Contents

Company. 3

Creating a company. 3

Editing Company Information. 3

Opening a company. 3

Opening Demo Company. 3

Deleting a Company. 3

Duplicating a Company. 3

Splitting a Company. 4

Dashboard. 4

Accounts. 4

Add an account. 5

Creating a new tax account. 5

Search for an account. 6

Editing an account. 6

Deleting an account. 6

Listing transactions of each account. 6

Transactions. 6

Estimate. 7

Invoice. 8

Receipt from Customer. 9

Sales Return. 10

Purchase Order. 11

Purchase. 11

Payment to Supplier. 13

Purchases Return. 14

Expense. 14

Income. 15

Banking. 15

Debit/Credit Note. 15

Journal 15

TDS on Expenses. 15

Post dated transactions. 16

Stock Journal 16

Manufacturing Journal 17

Searching a transaction. 17

Edit a transaction. 17

Deleting a transaction. 17

Transfer of Profit or Loss to Capital or Retained Earnings account. 17

Inventory. 17

Listing all inventory items. 18

Adding a new inventory item.. 18

Item categories & subcategories. 18

Editing an inventory item.. 18

Deleting an inventory item.. 18

Listing all transactions of an inventory item.. 18

Listing units of measure. 18

Creating unit of measure. 19

Editing unit of measure. 19

Deleting unit of measure. 19

Listing service. 19

Creating service. 19

Editing service. 19

Deleting service. 19

Reports. 19

Passcode. 20

Creating a passcode. 20

Changing the passcode. 20

Backup/Restore data. 20

Online Sync/Auto Sync. 21

Date Format. 21

Currency format/symbol 21

Number of decimal places. 21

Sync with Tally. 21

Import From CSV/Excel 21

Bank Reconciliation. 21

 

Company

Creating a company

·         As soon as you open Book Keeper App, it only has Demo Company, which is covered later.

·         To create a new company, click + sign at the top right corner

·         It will open up Create Company form, fill in the required details

·         In this form, you can select the company logo and signature which would be images stored on your phone/device. These images (logo & signature) would then appear in all your invoices/receipts/remittance advice etc.

·         And hit the Save button at the top right corner.

·         Some default accounts are created automatically by Book Keeper when a new company is created.

·         Once the company is created, its name will appear in the Company list.

Editing Company Information

·         Once you have created the company, you can update its information.

·         Left swipe on the company name, tap on More and choose Alter Company

·         It will open up a form similar to create company.

·         Update your information and press ‘Save’ button at top right.

Opening a company

·         Tap on the name of any company, which appears in the Company list.

·         As soon as you open company, the main menu appears. The company name is displayed at the top.

·         This main menu has various options like Accounts, Inventory, Reports etc.

Opening Demo Company

·         Demo Company has been provided to the user for understanding the functionalities and features of Book Keeper.

·         You can open Demo Company from Company List, simply click on Demo Company button.

 

Deleting a Company

·         Left swipe on the company name in the company list, choose Delete option and it will delete your company database. This operation can’t be undone.

Duplicating a Company

·         Left swipe on the company name in the company list, choose More -> Duplicate Company option.

·         This option would copy all accounts and inventory information into a new company. Transactions would not be copied into the new company.

·         If ‘Set opening balances’ option is not selected, the balances of all accounts and inventory in new company is zero.

·         If ‘Set opening balances’ option is selected, the balances of all accounts and inventory in new company is set based on the date selected.

Splitting a Company

·         Left swipe on the company name in the company list, choose More -> Split Company option.

·         You can split a company yearly, half-yearly or quarterly. You can’t set the date of the split. Based on the period of split selected, new companies would be created. All transactions would be split based on the period of split selected.

·         Please note that splitting procedure takes time, be patient.

·         It is advisable to take a backup of the original company data before splitting the company.

Back to Top

 

Dashboard

Dashboard displays insightful information about your company’s expenses, income, cash flow etc. in a graphical format. Three graphs are displayed in the Dashboard:

Top Expenses: The top expenses for the selected financial year are displayed in a pie chart.

Cash Flow: The balances of cash accounts at the end of each month are displayed in a line graph.

Income vs Expense: The income earned and expenses incurred for each month are displayed in a bar graph. Income includes your sales, income from other sources etc. Expenses include your purchases, business expenses etc.

You can change the period of Dashboard computation by going to Settings -> General Settings -> Select financial year.

Back to Top

Accounts

In the Main Menu, Accounts section has been provided. It has 3 sub-categories:

·         Customer/Debtor: A party to whom goods or services are sold; who owes money to a company.

·         Supplier/Creditor: A party from whom goods or services are purchased; to whom a company owes money.

·         All Accounts

Tap any sub-category and it will open the list of accounts under the selected category along with the account balances till date.

All accounts have been grouped by their account type. Right swiping on the account name gives you the option to edit/delete an account.

For customers/suppliers, right swipe on the account name gives the option to call/SMS them. SMS option will send them their outstanding balances. Please note that call/SMS option works only when you have saved phone numbers for customers/suppliers.

