Author: webmaster

  • View Supplier Balances

    What this is for:
    Supplier balances show how much you owe each supplier.
    This helps you track outstanding amounts before making payments.

    Open Suppliers

    1. From the left-hand menu, click Suppliers.

    If Suppliers is not visible:

    1. Click Customize
    2. Tick Suppliers
    3. Click Update

    View supplier balances

    1. In the Suppliers list, review the Balance column
    2. Each balance shows the outstanding amount for that supplier

    View individual supplier details

    1. Click on a supplier name
    2. Review:
      • Total outstanding balance
      • List of bills or transactions linked to the supplier

    Sort and search suppliers

    • Use the Search box to find a supplier by name
    • Click column headings to sort suppliers by balance or name

    Notes

    • A zero balance means nothing is currently owed to the supplier.
    • Negative or positive balances depend on how transactions were recorded.
    • Supplier balances update automatically when payments are recorded.

  • Add a Supplier

    What this is for:
    Suppliers are people or businesses you buy goods or services from.
    You must add a supplier before recording payments or expenses linked to them.

    Open Suppliers

    1. From the left-hand menu, click Suppliers.

    If Suppliers is not visible:

    1. Click Customize
    2. Tick Suppliers
    3. Click Update

    Create a new supplier

    1. Click New Supplier
    2. Enter the Name of the supplier
      • Example: PHCN, Office Rent, Internet Provider
    3. Enter the Email address (optional)
    4. Enter the Phone number (optional)
    5. Enter the Address (optional)

    Save the supplier

    1. Click Create

    The supplier will now appear in the supplier list and can be selected when creating payments or expenses.

    Notes

    • Supplier details can be edited at any time by opening the supplier and clicking Edit.
    • Adding supplier details helps keep payments and expenses organised.

  • Create a Payment

    What this is for:
    Payments are used to record money paid out of the business, such as supplier payments, expenses, or other outgoing bank or cash transactions.

    Open Payments

    1. From the left-hand menu, click Payments.

    If Payments is not visible:

    1. Click Customize
    2. Tick Payments
    3. Click Update

    Create a new payment

    1. Click New Payment
    2. Select the Supplier (if applicable)
    3. Enter the Date of payment
    4. Select the Account the money was paid from
      • Example: Bank account or Cash account
    5. Enter the Amount paid
    6. Enter a Reference (optional)
      • Example: Bank transfer reference, cheque number, or POS reference

    Allocate the payment (if applicable)

    1. Under Bills or Expenses, select the item being paid
    2. Confirm the amount applied

    If the payment is not linked to a specific bill, it will be recorded as a general payment.

    Save the payment

    1. Click Create

    The payment will now be recorded and reflected in the selected bank or cash account.

    Notes

    • Payments can be edited later by opening the payment and clicking Edit.
    • If a payment is made in error, it can be corrected or reversed.

  • Common First Actions on Bookkeeper

    What this is for:
    These are basic setup actions most users complete when they first start using Bookkeeper.
    They help ensure your company information and access details are correct before daily use.

    Update your company name and details

    What this is for:
    This ensures your business name and address appear correctly on invoices and reports.

    Open Business Details

    1. From the left-hand menu, click Settings
    2. Click Business Details

    Update details

    1. Review the Business name
    2. Update the Address if required
    3. Click Update

    Change your password

    What this is for:
    Changing your password helps keep your account secure.

    Open user profile

    1. Click your name or profile icon
    2. Select Change password

    Update password

    1. Enter your current password
    2. Enter your new password
    3. Click Update

    Set basic defaults

    What this is for:
    Defaults help reduce the amount of information you need to enter each time you create invoices or receipts.

    Open Settings

    1. From the left-hand menu, click Settings

    Review common defaults

    Depending on your setup, you may see options such as:

    • Default currency
    • Default bank account
    • Default payment terms

    Update any values if required, then click Update.

    Detailed setup options are covered in separate guides.

    Review your Chart of Accounts

    What this is for:
    The Chart of Accounts is the list used to organise income, expenses, assets, and liabilities.

    Open Chart of Accounts

    1. From the left-hand menu, click Chart of Accounts

    Review accounts

    • Scroll through the list
    • Confirm the main accounts exist (e.g. Bank, Cash, Sales, Expenses)

    No changes are required at this stage unless instructed.

    Detailed guidance on adding or editing accounts is available in a separate guide.

    Add or review bank and cash accounts

    What this is for:
    These accounts are used when recording customer payments and expenses.

    Open Bank Accounts

    1. From the left-hand menu, click Bank Accounts (or Cash Accounts, if applicable)

    Review accounts

    • Ensure at least one bank or cash account exists
    • Confirm the account name matches how you receive money

    Notes

    • You do not need to complete everything at once.
    • Most items can be updated later if needed.
    • If you are unsure about any setting, leave it unchanged and continue using the system.

