filter widened to 1 January 2015 – 31 December 2026. The screen itself opens on the current month only.

What the screen shows

Columns: LockedBranchCI No.CI DateManual No.Doc. Ref.CustomerRemarksAmountStatus

Buttons on this screen: AddCloseClear FiltersFunctionsEditDelete

Step by step

1. Open Menu › Sales › Collection.
2. Click Add, or Edit an existing receipt.
3. Choose the Customer and check the CI Date.
4. Record the Sales Agent if collections are tracked by agent.
5. Open the Lines tab. Enter the SI No. being settled, the Amount and the Pay Type.
6. Repeat for every invoice this payment covers.
7. Click Save, then Lock.
8. Click Print to give the customer a receipt.

The detail screen

/office/sales/activity-collection-detail/229

The fields that matter

The tabs

What you should see

The customer's balance falls, the money appears in the bank or cash account, and the invoices settled are cleared from the ageing.

The printed document

The printed forms are produced by the browser's own PDF viewer, so the toolbar across the top belongs to the browser rather than to easyFS. The wording and layout of the form are exactly as the system produces them; the values have been replaced with Sample Data, because a printed document carries the trading partner's name and address in full.

Before you click

Always apply a collection to the invoices it pays. A payment left unapplied leaves the invoice showing as overdue however much cash has come in.

A cheque received here with a future date is what Check Warehousing tracks.

8.6 Collection (Draft)

Purpose

The staging area for collections arriving from outside easyFS, such as a bank file.

How to get there

Reached from the Collection import function; address /office/sales/activity-draft-collection-list

What the screen shows

Buttons on this screen: PostClose

Step by step

1. Open the draft list at the address above.
2. Check the rows.
3. Select rows and click Post.

What you should see

The posted rows appear in the Collection list, unlocked.

8.7 Credit Memo

Purpose

A Credit Memo reduces what a customer owes you without money changing hands: goods returned, an overcharge corrected, an allowance given.

How to get there

Menu › Sales › Credit Memo

/office/sales/activity-receivable-memo-list

What the screen shows

Columns: LockedBranchCM No.CM DateManual No.Doc. Ref.CustomerRemarksAmountStatus

Buttons on this screen: AddCloseClear FiltersFunctionsEditDelete

Step by step

1. Open Menu › Sales › Credit Memo.
2. Click Add.
3. Choose the Customer and check the CM Date.
4. Open the Lines tab and enter the account, the SI No. being credited and the Amount.
5. Explain the credit in Remarks.
6. Click Save, then Lock.
7. Click Print and send the memo to the customer.

The detail screen

/office/sales/activity-receivable-memo-detail/45

The fields that matter

The tabs

What you should see

The customer's balance falls and the credit shows against the invoice in the receivable ageing.

The printed document

The printed forms are produced by the browser's own PDF viewer, so the toolbar across the top belongs to the browser rather than to easyFS. The wording and layout of the form are exactly as the system produces them; the values have been replaced with Sample Data, because a printed document carries the trading partner's name and address in full.

Before you click

Warning. A credit memo for returned goods reduces the money owed but does not by itself put the goods back into stock. Raise the matching stock document as well.

Always name the invoice being credited. An unapplied credit floats loose on the account.

8.8 Accounts Receivable Reports

Purpose

The accounts receivable reports tell you who owes you money and for how long. They are the basis of collection work and of the month-end provision for bad debts. The same screen carries the reporting over the selling documents themselves, and the cancelled ones.

How to get there

Menu › Sales › Accounts Receivable

/office/report/accounts-receivable

What the screen shows

Buttons on this screen: ClosePreview

This report is delivered as a PDF file, so the strip of controls above it belongs to the browser's own PDF viewer, not to easyFS. Use it to page through, zoom, search, print or save the report.

The reports on this screen

Read off the live screen. Click one in the list down the left, set the parameters across the top, and it is drawn on the right.

Accounts Receivable ReportAccounts Receivable Summary ReportAccounts Receivable By Term ReportAccounts Receivable By Currency ReportAccounts Receivable Report (One Month)Statement of AccountStatement of Account (By Date Range)Statement of Account By TermCredit Memo Summary ReportCredit Memo Detail ReportSales Order Summary ReportSales Order Detail ReportSales Order Detail With Balance ReportSales Invoice Summary ReportSales Invoice Detail ReportSales Invoice Detail Report With CostCollection Summary ReportCollection Summary by PayType ReportCollection Detail ReportCustomer JournalSold Item Per Batch ReportCancelled Sales Order ReportCancelled Sales Invoice ReportCancelled Collection Report

Step by step

1. Open Menu › Sales › Accounts Receivable.
2. Click the report you want in the list down the left.
3. Set Date as of and the Branch.
4. Read it under PDF Report, or switch to Results to work with the figures on screen.
5. Use Functions to export.

The fields that matter

What you should see

A list of unpaid customer balances, aged into the usual buckets.

Before you click

Only locked invoices appear. An invoice entered but not locked is invisible to this report.

A balance that will not clear is usually a collection that was never applied to its invoice.

9. Inventory

Moving, counting and valuing stock.

9.1 Stock Transfer Request

Purpose

A Stock Transfer Request is one branch asking another for stock. It moves nothing by itself; it is the request the transfer is raised against.

How to get there

Menu › Inventory › Stock Transfer Request

/office/inventory/activity-stock-transfer-request-list

Photographed with the date filter widened to 1 January 2015 – 31 December 2026. The screen itself opens on the current month only.

What the screen shows

Columns: LockedSTR No.STR DateManual No.Doc. Ref.From BranchTo BranchAccountArticleRemarks

Buttons on this screen: AddCloseClear FiltersFunctionsEditDelete

Step by step

1. Open Menu › Inventory › Stock Transfer Request.
2. Widen the date range if the request is older than this month.
3. Click Add, or Edit an existing request.
4. Set From Branch, which is the branch being asked, and To Branch, which is the branch that needs the stock.
5. Set the ETA, the date the stock is needed.
6. Add the items and quantities.
7. Click Save, then Lock.