Add an account

·         Once you have opened the list of accounts

·         Press the + button at the top right corner, it will prompt for Add Account and Add Tax Account option.

·         Choose Add Account

·         A new form will come up asking information about new account

·         Fill up the required information and press Save button at the top right corner

·         For Sundry Debtor/Creditor, some additional fields for address, email, phone number, credit period tax numbers etc. appear. The address, secondary address, email, phone number, tax numbers are displayed in the invoice/purchase.

·         The credit period is the number of days you extend credit to a customer/supplier. While creating invoices/purchase, the due date is automatically set based on this value.

Creating a new tax account

·         Once you have opened the list of accounts

·         Press the + button at the top right corner, it will prompt for ‘Add Account’ and ‘Add Tax Account’ option.

·         Choose Add Tax Account

·         A new form will come up asking information about new account

·         Fill up the required information and press Save button at the top right corner

·         Select ‘Yes’ for ‘Set off against Output Tax?’ if you want the tax paid by your company on purchases to be adjusted against tax liability of the company on all the sales. All tax accounts with category ‘Tax On Purchase’ may or may not be set off against output tax.

·         There are three different tax categories:

o   Tax on Purchase: Tax paid by you on all purchase of goods/service i.e. tax collected by the supplier.

o   Tax on Sale: Tax collected by you on sales of goods/service i.e. tax paid by the customer.

o   Tax deducted at source (TDS): Applicable for Indian companies. Tax required to be paid by the assessee, is deducted by the person paying the income to him. Thus, the tax is deducted at the source of income itself.

Search for an account

·         Open up the list of accounts

·         There is search bar at the top of the form

·         This search is case-insensitive where you can search for specific account names.

Editing an account

·         Once you open up the list of accounts, right swiping on account name gives two options: Edit and Delete

·         Choose Edit option

·         It will open the account in edit mode

·         And will display the already existing information

·         You can update the information and press ‘Save’ button.

Deleting an account

·         Once you open up the list of accounts, right swiping on account name gives two options: Edit and Delete

·         Choose Delete option.

·         Clicking on this button opens up a confirmation dialog box asking for account deletion.

Once you click ‘Yes’, the account gets deleted and this cannot be undone.
All corresponding transactions of the account also get deleted.

Note: You can’t:

·         Delete an account if it a part of any sales or purchase transaction.

·         Delete or edit ‘Tax Payable’ or ‘Profit/Loss’ account.

·        Delete tax accounts under category ‘Duties & Taxes’ if they are part of any transaction.

Listing transactions of each account

·         Account list displays all the accounts.

·         Tap on any account name.

·         It will display the list of transactions corresponding to that account for the selected financial year. The financial year can be changed from Settings -> General Settings.

Back to Top

Transactions

Transactions screen displays a list of all transaction types that you can enter in Book Keeper. Various transactions allowed in Book Keeper are:

·         Sales

a.       Estimate: Create estimates, sales orders, quotations etc. Convert them to Invoice

b.      Invoice: Record goods/service invoice

c.       Receipt from Customer: Record receipts from customers; set off against unpaid invoices

d.      Sales Return: Record goods returned by customer

·         Purchase

a.       Purchase Order: Create PO’s and send them to suppliers. Convert them to Purchase

b.      Purchase: Record purchase of goods

c.       Payment to Supplier: Record payments made to suppliers; set off against unpaid purchases

d.      Purchases Return: Record goods returned to suppliers

·         Expenses/Income

a.       Expense: Record business expenses incurred e.g. rent paid, cartage etc.

b.      Income: Record business income earned e.g. interest received, dividend earned etc.

·         Banking: All bank/cash transactions are recorded here

·         Debit/Credit note

a.       Customer debit/credit note: A credit note is a transaction that reduces Amounts Receivable from a customer. A debit note is a transaction that increases Amounts Receivable from a customer.

b.      Supplier debit/credit note: A debit note is a transaction that reduces Amounts Payable to a vendor. A credit note is a transaction that increases Amounts Payable to a vendor.

·         Journal: Record transactions in double-entry mode.

·         TDS on Expenses: Record purchase of services here and deduct tax at source. Make sure you created a TDS tax account first.

Some options common for all transactions:

·         Make Recurring: Any transaction can be set up as a recurring transaction. Left swipe on the transaction -> More -> Make Recurring and set the period of recurrence. The recurring transaction gets executed only when you open the company.

·         Create Duplicate: Creates a new transaction by duplicating the transaction. Left swipe on the transaction -> More -> Create Duplicate. This provides a fast method to create a new transaction if it is similar to an existing one.

Tap on ‘View all transactions’ to view all transactions for the selected financial year. Tap on ‘View all recurring transactions’ to view all recurring transactions for the selected financial year.

Note: You can change the financial year for which the transactions are displayed from Settings -> General Settings -> Select financial year.

Estimate

·         You can create sales order, estimates and quotations in Book Keeper.

·         The default heading is ‘Estimate’. You can go to Settings -> Miscellaneous Settings -> Estimate heading to change the heading of an estimate.

·         You can convert an estimate to an invoice. Left swipe on the estimate from the list, tap on ‘More’, and then tap on ‘Convert To Sale’. Please note that when you convert an estimate to an invoice, the estimate does not get deleted automatically.

·         The inventory items or accounts that you add to an order have no effect on the closing balances of items/accounts. Only when you convert an order to an invoice, the closing balances of items/accounts gets affected.

·         You can even send/print an estimate from Book Keeper itself. Right swipe on an estimate from the list, tap on ‘More’, and then tap on ‘Send Order’. Tap on Mail button at bottom and export it as PDF or HTML and send it via email etc.

·         You can add only inventory items to an estimate. You can’t add services. To add services to an estimate, we suggest you to create an inventory item having name of the service. Then add this item to the order. Now, when you convert this order to an invoice, remove the item (having name of the service) and add the actual service.

Back to Top

 

Invoice

Book Keeper lets you create invoices which you can send to your customers. Various fields while creating an invoice:

·         Invoice Number: Book Keeper automatically generates invoice numbers, and can automatically increase the number for each new invoice. If, for example, you enter INV123, Book Keeper determines the next available number (e.g. INV124) and inserts it into Invoice Number.

·         Due Date: The due date in an invoice is automatically set based on the ‘credit period’ of the customer/supplier.

·         Customer or Cash: Select a ‘Cash-in-hand’ account if this is a cash sale. For credit sales, select the name of the customer.

·         Sales: Select a ‘Sales’ account which would keep track of all your sales. For example, you can create separate sales account for separate tax accounts, Sales @ 4%, Sales @ 10% etc.

·         Add Item/Service: Add various inventory items/services to an invoice, enter their quantity and rate per unit. When you select an item, the previous sale price of that item (for the selected customer) is automatically fetched.

·         Book Keeper lets you create invoices in two separate modes:

o   Common discount/tax for all items: Enter the discount value and select a tax account for the entire invoice i.e. common discount and tax for all items. ‘Inc-Tax’ or ‘Ex-Tax’ sets whether the ‘Amount’ is inclusive or exclusive of tax.

o   Separate discount/tax for each item: Enter the discount percentage and select a tax account separately for each item/service.

·         To change the mode, tap on check box icon at bottom right. Please note that once you have created an invoice in a particular mode, you can’t change the mode.

·         The total discount value of an invoice is reflected in the account ‘Discount on Sale’

·         Reference Document: You can add a reference doc (PDF, image file etc.) to an invoice. Tap on Attachment button at bottom left and select the doc. This is for your reference only, the doc isn’t displayed anywhere.

·         Other Charges: You can add multiple other charges to an invoice. For example, freight charged, cartage charged etc. All these are charged to the customer. Please note that ‘Other Charges’ will display accounts of type ‘Indirect Income’ only.

·         Narration: Add a description here. It is displayed under ‘Remarks’ when you send an invoice.

More options in an invoice:

·         Dispatch Details: You can add dispatch details to an invoice like dispatch document number, dispatched via, destination etc. Enable this option from Settings -> Invoice Settings. These dispatch details are displayed when you send an invoice.

·         Secondary Address: You can add a secondary address of a customer to an invoice. Enable this option from Settings -> Invoice Settings. You can even change the secondary address label.

·         Company Logo and Signature: The company logo and signature (that you saved while creating a company) are displayed in the PDF of the invoice. You can change/add a logo or signature for an existing company by altering the details of the company.

·         Amount in Words: Enable this option from Settings -> Invoice Settings to display the amount in words in Indian or English numbering system.

·         The default heading of an invoice is ‘Sales Invoice’. You can go to Settings -> Invoice Settings -> Sales Invoice heading to change the heading of an invoice. You can even change the invoice footer from Settings -> Invoice Settings.

·         Book Keeper also tracks the ‘Paid/Unpaid’ status of an invoice. In the list of invoices, invoice status can be:

o   Paid: You have received full amount for the invoice.

o   Unpaid: You haven’t received any amount for this invoice. Invoice hasn’t become due yet i.e. the due date is yet to come.

o   Partial: You have received partial amount for the invoice.

o   Overdue by x days: You haven’t received any amount for this invoice. Invoice has become due i.e. the due date of the invoice has passed.

·         Mark Paid/Unpaid: You can manually mark the status of an invoice as paid or unpaid.

Sending an invoice:

·         In the list of invoices, left swipe on any invoice -> More -> Send Invoice. Tap on Mail button at bottom to export the invoice as PDF or HTML and send it to your customers. You can even share its image via WhatsApp, Viber etc.

·         Tap on Edit button at bottom to edit the ‘Reference No’ label and value, customer name & address.

Back to Top

Receipt from Customer

All payments received from your customers/debtors can be entered here. Various fields while creating a receipt transaction:

·         Receipt Number: Book Keeper automatically generates receipt numbers, and can automatically increase the number for each new receipt. If, for example, you enter RCV123, Book Keeper determines the next available number (e.g. RCV124) and inserts it into Receipt Number.