The detail screen

/office/inventory/activity-stock-transfer-request-detail/25

The fields that matter

Tabs: Detail

What you should see

A numbered request the sending branch can act on. No stock has moved.

Before you click

The request is a request. Stock only moves when a Stock Transfer is locked.

9.2 Stock Transfer

Purpose

A Stock Transfer moves stock from one branch to another. Locking it takes the goods out of the sending branch and puts them into the receiving branch, and posts the movement to the ledger.

How to get there

Menu › Inventory › Stock Transfer

/office/inventory/activity-stock-transfer-list

Photographed with the date filter widened to 1 January 2015 – 31 December 2026. The screen itself opens on the current month only.

What the screen shows

Columns: LockedBranchST No.ST DateManual No.Doc. Ref.To BranchAccountRemarksAmount

Buttons on this screen: AddCloseClear FiltersFunctionsEditDelete

Step by step

1. Open Menu › Inventory › Stock Transfer.
2. Click Add, or Edit an existing transfer.
3. Check Branch, which is the branch sending the stock, and set To Branch.
4. Set the ST Date and the ETA.
5. Open the Items tab and enter each item and quantity.
6. Click Save.
7. When the goods physically leave, click Lock.
8. Check the Inventory tab to confirm both sides of the movement.

The detail screen

/office/inventory/activity-stock-transfer-detail/130

The fields that matter

The tabs

What you should see

Stock falls at the sending branch and rises at the receiving branch by the same quantity.

The printed document

The printed forms are produced by the browser's own PDF viewer, so the toolbar across the top belongs to the browser rather than to easyFS. The wording and layout of the form are exactly as the system produces them; the values have been replaced with Sample Data, because a printed document carries the trading partner's name and address in full.

Before you click

Warning. Lock the transfer when the goods actually move, not when they are planned to. Locking early leaves stock recorded at a branch that does not physically have it.

9.3 Stock Transfer (Draft)

Purpose

The staging area for stock transfers brought in from outside easyFS.

How to get there

Reached from the Stock Transfer import function; address /office/inventory/activity-draft-stock-transfer-list

What the screen shows

Buttons on this screen: PostClose

Step by step

1. Open the draft list at the address above.
2. Check the rows.
3. Select rows and click Post.

What you should see

The posted rows appear in the Stock Transfer list, unlocked.

9.4 Stock In

Purpose

A Stock In brings stock on to the books without a purchase: an opening balance, a customer return, a correction upwards, stock found in a count. Because there is no supplier bill behind it, you tell the system which ledger account the value should come from.

How to get there

Menu › Dashboard › the Inventory tab › Stock In. There is no entry for this screen in the navigation drawer; the Dashboard tile is the way in.

/office/inventory/activity-stock-in-list

What the screen shows

Columns: LockedBranchIN No.IN DateManual No.Doc. Ref.AccountArticleRemarksAmountStatus

Buttons on this screen: AddCloseClear FiltersFunctionsEditDelete

Step by step

1. Open Menu › Dashboard, click the Inventory tab, then click Stock In.
2. Click Add, or Edit an existing document.
3. Check the Branch and the IN Date.
4. Choose the Account and Article the value is taken from.
5. Say why in Remarks.
6. Open the Items tab and enter each item, its Quantity and its Value.
7. Click Save, then Lock.

The detail screen

/office/inventory/activity-stock-in-detail/367

The fields that matter

The tabs

What you should see

Stock rises and the chosen account is charged with the value.

The printed document

The printed forms are produced by the browser's own PDF viewer, so the toolbar across the top belongs to the browser rather than to easyFS. The wording and layout of the form are exactly as the system produces them; the values have been replaced with Sample Data, because a printed document carries the trading partner's name and address in full.

Before you click

Warning. A Stock In changes both stock and the ledger. It is not a scratch pad; every one of them should have a reason written in Remarks.

Bringing stock in at the wrong value distorts the cost of everything sold afterwards.

9.5 Stock In (Draft)

Purpose

The staging area for stock-in documents brought in from outside easyFS.

How to get there

Address /office/inventory/activity-draft-stock-in-list

What the screen shows

Columns: ValidationStatusINDateManualNumberDocumentReferenceAccountIdAccountArticleIdArticleRemarksAmountStatusItemIdItemDescriptionParticulars

Buttons on this screen: PostCloseValidateDelete AllDelete

Step by step

1. Open the draft list at the address above.
2. Check the rows.
3. Select rows and click Post.

What you should see

The posted rows appear in the Stock In list, unlocked.

9.6 Stock Out

Purpose

A Stock Out takes stock off the books without a sale: breakage, spoilage, samples, internal consumption, a correction downwards. You tell the system which account bears the cost.

How to get there

Menu › Dashboard › the Inventory tab › Stock Out. There is no entry for this screen in the navigation drawer.

/office/inventory/activity-stock-out-list

What the screen shows

Columns: LockedBranchOT No.OT DateManual No.Doc. Ref.AccountArticleRemarksAmount

Buttons on this screen: AddCloseClear FiltersFunctionsEditDelete

Step by step

1. Open Menu › Dashboard, click the Inventory tab, then click Stock Out.
2. Click Add, or Edit an existing document.
3. Check the Branch and the OT Date.
4. Choose the Account and Article that bears the cost.
5. Say why in Remarks.
6. Open the Items tab and enter each item and quantity.
7. Click Save, then Lock.

The detail screen

/office/inventory/activity-stock-out-detail/84

The fields that matter

The tabs

What you should see

Stock falls and the chosen account is charged.

The printed document

The printed forms are produced by the browser's own PDF viewer, so the toolbar across the top belongs to the browser rather than to easyFS. The wording and layout of the form are exactly as the system produces them; the values have been replaced with Sample Data, because a printed document carries the trading partner's name and address in full.

Before you click

Warning. Write-offs are what auditors look at first. Give every one of them a clear reason and, where your policy requires it, an approval on the Attachment.

Do not use Stock Out to correct a mis-keyed sales invoice. Correct the invoice.

9.7 Stock Out (Draft)

Purpose

The staging area for stock-out documents brought in from outside easyFS.

How to get there

Address /office/inventory/activity-draft-stock-out-list

What the screen shows

Columns: ValidationStatusBranchIdOTDateManualNumberDocumentReferenceAccountIdAccountArticleIdArticleRemarksStatusItemIdItemDescriptionParticulars

Buttons on this screen: PostCloseValidateDelete AllDelete

Step by step

1. Open the draft list at the address above.
2. Check the rows.
3. Select rows and click Post.

What you should see

The posted rows appear in the Stock Out list, unlocked.

9.8 Stock Count

Purpose

A Stock Count records a physical count and adjusts the books to match it. It is how the figure in easyFS is brought back into line with what is actually on the shelf.

How to get there

Menu › Dashboard › the Inventory tab › Stock Count. There is no entry for this screen in the navigation drawer.

/office/inventory/activity-stock-count-list

What the screen shows

Columns: LockedSC No.SC DateManual No.Doc. Ref.RemarksStatus

Buttons on this screen: AddCloseClear FiltersEditDelete

Step by step

1. Count the stock physically and write the figures down.
2. Open Menu › Dashboard, click the Inventory tab, then click Stock Count.
3. Click Add.
4. Check the Branch and the SC Date, which must be the date you counted.
5. Choose the Adjustment Type.
6. Open the Items tab and enter the counted quantity for each item.
7. Click Save and compare the counted figures against the system's.
8. Investigate any large difference before going further.
9. Click Lock to post the adjustment.

The detail screen

/office/inventory/activity-stock-count-detail/28

The fields that matter

The tabs

What you should see

Stock is adjusted to the counted quantity, and the difference is posted to the account the adjustment type points at.

The printed document

The printed forms are produced by the browser's own PDF viewer, so the toolbar across the top belongs to the browser rather than to easyFS. The wording and layout of the form are exactly as the system produces them; the values have been replaced with Sample Data, because a printed document carries the trading partner's name and address in full.

Before you click

Warning. Locking a stock count writes the difference into the accounts. A mis-keyed count becomes a real gain or loss. Have the sheet checked by somebody who did not do the count.

Count with no stock moving. A count taken while goods are being received or despatched cannot be reconciled afterwards.

9.9 Stock Withdrawal

Purpose

A Stock Withdrawal records stock drawn out of a holding location for use, following the withdrawal paperwork your business uses.

How to get there

Menu › Dashboard › the Inventory tab › Stock Withdrawal. There is no entry for this screen in the navigation drawer.

/office/inventory/activity-stock-withdrawal-list

What the screen shows

Columns: LockedBranchSW No.SW DateManual No.Doc. Ref.CustomerFrom BranchRemarksAmount

Buttons on this screen: AddCloseClear FiltersFunctions

Step by step

1. Open Menu › Dashboard, click the Inventory tab, then click Stock Withdrawal.
2. Click Add, or open an existing document.
3. Complete the header and the item lines.
4. Click Save, then Lock.

This module has a detail screen. The demonstration environment holds no records for it, so it is not illustrated here.

What you should see

The withdrawal is recorded and the stock position is updated.

Before you click

If the list looks empty, widen the dates and clear the Branch filter before concluding that no withdrawals exist.

9.10 Inventory Ledger

Purpose

The Inventory Ledger is the running record of stock: every movement in and out, item by item, with the document that caused it. It is where you go when the quantity on hand is not what somebody expected.

How to get there

Menu › Inventory › Inventory Ledger

/office/inventory/activity-inventory-list

What the screen shows

Columns: LockedIL No.IL DateManual No.Doc. Ref.MonthYearRemarksStatus

Buttons on this screen: AddCloseClear FiltersEditDelete

Step by step

1. Open Menu › Inventory › Inventory Ledger.
2. Widen the dates to cover the period you are investigating.
3. Use Search or the column filters to narrow to the item or the branch.
4. Click Edit on a row to see the movements behind it.
5. Read the Document Ref. column to find the document that caused each movement.

The detail screen

/office/inventory/activity-inventory-detail/51

The fields that matter

The tabs

What you should see

A complete audit trail from the quantity on hand back to the documents that produced it.

Before you click

This screen is the answer to 'why is the stock figure wrong?'. Work backwards from the movement that does not belong.

Only locked documents appear here, because only locked documents move stock.

9.11 Inventory Reports

Purpose

The inventory reports value and summarise stock: what is on hand, what it is worth, what has moved and what is not moving at all.

How to get there

Menu › Inventory › Inventory Report

/office/report/inventory

What the screen shows

Buttons on this screen: CloseFunctions

This report is delivered as a PDF file, so the strip of controls above it belongs to the browser's own PDF viewer, not to easyFS. Use it to page through, zoom, search, print or save the report.

The reports on this screen

Read off the live screen. Click one in the list down the left, set the parameters across the top, and it is drawn on the right.

Inventory ReportInventory Report (Per Item)Stock In Detail ReportStock Out Detail ReportStock Transfer Detail ReportStock Count Detail Report (new)

Step by step

1. Open Menu › Inventory › Inventory Report.
2. Click the report you want in the list on the left.
3. Set Start date and End date, the Branch and the Paper Size.
4. Read it under PDF Report, or switch to Results to work with the figures on screen.
5. Use Functions to export.