·         Received Into Account: Select a cash or bank account

·         Received From: Select customer account

·         Receipt against invoice: Select the list of outstanding bills against which you are receiving the amount. You can even enter partial amount of an outstanding bill.

·         Discount given: You may give some discount to the customer on receipt. Once this is checked, select the appropriate discount account and enter the amount. Please note that the discount account will be of type ‘Direct Expenses’.

·         Reference Document: You can add a reference doc (PDF, image file etc.) to a receipt. Tap on Attachment button at bottom left and select the doc. This is for your reference only, the doc isn’t displayed anywhere.

Send a receipt:

·         In the list of receipts, left swipe on any receipt -> More -> Send Receipt. Tap on Mail button at bottom to export the receipt as PDF or HTML and send it to your customers. You can even share its image via WhatsApp, Viber etc.

More options in a receipt:

·         Company Logo and Signature: The company logo and signature (that you saved while creating a company) are displayed in the PDF of the receipt. You can change/add a logo or signature for an existing company by altering the details of the company. You can enable this option from Settings -> Invoice Settings

·         Amount in Words: Enable this option from Settings -> Invoice Settings to display the amount in words in Indian or English numbering system.

·         Invoice No. In Receipt: In a receipt, you can display the invoice number and the amount against which you received payment from the customer. Enable this option from Settings -> Miscellaneous Settings

Back to Top

Sales Return

You can record the return of goods sold here. Various fields while creating a ‘Sales Return’ transaction:

·         Sales Return Number: Book Keeper automatically generates sales return numbers, and can automatically increase the number for each sales return. If, for example, you enter SLR123, Book Keeper determines the next available number (e.g. SLR124) and inserts it into Sales Return Number.

·         Sales Return: Select an account (of type ‘Sales Return’) which would keep track of all your sales return.

·         Customer or Cash: Select a cash or customer account.

·         Set off against invoice: Select the list of outstanding bills against which you want to set off this sales return transaction. You can even enter partial amount of an outstanding bill.

·         Add Item: Add various inventory items to sales return, enter their quantity and rate per unit.

·         Book Keeper lets you create sales return in two separate modes:

o   Common discount/tax for all items: Select a tax account for the entire transaction i.e. common tax for all items. ‘Inc-Tax’ or ‘Ex-Tax’ sets whether the ‘Amount’ is inclusive or exclusive of tax.

o   Separate discount/tax for each item: Enter the discount percentage and select a tax account separately for each item.

·         To change the mode, tap on check box icon at bottom right. Please note that once you have created a transaction in a particular mode, you can’t change the mode.

Back to Top

Purchase Order

·         You can create purchases orders (PO) in Book Keeper.

·         You can convert a PO to a purchase. Left swipe on a purchase order from the list, tap on ‘More’ and then tap on ‘Convert To Purchase’. Please note that when you convert a purchase order to a purchase, the purchase order does not get deleted automatically.

·         The inventory items or accounts that you add to an order have no effect on the closing balances of items/accounts. Only when you convert an order to a purchase, the closing balances of items/accounts gets affected.

·         You can even send/print a purchase order from Book Keeper itself. Left swipe on a purchase order from the list, tap on ‘More’ and then tap on ‘Send Order’. Tap on Mail button at bottom and export it as PDF or HTML and send it via email etc.

·         You can add only inventory items to a purchase order. You can’t add services.

Back to Top

Purchase

Book Keeper lets you create purchase transactions which you can send to your suppliers. Various fields while creating a purchase:

·         Purchase Number: Book Keeper automatically generates purchase numbers, and can automatically increase the number for each new purchase. If, for example, you enter PUR123, Book Keeper determines the next available number (e.g. PUR124) and inserts it into Purchase Number.

·         Due Date: The due date in a purchase is automatically set based on the ‘credit period’ of the supplier/customer.

·         Supplier or Cash: Select a ‘Cash-in-hand’ account if this is a cash purchase. For credit purchase, select the name of the supplier or bank OD (credit card) account.

·         Purchase: Select a ‘Purchase’ account which would keep track of all your purchases. For example, you can create separate purchase accounts for separate tax accounts, Purchase @ 4%, Purchase @ 10% etc.

·         Add Item: Add various inventory items to purchase transaction, enter their quantity and rate per unit. You can’t add services to a purchase. When you select an item, the previous purchase price of that item (for the selected supplier) is automatically fetched.

·         Book Keeper lets you create purchase in two separate modes:

o   Common discount/tax for all items: Enter the discount value and select a tax account for the entire purchase i.e. common discount and tax for all items. ‘Inc-Tax’ or ‘Ex-Tax’ sets whether the ‘Amount’ is inclusive or exclusive of tax.

o   Separate discount/tax for each item: Enter the discount percentage and select a tax account separately for each item.

·         To change the mode, tap on check box icon at bottom right. Please note that once you have created a purchase in a particular mode, you can’t change the mode.

·         The total discount value of a purchase is reflected in the account ‘Discount on Purchase’

·         Reference Document: You can add a reference doc (PDF, image file etc.) to a purchase. Tap on Attachment button at bottom left and select the doc. This is for your reference only, the doc isn’t displayed anywhere.

·         Other Expenses: You can add multiple other expenses to a purchase. For example, freight expenses, cartage expenses etc. All these expenses are paid by you. Please note that ‘Other Expenses’ will display accounts of type ‘Indirect Expenses’ only.

·         Narration: Add a description here. It is displayed under ‘Remarks’ when you send a purchase.

More options in purchase:

·         Secondary Address: You can add a secondary address of a supplier to a purchase. Enable this option from Settings -> Invoice Settings. You can even change the secondary address label.

·         Company Logo and Signature: The company logo and signature (that you saved while creating a company) are displayed in the PDF of the purchase. You can change/add a logo or signature for an existing company by altering the details of the company.

·         You can change the footer from Settings -> Invoice Settings.

·         Amount in Words: Enable this option from Settings -> Invoice Settings to display the amount in words in Indian or English numbering system.

·         Book Keeper also tracks the ‘Paid/Unpaid’ status of a purchase. In the list of purchases, purchase status can be:

o   Paid: You have paid full amount for the purchase.

o   Unpaid: You haven’t paid any amount for this purchase. Purchase hasn’t become due yet i.e. the due date is yet to come.

o   Partial: You have paid partial amount for the purchase.

o   Overdue by x days: You haven’t paid any amount for this purchase. Purchase has become due i.e. the due date of the purchase has passed.

·         Mark Paid/Unpaid: You can manually mark the status of a purchase as paid or unpaid.

Sending a purchase:

·         In the list of purchases, Left swipe on any purchase -> More -> Send Invoice. Tap on Mail button at bottom to export the purchase as PDF or HTML and send it to your suppliers. You can even share its image via WhatsApp, Viber etc.

·         Tap on Edit button at bottom to edit the ‘Reference No’ label and value, supplier name & address.

Back to Top

Payment to Supplier

All payments paid to your suppliers/creditors can be entered here. Various fields while creating a payment transaction:

·         Payment Number: Book Keeper automatically generates payment numbers, and can automatically increase the number for each new payment. If, for example, you enter PAY123, Book Keeper determines the next available number (e.g. PAY124) and inserts it into Payment Number.

·         Paid From Account: Select a cash or bank account

·         Paid To: Select supplier account

·         Payment against purchase: Select the list of outstanding bills against which you are paying the amount. You can even enter partial amount of an outstanding bill.

·         Discount received: You may get some discount from the supplier on payment. Once this is checked, select the appropriate discount account and enter the amount. Please note that the discount account will be of type ‘Direct Income’.

·         Reference Document: You can add a reference doc (PDF, image file etc.) to a payment. Tap on Attachment button at bottom left and select the doc. This is for your reference only, the doc isn’t displayed anywhere.

Send a payment/remittance advice:

·         In the list of payments, left swipe on any payment -> More -> Send Remittance Advice. Tap on Mail button at bottom to export the payment/remittance advice as PDF or HTML and send it to your suppliers. You can even share its image via WhatsApp, Viber etc.

More options in a payment:

·         Company Logo and Signature: The company logo and signature (that you saved while creating a company) are displayed in the PDF of the payment/remittance advice. You can change/add a logo or signature for an existing company by altering the details of the company. You can enable this option from Settings -> Invoice Settings

·         Amount in Words: Enable this option from Settings -> Invoice Settings to display the amount in words in Indian or English numbering system.

·         Invoice No. In Remittance Advice: In a payment/remittance advice, you can display the purchase number and the amount against which you made payment to the supplier. Enable this option from Settings -> Miscellaneous Settings

Back to Top

Purchases Return

You can record the return of goods purchased here. Various fields while creating a ‘Purchase Return’ transaction:

·         Purchase Return Number: Book Keeper automatically generates purchase return numbers, and can automatically increase the number for each purchase return. If, for example, you enter PRR123, Book Keeper determines the next available number (e.g. PRR124) and inserts it into Purchase Return Number.

·         Purchase Return: Select an account (of type ‘Purchases Return’) which would keep track of all your purchase return.

·         Supplier or Cash: Select a cash or supplier account.

·         Set off against purchase: Select the list of outstanding bills against which you want to set off this purchase return transaction. You can even enter partial amount of an outstanding bill.

·         Add Item: Add various inventory items to purchase return, enter their quantity and rate per unit.

·         Book Keeper lets you create purchase return in two separate modes:

o   Common discount/tax for all items: Select a tax account for the entire transaction i.e. common tax for all items. ‘Inc-Tax’ or ‘Ex-Tax’ sets whether the ‘Amount’ is inclusive or exclusive of tax.

o   Separate discount/tax for each item: Enter the discount percentage and select a tax account separately for each item.

·         To change the mode, tap on check box icon at bottom right. Please note that once you have created a transaction in a particular mode, you can’t change the mode.

Back to Top

Expense

Record all expenses of your business here. Various fields while creating an expense transaction:

·         Payment Number: Book Keeper automatically generates payment numbers, and can automatically increase the number for each new expense/payment. If, for example, you enter PAY123, Book Keeper determines the next available number (e.g. PAY124) and inserts it into Payment Number.