The fields that matter

What you should see

A valued stock report for the branch and period you asked for.

Before you click

The valuation follows the cost method set on the company record.

A stock report as at a past date is only meaningful if the documents for that period were all locked.

Warning. easyFS itself warns on this screen that a report taking more than five minutes to generate is probably too large to retrieve, and tells you to split it: Functions › Split PDF produces it in blocks of a hundred lines. Narrow the date range or the branch first; splitting is the fallback.

10. Financials

Manual postings, bank reconciliation and the statutory reporting.

10.1 Bank Reconciliation

Purpose

Bank reconciliation ties what easyFS thinks is in the bank to what the bank statement says. You tick off the payments and receipts that have cleared, and what is left over is the reconciling difference.

How to get there

Menu › Financials › Bank Reconciliation

/office/financials/activity-bank-reconciliation

What the screen shows

Columns: BranchCI No.CI DateCustomerPay TypeCheck No.Check DateCheck BankAmountIn TransitCTransaction Number.Bank Check No.

Buttons on this screen: SummaryPrintCloseFunctionsClear AllUclear AllReset All

Step by step

1. Get the bank statement for the period.
2. Open Menu › Financials › Bank Reconciliation.
3. Choose the bank account and the period.
4. Work down the statement, marking each item that appears on it as cleared.
5. Leave uncleared items unmarked; those are your outstanding cheques and deposits in transit.
6. Check that the reconciled balance agrees with the statement.
7. Save the reconciliation.

What you should see

A reconciled bank position, and a list of the items that have not yet cleared.

Before you click

Reconcile every month, in order. A month skipped makes the next one much harder.

An item that never clears is usually a stale cheque or a payment entered twice.

10.2 Bank Reconciliation Report

Purpose

The detailed bank reconciliation report: every item, cleared and uncleared, for the period.

How to get there

Address /office/financials/report-bank-reconciliation-report

What the screen shows

Buttons on this screen: CloseFunctions

This report is delivered as a PDF file, so the strip of controls above it belongs to the browser's own PDF viewer, not to easyFS. Use it to page through, zoom, search, print or save the report.

Step by step

1. Open the report screen at the address above.
2. Choose the bank account and the period.
3. Run it and export it.

What you should see

A detailed reconciliation you can file with the bank statement.

10.3 Bank Reconciliation Summary

Purpose

The one-page summary of the reconciliation: book balance, reconciling items, bank balance.

How to get there

Address /office/financials/report-bank-reconciliation-summary

What the screen shows

Buttons on this screen: CloseFunctions

Step by step

1. Open the report screen at the address above.
2. Choose the bank account and the period.
3. Run it.

What you should see

A summary suitable for the month-end file.

10.4 Journal Voucher

Purpose

A Journal Voucher posts directly to the ledger, for the entries that no other document produces: accruals, depreciation, corrections, reclassifications, the closing entries at year end.

It is the only place in easyFS where you write the accounting entry yourself, which is why it must balance before it will lock.

How to get there

Menu › Financials › Journal Voucher

/office/financials/activity-journal-voucher-list

Photographed with the date filter widened to 1 January 2015 – 31 December 2026. The screen itself opens on the current month only.

What the screen shows

Columns: LockedBranchJV No.JV DateManual No.Doc. Ref.RemarksDebit AmountCredit AmountStatus

Buttons on this screen: AddCloseClear FiltersFunctionsEditDelete

Step by step

1. Open Menu › Financials › Journal Voucher.
2. If the list looks empty, widen Start date and End date and clear the Branch filter. Vouchers are often raised at another branch.
3. Click Add, or Edit an existing voucher.
4. Check the Branch and the JV Date, which decides the period.
5. Write what the entry is for in Remarks.
6. Open the Lines tab.
7. Add a line for each account: choose the Account and the Article, then enter either a Debit Amount or a Credit Amount.
8. Use Particulars on each line to explain it.
9. Check that Total Debit equals Total Credit.
10. Click Save, then Lock.

The detail screen

/office/financials/activity-journal-voucher-detail/47

The fields that matter

The tabs

What you should see

The ledger accounts move by the amounts entered, and the voucher appears in the financial statements for its period.

The printed document

The printed forms are produced by the browser's own PDF viewer, so the toolbar across the top belongs to the browser rather than to easyFS. The wording and layout of the form are exactly as the system produces them; the values have been replaced with Sample Data, because a printed document carries the trading partner's name and address in full.

Before you click

Warning. A journal voucher bypasses every check the document modules apply. It is the fastest way to put the accounts right and also the fastest way to put them wrong. Restrict this screen to accounting staff.

Warning. The entry must balance. If Total Debit and Total Credit differ, correct the lines before locking.

Always write in Remarks what the entry is for and why. In a year's time that sentence is the only explanation anybody will have.

10.5 Journal Voucher (Draft)

Purpose

The staging area for journal vouchers brought in from outside easyFS, such as a payroll or depreciation schedule.

How to get there

Address /office/financials/activity-journal-voucher-draft

What the screen shows

Columns: ValidationStatusManualNoJVDateDocumentReferenceStatusRemarksAccountIdAccountArticleIdArticleParticularsDebitAmountCreditAmount

Buttons on this screen: PostCloseValidateDelete AllDelete

Step by step

1. Open the draft list at the address above.
2. Check that each entry balances.
3. Select rows and click Post.

What you should see

The posted rows appear in the Journal Voucher list, unlocked and ready to check and lock.

10.6 Financial Statement Reports

Purpose

The statutory and management accounts: the trial balance, the balance sheet, the income statement and the supporting books, built from the chart of accounts and every locked document in the period.

How to get there

Menu › Financials › Financial Statement

/office/report/financial-statement

What the screen shows

Buttons on this screen: CloseChart Of AccountsFunctions

This report is delivered as a PDF file, so the strip of controls above it belongs to the browser's own PDF viewer, not to easyFS. Use it to page through, zoom, search, print or save the report.