·         Paid from Account: Select a cash or bank account

·         Paid To: Select various expense accounts and enter corresponding amount

·         Reference Document: You can add a reference doc (PDF, image file etc.) to a receipt. Tap on Attachment button at bottom left and select the doc. This is for your reference only, the doc isn’t displayed anywhere.

·         Narration: Add an optional description here like mode of payment (cash or cheque details or bank transfer details etc.)

Back to Top

Income

Record all income of your business here. Various fields while creating an income transaction:

·         Receipt Number: Book Keeper automatically generates receipt numbers, and can automatically increase the number for each new receipt/income. If, for example, you enter RCV123, Book Keeper determines the next available number (e.g. RCV124) and inserts it into Receipt Number.

·         Received Into Account: Select a cash or bank account

·         Received From: Select various income accounts and enter corresponding amount

·         Reference Document: You can add a reference doc (PDF, image file etc.) to a receipt. Tap on Attachment button at bottom left and select the doc. This is for your reference only, the doc isn’t displayed anywhere.

·         Narration: Add an optional description here like mode of receipt (cash or cheque details or bank transfer details etc.)

Banking

·         All bank/cash transactions like deposit of cash into a bank account, withdrawal of cash from a bank account and transfer of amount from one bank account to another are recorded here.

·         These transactions are called Contra entries and hence the transaction numbers are marked as CON1, CON2 etc. which you can edit anytime.

Debit/Credit Note

·         Customer debit/credit note: A credit note is a transaction that reduces Amounts Receivable from a customer. A debit note is a transaction that increases Amounts Receivable from a customer.

·         Supplier debit/credit note: A debit note is a transaction that reduces Amounts Payable to a vendor. A credit note is a transaction that increases Amounts Payable to a vendor.

·         While creating a debit note, you have to select the name of the customer/supplier, select multiple credit accounts and enter corresponding amount.

·         While creating a credit note, you have to select the name of the customer/supplier, select multiple debit accounts and enter corresponding amount.

·         The transaction numbers are marked as JRN1, JRN2 etc. which you can edit anytime.

Back to Top

Journal

If you are aware of the three golden rules of accounting and are comfortable with entering transactions in double-entry mode, then this option is for you. You can enter all types of transaction here (sale, purchase, receipt, payment etc.) in double-entry mode.

TDS on Expenses

This is applicable for Indian companies. TDS means Tax Deducted at Source. The concept of TDS was introduced in the Income Tax Act, 1961, with the objective of deducting the tax on an income, at the source of income. It is one of the methods of collecting Income Tax, which ensures regular flow of income to the Government.

Example: ABC Ltd. is making the payment towards Rent to the owner of the building, it is required to deduct the tax on the income (i.e. before payment to the owner), at the source of income.

Before recording a TDS transaction, make sure you created a TDS tax account first. A TDS transaction can be regarded as purchase of services. Various fields while creating a TDS transaction:

·         Purchase Number: Book Keeper automatically generates purchase numbers, and can automatically increase the number for each new purchase. If, for example, you enter PUR123, Book Keeper determines the next available number (e.g. PUR124) and inserts it into Purchase Number.

·         Due Date: The due date in a purchase is automatically set based on the ‘credit period’ of the supplier/customer.

·         Supplier or Cash: Select a ‘Cash-in-hand’ account if this is a cash purchase. For credit purchase, select the name of the supplier or bank OD (credit card) account.

·         Purchase: Select an ‘Indirect Expense’ or ‘Purchase’ account. For example, you rendered advertisement services of a company (supplier), so you would create an ‘Indirect Expense’ account called ‘Advertisement Expenses’.

·         Add Item: Add various inventory items to purchase transaction, enter their quantity and rate per unit. You can’t add services to a purchase.

·         Make sure that the mode of this transaction is set to ‘Common discount/tax for all items’. To change the mode, tap on check box icon at bottom right.

·         Check ‘Tax’ and select the appropriate TDS tax account.

·         Reference Document: You can add a reference doc (PDF, image file etc.) to a purchase. Tap on Attachment button at bottom left and select the doc. This is for your reference only, the doc isn’t displayed anywhere.

·         Narration: Add a description here. It is displayed under ‘Remarks’ when you send a purchase.

Back to Top

Post dated transactions

You can enter post dated transactions in Book Keeper. All you need to do is set the voucher date to some future date. Please note only receipt, payment & contra transactions can be set as post dated.

When you save a post dated transaction, the balances of the accounts will only be affected on the date of the transaction.

Stock Journal

Stock Journal is a Journal in which all types of stock adjustments are entered. Two types of stock journal voucher:

·         Stock Consumption voucher: This would lead to a decrease in the inventory quantity & value. Steps to create this voucher:

1.       Go to Transactions -> Invoice -> Create Invoice

2.       Enter the item quantity & rate per unit

3.       Select any sales and cash account. Before saving the voucher, set the amount field to zero. This would make sure that the account values are not disturbed; only the inventory values are reduced.