The reports on this screen

Read off the live screen. Click one in the list down the left, set the parameters across the top, and it is drawn on the right.

Balance SheetIncome StatementTrial BalanceAccount LedgerGeneral JournalGeneral LedgerDisbalance Journal EntriesReceiving Receipt BookDisbursement BookDebit Memo BookSales Invoice BookCollection BookCredit Memo BookJournal Voucher BookInventory Ledger Book

Step by step

1. Open Menu › Financials › Financial Statement.
2. Click the statement you want in the list down the left.
3. Set the parameters it asks for. They differ from report to report; the period and the branch are the usual two.
4. Set the Paper Size.
5. Read it under PDF Report.
6. Use Functions to export.

What you should see

The statement for the period, on your company's letterhead.

Before you click

Warning. Before relying on a month's statements, check that every document for that month is locked. Unlocked documents are invisible to the ledger, and the statements will simply be short.

If the balance sheet does not balance, look first at journal vouchers entered by hand.

The books listed here — the general journal, the general ledger, the sales and purchase books — are the ones an auditor will ask for by name.

10.7 BIR CAS Reports

Purpose

The BIR reports are the statutory outputs required of a Computerised Accounting System in the Philippines: the books of account and the supporting schedules, in the prescribed formats.

How to get there

Menu › Dashboard › the Financials tab › BIR CAS Reports. There is no entry for this screen in the navigation drawer.

/office/report/bir-report

What the screen shows

Buttons on this screen: ClosePreviewFunctions

This report is delivered as a PDF file, so the strip of controls above it belongs to the browser's own PDF viewer, not to easyFS. Use it to page through, zoom, search, print or save the report.

The reports on this screen

Read off the live screen. Click one in the list down the left, set the parameters across the top, and it is drawn on the right.

General JournalGeneral LedgerSales JournalCash Receipt JournalPurchase JournalCash Disbursement JournalInventory Ledger Journal

Step by step

1. Open Menu › Dashboard and click the Financials tab.
2. Click BIR CAS Reports.
3. Click the book or schedule you need in the list down the left.
4. Set Start date, End date, the Company and the Branch.
5. Set the Paper Size the filing requires.
6. Read it under PDF Report, then export it with Functions.

The fields that matter

What you should see

The statutory book or schedule for the period, in the prescribed layout.

Before you click

Warning. These are the filings the tax authority sees. Close the period first and make sure every document in it is locked, otherwise the books you file will not agree with your own accounts.

The company details, the TIN and the document number series on the company record all print on these reports. Check them before the first filing.

11. Check Warehousing

Cheques held, written, cleared and bounced.

11.1 Check Warehousing

Purpose

Check Warehousing keeps track of cheques that are held rather than banked at once: post-dated cheques received from customers, and cheques written to suppliers that have not yet been presented. It follows each cheque from the day it arrives to the day it clears or bounces.

How to get there

Menu › Check Warehousing › Check Warehousing

/office/check-warehousing/activity-check-warehousing-list

What the screen shows

Columns: BranchBankCW CodeCheckNumberCheckDateRemarksPayee Or Payor

Buttons on this screen: AddCloseClear Filters

Step by step

1. Open Menu › Check Warehousing › Check Warehousing.
2. Widen the date range to cover the cheques you are looking for.
3. Use the column filters to show only the state you care about, such as on hand or bounced.
4. Open a cheque with Edit to see its details and its history.
5. Update its state as it moves: deposited, cleared, or bounced.
6. Save the change.

What you should see

Each cheque shows its current state, and the reports below age the cheques you are holding.

Before you click

A cheque appears here from the collection or disbursement that recorded it. Its Check Date is what the ageing works from, so enter the real date on the cheque.

Warning. A bounced cheque has to be dealt with in the accounts as well as here. Marking it bounced on this screen does not by itself reinstate the customer's balance.

11.2 Check Writer

Purpose

Check Writer lays a payment out on your bank's cheque stationery, so that the date, the payee and the amount land in the right places. You type the three details, preview the result against a picture of the cheque, and print.

How to get there

Menu › Check Warehousing › Check Writer

/office/check-warehousing/activity-check-writer

What the screen shows

Buttons on this screen: PreviewHow to print

Step by step

1. Open Menu › Check Warehousing › Check Writer.
2. Set the Check Date.
3. Type the payee into Issued To, exactly as it should appear on the cheque.
4. Type the Amount.
5. Click Preview. The cheque is drawn underneath, so you can see where each field lands.
6. Read How to print once, for the printer settings your stationery needs.
7. Load the cheque stationery and print.
8. Check the alignment on the first cheque before printing a run.

The fields that matter

Buttons worth knowing

What you should see

A printed cheque matching the disbursement.

Before you click

Warning. Cheque stationery is controlled. Account for spoiled cheques rather than throwing them away.

Print a test on plain paper and hold it against a blank cheque before a long run.

Note. In this manual the figure for this screen shows only the controls. The screen itself previews an actual cheque underneath them, including the account details along its bottom edge, which is not something to reproduce in a document that is published.

11.3 CW Reports

Purpose

The reporting over the cheques you hold: what is still on hand, what has cleared, and what has bounced. All four cheque reports live on this one screen; there are no separate menu entries for them.

How to get there

Menu › Check Warehousing › CW Reports

/office/check-warehousing/report-check-warehousing

What the screen shows

Buttons on this screen: CloseFunctions

This report is delivered as a PDF file, so the strip of controls above it belongs to the browser's own PDF viewer, not to easyFS. Use it to page through, zoom, search, print or save the report.

The reports on this screen

Read off the live screen. Click one in the list down the left, set the parameters across the top, and it is drawn on the right.