4.       Enter appropriate narration and save the voucher.

 

·         Stock Issue voucher: This would lead to an increase in the inventory quantity & value. Steps to create this voucher:

1.       Go to Transactions -> Purchase -> Record Purchase of Goods

2.       Enter the item quantity & rate per unit

3.       Select any purchase and cash account. Before saving the voucher, set the amount field to zero. This would make sure that the account values are not disturbed; only the inventory values are increased.

4.       Enter appropriate narration and save the voucher.

Back to Top

Manufacturing Journal

The core process of manufacturing involves raw materials that are transformed into finished goods. Such finished goods may be used for manufacturing other, more complex products, or sold to your customers.
Businesses in manufacturing can benefit immensely from Book Keeper. You can easily create a manufacturing journal in Book Keeper.

·         Enable Manufacturing Journal:

1.       In the company list, swipe company name -> More -> Alter Company

2.       Enable 'Manufacturing Company?' and Save

3.       You shall be able to view 'Manufacturing Journal' option in Transactions

4.       While creating a new company, you can enable the above option.

 

·         Create Manufacturing Journal:

1.       Go to Transactions -> Manufacturing Journal -> Create

2.       Enter the voucher date and number

3.       Select the list of input/consumed items i.e. raw materials used in manufacturing

4.       Enter their quantity and rate per unit.

5.       Select the list of finished items i.e. items produced in manufacturing

6.       Enter the quantity and percentage of total value allocated to this item.

7.       In a manufacturing process if there is a single finished item, then the percentage of total value allocated to this item will be 100%.

8.       On the basis of this percentage and quantity, the rate per unit of the finished items is computed automatically.

9.       Enter narration and save the voucher.

 

Note:

·         Book Keeper doesn't support Bills of Material (BOM). You can't specify the components that go in to manufacturing of an item while creating an item.
However there is a workaround; no need for you to select input/consumed items each time a product is manufactured. We suggest you to create a duplicate of an existing manufacturing journal and alter its details.

·         You can't specify additional manufacturing costs while creating a manufacturing journal. You have to create separate transactions for this.

Back to Top

Searching a transaction

·         When you open the list of transactions, it displays a search bar at the top.

·         You can type anything here, and it filters the transactions according to search criteria. You can search for account names, inventory, voucher number, narration etc.

Edit a transaction

·         In the list of transactions being displayed, tap on any transaction, it will open the transaction in edit mode.

·         Make the desired changes and press save button.

Deleting a transaction

·         In the list of transactions being displayed, tap on any transaction, it will open the transaction in edit mode.

·         In edit mode, delete button is visible at the bottom, tap this button.

·         It will prompt for confirmation and once you choose ‘Yes’, the particular transaction gets deleted.

·         You can also delete a transaction by right swiping on the desired transaction in the list of transactions and then tap on ‘Delete’

Transfer of Profit or Loss to Capital or Retained Earnings account

Profit & Loss A/c shall be closed at the end of the fiscal period by transferring its balance (profit or loss) to either the Capital account or the Profit and Loss Appropriation account (or Retained Earnings account).

At the end of the fiscal year, the net profits can be ultimately transferred to the Capital account through below journal entry:
Profit & Loss A/c (Debit)
Capital A/C (Credit)

The journal entry for transfer of the net loss from Profit & Loss A/c to the Capital account would be:
Capital A/C (Debit)
Profit & Loss A/c (Credit)

Similar entries can be created for transferring profit or loss to Profit and Loss Appropriation account (or Retained Earnings account)

Back to Top

Inventory

Under inventory, there are three options:

·         Inventory item

·         Unit of measure

·         Service

Listing all inventory items

·        Choose Inventory Item, it will display the list of inventory items with units left of each item.

Adding a new inventory item

·         Tap the + button being displayed at the top of ‘Inventory Item’ screen

·         It will open a new form, asking information about new inventory item

·         Please note that you can’t create an inventory item if no unit of measure exists. You need to create a unit first.

·         Make sure to select the appropriate category/subcategory. BK creates ‘default’ category/subcategory of items. You can create new as explained in next section.

·         You can even add photos of inventory items. These photos can be viewed while creating invoices/purchase.

Item categories & subcategories

·         You can classify various inventory items by creating appropriate categories & subcategories. Book Keeper provides the option to create such categories & subcategories.

·         The benefit of creating various item categories & subcategories is that the Inventory Summary report displays the closing inventory values (closing quantity, value) sorted by each category & subcategory.

·         Tap on ‘More’ icon at the top of ‘Add Inventory Item’ screen to add, modify or delete item categories or subcategories.

Editing an inventory item

·         For each inventory item, left swipe on an inventory item to edit or delete an item.

·         You can tap edit button, it will open that particular inventory item in edit mode, and you can update its information and save.

Deleting an inventory item

·         For each inventory item, left swipe on an inventory item to edit or delete an item.

·         You can delete this inventory item, it will prompt for confirmation.

·         Once you choose ‘Yes’, inventory item will be deleted.

Note: You can’t delete an inventory item if it is a part of any sales or purchase transaction.