PDC Summary ReportBounced Check ReportPDC Cleared ReportPDC Uncleared Report

Step by step

1. Open Menu › Check Warehousing › CW Reports.
2. Click the report you want in the list down the left.
3. Set Date as of, the Branch, the Bank and the Check Type.
4. Read it under PDF Report, or switch to Results to work with the figures on screen.
5. Use Functions to export.

The fields that matter

What you should see

A listing of cheques in the state you asked for, as at the date you set.

Before you click

PDC Uncleared Report is the one to reconcile against the bank: those are the cheques banked but not yet paid.

Bounced Check Report is money you thought you had collected. Every line on it needs following up.

12. Budget

Setting budgets and comparing them against what actually happened.

12.1 Budget Manager

Purpose

Budget Manager is where the budget is set: the figure each account is expected to run at, month by month. It is laid out as a grid — the accounts down the side, the twelve months of the financial year across the top — so a whole year's budget is entered on one screen.

Once it is in, the variance reports compare it against what actually happened.

How to get there

Menu › Budget › Budget Manager

/office/budget/budget-manager

What the screen shows

Columns: CategoryAccountMarchAprilMayJuneJulyAugustSeptemberOctoberNovemberDecemberJanuaryFebruary

Buttons on this screen: AddCloseFunctions

Step by step

1. Open Menu › Budget › Budget Manager.
2. Click Add to start a budget, or open an existing one.
3. Work down the Account column and across the months, entering the figure for each.
4. Use Category to group accounts the way you report on them.
5. Save the budget.
6. Check it against actuals with Budget Variance once the period has closed.

This module has a detail screen. The demonstration environment holds no records for it, so it is not illustrated here.

The fields that matter

What you should see

A budget the variance reports can compare actual figures against.

Before you click

Budget by the same account structure you report on, otherwise the variance report has nothing to line up.

The month columns tell you where the financial year starts. If they do not match your year-end, ask your administrator before entering a full year.

12.2 Budget Variance

Purpose

Budget against actual, account by account, with the difference.

How to get there

Address /office/budget/budget-variance

What the screen shows

Buttons on this screen: FunctionsExport

This report is delivered as a PDF file, so the strip of controls above it belongs to the browser's own PDF viewer, not to easyFS. Use it to page through, zoom, search, print or save the report.

Step by step

1. Open the screen.
2. Choose the period and the branch.
3. Run it.

What you should see

A comparison of budget and actual with the variance shown.

Before you click

The actual side counts locked documents only, so run it after the period is closed.

12.3 Cash Flow Projection

Purpose

Cash Flow Projection looks forward: what is due in from customers, what is due out to suppliers, and what that leaves in the bank.

How to get there

Menu › Budget › Cash Flow Projection

/office/budget/budget-cash-flow

What the screen shows

Columns: CategoryAccountMarchAprilMayJuneJulyAugustSeptemberOctoberNovemberDecemberJanuaryFebruaryRatio

Buttons on this screen: AddCloseFunctions

Step by step

1. Open Menu › Budget › Cash Flow Projection.
2. Choose the period to project over.
3. Review the receipts and payments expected.
4. Save or export the projection.

This module has a detail screen. The demonstration environment holds no records for it, so it is not illustrated here.

What you should see

A projection of cash in, cash out and the resulting balance.

Before you click

The projection is only as good as the due dates on the underlying documents. Terms that are wrong on the customer or supplier record show up here as a projection nobody trusts.

12.4 Budget Reports

Purpose

The reporting over budgets: the budget itself, the cash flow projection, and the variance of actual against budget.

How to get there

Menu › Budget › Budget Reports

/office/budget/report-budget-variance

What the screen shows

Buttons on this screen: CloseFunctionsExport

This report is delivered as a PDF file, so the strip of controls above it belongs to the browser's own PDF viewer, not to easyFS. Use it to page through, zoom, search, print or save the report.

The reports on this screen

Read off the live screen. Click one in the list down the left, set the parameters across the top, and it is drawn on the right.

Report BudgetReport Cashflow ProjectionBudget Variance

Step by step

1. Open Menu › Budget › Budget Reports.
2. Click the report you want in the list down the left.
3. Set Month From, Month To and Year.
4. Set the Branch and the Paper Size.
5. Read it under PDF Report, or switch to Report List.

The fields that matter

What you should see

The budget report for the months requested.

Before you click

The actual side counts locked documents only, so run a variance report after the period is closed rather than during it.

13. Fixed Asset

The asset register and disposals.

13.1 Fixed Asset

Purpose

The fixed asset register: what the business owns for the long term, what it cost, when it was acquired and how it is being depreciated.

How to get there

Menu › Fixed Asset › Fixed Asset

/office/fixed-asset/fixed-asset

What the screen shows

Columns: ParticularsAsset NameAsset NumberAsset DatePurchase CostUseful Life (Years)Depreciated Value

Buttons on this screen: Clear Filters

Step by step

1. Open Menu › Fixed Asset › Fixed Asset.
2. Click Add for a new asset, or Edit to open one.
3. Enter what the asset is, when it was acquired and what it cost.
4. Set the depreciation basis and the useful life.
5. Set the ledger accounts the asset and its depreciation post to.
6. Save the record.

What you should see

The asset appears in the register and in the depreciation schedule.

Before you click

Warning. The acquisition cost, the life and the accounts drive every depreciation charge that follows. Have them confirmed before the first charge is posted.

Depreciation reaches the ledger as a journal voucher. Posting the charge is a separate step from keeping the register.

13.2 Asset Disposals

Purpose

Asset Disposal records the end of an asset's life on your books: sold, scrapped, written off or transferred out. It removes the asset from the register and posts the gain or loss.

How to get there

Menu › Fixed Asset › Asset Disposals

/office/fixed-asset/activity-asset-disposal-list

What the screen shows

Columns: LockedCABranchCurrencyExchange RateAD NumberAD DateManual NumberDocument ReferenceStatusRemarks

Buttons on this screen: AddCloseClear FiltersEditDelete

Step by step

1. Open Menu › Fixed Asset › Asset Disposals.
2. Click Add, or Edit an existing disposal.
3. Check the Branch and the Asset Disposal Date.
4. Choose the DisposalType.
5. Choose the Account and Article the gain or loss goes to.
6. Open the Items tab and enter the assets being disposed of.
7. Fill in Prepared By, Checked By and Approved By.
8. Click Save, then Lock.
9. Click Print for the disposal paperwork.

The detail screen

/office/fixed-asset/activity-asset-disposal-detail/5

The fields that matter

The tabs

What you should see

The asset is removed from the register and the gain or loss is posted.

The printed document

The printed forms are produced by the browser's own PDF viewer, so the toolbar across the top belongs to the browser rather than to easyFS. The wording and layout of the form are exactly as the system produces them; the values have been replaced with Sample Data, because a printed document carries the trading partner's name and address in full.

Before you click

Warning. Disposal is not easily reversed once locked. Make sure the asset, the date and the proceeds are right first.

Keep the approval paperwork on the Attachment or in your own file; auditors ask for it.

13.3 Fixed Asset Reports

Purpose

The reporting over the asset register: the assets themselves, in summary and in detail, and the disposals.

How to get there

Menu › Fixed Asset › Reports

/office/fixed-asset/report-fixed-asset

What the screen shows

Columns: Asset NumberAsset NameParticularsSerial NumberAsset StatusCustodianPurchase CostOn HandUseful Life (Years)Accum DepreciationBook Value

Buttons on this screen: CloseFunctions

The reports on this screen

Read off the live screen. Click one in the list down the left, set the parameters across the top, and it is drawn on the right.

Fixed Asset ReportFixed Asset Detail ReportAsset Disposal Summary ReportAsset Disposal Detail Report

Step by step

1. Open Menu › Fixed Asset › Reports.
2. Click the report you want in the list down the left.
3. Set the Branch.
4. Set Show Rows if the register is long.
5. Read the figures under Results.

The fields that matter

What you should see

The asset report you chose, shown as a grid you can sort and filter.

Before you click

These reports are delivered as an on-screen grid rather than as a PDF file.

The register report is what you reconcile against the fixed asset accounts in the balance sheet at year end.

14. Apps

Companion modules reached from inside easyFS.

14.1 POS

Purpose

POS is the point-of-sale side of easyFS: the counter screen where sales are rung up, together with the screens that review the day's takings.

Opening it replaces the usual navigation with the module's own menu on the left:

• Sales — the counter screen itself.
• Posted Sales — takings that have been posted through to the sales records.
• Lipad EOD Report — the end-of-day report.
• Real Time Sales — sales as they happen.
• EasyCM — the companion cash-management application.

Counter takings reach the accounts through the sales invoice route, so they end up in the same ledger as everything else.

How to get there

Menu › Apps › POS

/office/activity-POS

What the screen shows

Buttons on this screen: Close

Step by step

1. Open Menu › Apps › POS.
2. Check the branch shown in the top bar before you start a shift.
3. Choose Sales from the module's own menu on the left.
4. Ring the sale up, take payment and print the receipt.
5. At the end of the shift use Lipad EOD Report and check the takings against the drawer.
6. Use Posted Sales to confirm the day's takings reached the sales records.
7. Click Close to leave POS and return to the rest of easyFS.

What you should see

The POS menu opens on the left and the screen you chose fills the rest of the window.

Before you click

Warning. In this pre-production environment the administrator account cannot open the POS sub-screens: they answer Sorry, this page is forbidden. You have no rights to access this page, and the request behind the screen fails on the server. The module and its menu are documented here from the application itself; the counter screen could not be photographed. This has been reported.

POS rights are granted separately from the rest of easyFS, on the Forms tab of the user record. A cashier who cannot open the counter screen usually needs a right added there.

Check the branch before the first sale of the day. Takings rung up against the wrong branch are painful to move afterwards.

14.2 Price

Purpose

Price holds the price schemes applied at the counter and on sales documents, so that a price change is made once rather than item by item.

How to get there

Menu › Apps › Price

/office/activity-price-list

What the screen shows

Columns: LPC NumberManual NumberDocument ReferencePC DateRemarks

Buttons on this screen: AddCloseClear Filters

Step by step

1. Open Menu › Apps › Price.
2. Click Add for a new scheme, or Edit to change one.
3. Set the scheme and the items or categories it covers.
4. Save it.

This module has a detail screen. The demonstration environment holds no records for it, so it is not illustrated here.

What you should see

The prices apply to new sales documents from the moment they are saved.

Before you click

A price change does not reach back into documents already raised.

14.3 Discount Schedule

Purpose

A Discount Schedule is a dated document that records a standing discount, so the right discount is applied at the counter and on sales documents without anyone having to remember it.

How to get there

Menu › Apps › Discount Schedule

/office/activity-discount-schedule-list

What the screen shows

Columns: LDS DateDS NumberManual NumberDocument ReferenceDiscount CodeDiscount Manual Code

Buttons on this screen: AddCloseClear Filters

Step by step

1. Open Menu › Apps › Discount Schedule.
2. Widen Start date and End date: like every transaction list, this one opens on the current month only.
3. Click Add for a new schedule, or Edit to open an existing one.
4. Set the DS Date and the Discount Code.
5. Record your own reference in Manual No. and Document Reference.
6. Click Save, then Lock.

This module has a detail screen. The demonstration environment holds no records for it, so it is not illustrated here.

The fields that matter

What you should see

The discount is offered automatically on matching sales lines.