Listing all transactions of an inventory item

·         From the list of inventory items, you can tap on any inventory item. It will open up list of transactions which involves sale or purchase of this inventory item.

Back to Top

Listing units of measure

·         From Inventory menu, choose Unit Of Measure

·         It will display the list of all the units of measure

Creating unit of measure

·         Tap the + button at the top of the ‘Unit of Measure’ screen.

·         It will display a new form asking for unit name and symbol. E.g. Unit name is ‘liters’ and symbol is ‘lts’. The symbol of the item is displayed next to quantity in invoices, reports etc.

·         Fill in the required information and click ‘Save’.

Editing unit of measure

·         Left swipe on any unit of measure, it shall display option to edit or delete a unit

·         Tap on edit and update its information

Deleting unit of measure

·         Left swipe on any unit of measure, it shall display option to edit or delete a unit

·         You can choose delete, it will prompt for confirmation and will delete that particular unit of measure.

Note: You can’t delete a unit of measure if it used by one or more inventory items.

Listing service

·         From Inventory menu, choose Service

·         It will display list of all the services created by you.

Creating service

·         Tap the + button at the top of the ‘Service’ screen.

·         It will display a new form asking for service name and description. The description is optional.

·         Fill in the required information and click ‘Save’.

Editing service

·         Left swipe on any service, it shall display option to edit or delete a unit

·         Tap on edit and update its information

Deleting service

·         Left swipe on any service, it shall display option to edit or delete a unit

·         You can choose to delete, it will prompt for confirmation and will delete that particular service

Note: You can’t delete a service if it is a part of any sales transaction.

Back to Top

Reports

Book Keeper generates comprehensive financial reports automatically which help you dig deeper into your company’s financial health.

Book Keeper generates various reports like Balance Sheet, Profit & Loss Account, Day Book, Trial Balance, Cash Flow Statement, Ratio Analysis, Account Statement/Ledger, Aged Receivable/Payable, Customer/Supplier List, Outstanding Bills, Inventory Summary, Inventory Item Details, Tax Computation.

User can select a time period and view all these reports in detailed as well as condensed view. You can export the reports in various formats like PDF, CSV, and HTML. You can email/share these reports from within the app itself.

Please note that Book Keeper supports AVCO (Average Cost) and FIFO (First In First Out) inventory valuation methods. You can change the valuation method from Settings -> Report Settings.

Back to Top

Passcode

Creating a passcode

When you install Book Keeper, there is no login passcode. However, you can secure your company databases by creating a login passcode from Settings menu. Every time you open the app, you need to enter this passcode.

This passcode is local and stored on your device, so we recommend you to take its backup on your mailbox. This can be done from Settings -> Passcode Settings. If you forget this passcode and haven’t taken any backup, there is a way to recover this passcode. Drop us a mail, we shall let you know.

 

Since this passcode is local for a particular device, your Book Keeper installations on other devices and platforms will have a different passcode.

 

Changing the passcode

Go to Settings -> Passcode Settings, tap on Change Passcode and type new passcode.

Back to Top

Backup/Restore data

There are multiple ways to backup data from Book Keeper iOS. You can backup company data from one device and restore it on same or another device.

In the company list, left swipe on the company name and tap on ‘More’. You can backup via Mail and Dropbox.

·         Email: A backup file is attached to your mail (extension .db_BookKeeper_Backup). Kindly send this mail to yourself. For restore, open this mail, tap on the attachment, open in Book Keeper, and tap on Restore.

·         Dropbox: A backup file is saved in your Dropbox folder (Apps -> Book Keeper Backups). Please give Book Keeper permission to access this folder. For restore, open Dropbox app on your iOS device, tap on the backup file, open in Book Keeper, and tap on Restore.

Online Sync/Auto Sync

The Online Sync service provides continuous online backup of your companies. If you have more than one device, the service will keep your company accounts and transactions in sync on all devices.
This service is available via Dropbox Sync feature. You need to have an account on Dropbox for online sync to work.

Read this doc for more:

https://app.box.com/s/hy9eeprtgybph62gbieu

Date Format

You can change the date format (in reports, invoices etc.) in Settings -> General Settings

Currency format/symbol

You can change the currency symbol ($, €, ₤ etc.) in Settings -> Report Settings

You can change the currency format (123,456.89 or 1,23,5456.89 or 123 456,89) in Settings -> Report Settings

Number of decimal places

You can change the number of decimal places from Settings -> General Settings. Upto three decimal places are allowed in Book Keeper.

Sync with Tally

Book Keeper (Android version only) provides import/export of data to/from TallyTM

Read this doc for more:

http://tinyurl.com/SyncWithTally

Import From CSV/Excel

Book Keeper (Android version only) allows you to import accounts and inventory info from an Excel/CSV file. Read this doc for more:

https://app.box.com/s/emk6lzsnezpz3dkbe5np

Bank Reconciliation

Book Keeper (Android, Windows version only) allows you to reconcile bank statements. Reconciling the company's bank books with the banker's statement is a regular task of accounting. Open your company, tap on Tools -> Bank Reconciliation to get started.