Before you click

Warning. In this pre-production environment the list request returns an error, so the screen draws its column headings and then shows an empty grid. It looks like a module with no discount schedules, but in fact the request behind it failed. This has been reported. On a working installation the schedules appear here.

Warning. Discounts change what you actually earn. Have them approved, and record the approval in Document Reference, before entering one.

14.4 Easy CM

Purpose

The Easy CM companion application, reached from within easyFS.

How to get there

Address /office/activity-easy-cm

What the screen shows

Buttons on this screen: FunctionsSYNC CustomersSYNC Sales

Step by step

1. Open the screen from its address.
2. Follow the workflow of the companion application.

What you should see

The companion application opens inside the easyFS frame.

14.5 Production Report

Purpose

The production report, for items that are assembled or manufactured rather than bought in ready-made.

How to get there

Address /office/report-production. There is no entry for this screen in the navigation drawer.

What the screen shows

Buttons on this screen: Close

Step by step

1. Open the report screen at the address above.
2. Click Close to go back.

What you should see

A screen headed Production Report.

Before you click

Warning. In this pre-production environment the screen opens with nothing on it but its title and a Close button: no parameters and no report. Production is not in use in the demonstration data, so there is nothing this manual can show you. The companion setting is the Production tab on an item record.

14.6 Item List Report

Purpose

A listing of the item master, for checking the catalogue or handing it to somebody who does not use easyFS.

How to get there

Address /office/report-item-list

What the screen shows

This report is delivered as a PDF file, so the strip of controls above it belongs to the browser's own PDF viewer, not to easyFS. Use it to page through, zoom, search, print or save the report.

Step by step

1. Open the report screen at the address above.
2. Set any filters you want.
3. Run it and export it.

What you should see

A list of items with their codes, descriptions, units and prices.

15. System

Reference tables, configuration and per-user settings.

15.1 System Tables

Purpose

System Tables holds the small lists the rest of easyFS chooses from: units, payment terms, tax types, pay types, discounts, account groupings, the interface labels and their translations, the frequently asked questions shown in the help panel, and the audit trail.

It is a single screen with one tab per table.

How to get there

Menu › System › System Tables

/office/system-tables

What the screen shows

Columns: Manual CodeLabelJapaneseChineseKoreanHindiMalay

Buttons on this screen: AddCloseFunctionsEditDelete

Step by step

1. Open Menu › System › System Tables.
2. Click the tab for the table you want.
3. Click Add for a new entry, or Edit to change one.
4. Fill in the entry and save it.

The tabs

What you should see

The new entry becomes selectable wherever that table is used.

Before you click

Warning. These tables are referenced by existing documents. Changing the meaning of an entry changes how old documents read. Add a new entry rather than re-purposing an old one.

Warning. Do not delete a term, unit or tax type that documents already use.

The Audit Trail Log tab is the first place to look when somebody asks who changed a document.

15.2 Settings

Purpose

The Settings screen is where per-installation options are meant to be kept. It is what the Account entry in the top-bar menu opens.

How to get there

The account button in the top bar › Account. There is no entry for this screen in the navigation drawer.

/office/system-settings

What the screen shows

Buttons on this screen: Close

Step by step

1. Click the account button in the top bar.
2. Choose Account. The Settings screen opens.
3. Click Close to go back.

What you should see

A screen headed Settings.

Before you click

Warning. In this pre-production environment the screen opens with nothing on it but its title and a Close button: no settings are offered, even to an administrator. There is therefore nothing this manual can tell you to change here. Company-wide options live on Company Settings and your own preferences on User Settings, both covered below.

15.3 Company Settings

Purpose

Company Settings holds the options that apply to your whole organisation: the branches you operate, the company-wide behaviour of easyFS, and the settings the BIR's Computerised Accounting System rules require.

How to get there

Address /office/system-company-settings. There is no entry for this screen in the navigation drawer.

What the screen shows

Columns: CodeManual CodeBranchAddressTIN

Buttons on this screen: LockUnlockCloseAddEditDelete

Step by step

1. Open Company Settings at the address above.
2. Click the tab you need: Branches, Company Settings or BIR CAS Settings.
3. On Branches, use Add for a new branch or Edit to change one.
4. Make the change and save it.
5. Use Lock when the settings are final, and Unlock if they have to be reopened.

The tabs

What you should see

The setting applies to everybody working in that company.

Before you click

Warning. The BIR CAS settings and the branch TINs print on statutory documents. Have your accountant confirm a change before you save it.

Warning. Company settings interact with the accounting. Try a change against a test document before letting it loose on live entry.

15.4 User Settings

Purpose

User Settings is your own corner of easyFS: the accounts tied to your user, and your password.

How to get there

Address /office/system-user-settings. There is no entry for this screen in the navigation drawer.

What the screen shows

Columns: Account CodeAccountUser

Buttons on this screen: LockUnlockCloseChange PasswordAddEditDelete

Step by step

1. Open User Settings at the address above.
2. Open the Account tab.
3. To change your password, click Change Password and follow the prompts.
4. Use Add, Edit and Delete to maintain the account rows.
5. Save.

The tabs

Buttons worth knowing

What you should see

The change applies to your account.

Before you click

Change your password from here rather than asking an administrator to reset it: a reset is recorded against them, a change is recorded against you.

Appendix A — Every screen and its address

The complete inventory of screens covered by this manual, in menu order. The address is what appears in the browser; support staff can use it to be sure everyone is talking about the same screen.

Appendix B — Reports at a glance

easyFS offers 86 reports across eight report screens. Each screen is covered in its own chapter, with the full list of what it can run. This table is the shortcut: where to go for each question the business asks at month end.

Appendix C — What this manual could not show you

This manual was written from a pre-production system. A few screens could not be photographed, and the reason matters, so they are listed here rather than quietly left out. Each one is described in its own section from the application itself.

Appendix D — Glossary