  • Create a Chart of Accounts

    What this is for:
    The Chart of Accounts is the list used to organise all financial activities in Bookkeeper.
    It includes items such as income, expenses, bank accounts, cash, and other balances.

    Open Chart of Accounts

    1. From the left-hand menu, click Chart of Accounts.

    If Chart of Accounts is not visible:

    1. Click Customize
    2. Tick Chart of Accounts
    3. Click Update

    Create a new account

    1. Click New Account
    2. Select the Account type
      • Example: Income, Expense, Asset, Liability
    3. Enter the Name of the account
      • Example: Sales, Office Expenses, Internet & Data
    4. Enter a Code (optional)
    5. Select a Tax code (if applicable)

    Save the account

    1. Click Create

    The account will now appear in the Chart of Accounts list and can be selected when recording transactions.

    Notes

    • Bookkeeper comes with a default Chart of Accounts that works for most businesses.
    • You only need to create new accounts if something is missing.
    • Accounts can be edited or made inactive later if they are no longer needed.

  • Create a Sales Invoice

    What this is for:
    Sales Invoices are used to request payment from customers for goods sold or services provided.
    They help you track how much customers owe you and when payment is due.

    Open Sales Invoices

    1. From the left-hand menu, click Sales Invoices.

    If Sales Invoices is not visible:

    1. Click Customize (at the bottom of the menu)
    2. Tick Sales Invoices
    3. Click Update

    Create a new Sales Invoice

    1. Click New Sales Invoice
    2. Select a Customer
    3. Enter or confirm:
      • Date – the invoice date
      • Due date – when payment is expected
      • Reference – optional (e.g. INV-001)

    Add invoice details

    1. In the description field, enter what you are charging for
      • Example: “Consulting services – January”
    2. Enter the Quantity (if applicable)
    3. Enter the Unit price or Amount

    Add additional lines if needed.

    Create the invoice

    1. Review the total amount
    2. Click Create

    The invoice will open automatically after it is created.

    Send the invoice

    1. Click Email
    2. Confirm the customer’s email address
    3. Click Send

    You can also download the invoice as a PDF if you prefer to share it manually.

    Notes

    • Sales Invoices remain unpaid until a payment is recorded.
    • You can view all unpaid invoices under Sales Invoices.

  • Create a Customer

    What this is for:
    Customers are people or businesses you sell goods or services to.

    Open Customers

    1. From the left-hand menu, click Customers.

    If Customers is not visible:

    1. Click Customize (at the bottom of the menu)
    2. Tick Customers
    3. Click Update

    Create a new customer

    1. Click New Customer
    2. Enter the Name of the customer
      • Example: ABC Trading Limited
    3. Enter the Email address (optional but recommended)
    4. Enter the Phone number (optional)
    5. Enter the Billing address (optional)

    Save the customer

    1. Click Create

    The customer will now appear in your customer list and can be selected when creating a sales invoice.

    Notes

    • Customer details can be edited at any time by opening the customer and clicking Edit.
    • Adding an email address makes it easier to send invoices directly from Bookkeeper.

  • Create a Receipt

    What this is for:
    Receipts are used to record money received from customers.
    This is commonly used when customers pay by bank transfer, POS, or cash.

    Open Receipts

    1. From the left-hand menu, click Receipts.

    If Receipts is not visible:

    1. Click Customize
    2. Tick Receipts
    3. Click Update

    Create a new receipt

    1. Click New Receipt
    2. Select the Customer
    3. Enter the Date the payment was received
    4. Select the Account the money was paid into
      • Example: Bank account, Cash account
    5. Enter the Amount received
    6. Enter a Reference (optional)
      • Example: Bank transfer reference or POS receipt number

    Apply the receipt to an invoice (if applicable)

    1. Under Sales Invoices, tick the invoice being paid
    2. Confirm the amount applied matches the invoice amount

    If the payment is for multiple invoices, tick each relevant invoice.

    Save the receipt

    1. Click Create

    The receipt will now be recorded, and any linked invoice will show as paid or part-paid.

    Notes

    • If you do not select an invoice, the receipt will be recorded as an advance or unmatched payment.
    • Receipts can be viewed and edited later by opening them from the Receipts list.

  • View Unpaid Sales Invoices

    What this is for:
    This screen shows all sales invoices that have not yet been fully paid.
    It helps you see which customers still owe money and how much is outstanding.

    Open Sales Invoices

    1. From the left-hand menu, click Sales Invoices.

    If Sales Invoices is not visible:

    1. Click Customize
    2. Tick Sales Invoices
    3. Click Update

    Filter unpaid invoices

    1. At the top of the Sales Invoices list, use the Status filter
    2. Select Unpaid

    Only invoices that are not fully paid will be displayed.

    View invoice details

    1. Click on any invoice in the list
    2. Review:
      • Customer name
      • Invoice date
      • Total amount
      • Outstanding balance

    Sort and search invoices

    • Use the Search box to find an invoice by customer name or reference
    • Click column headings (such as Due date or Amount) to sort the list

    Notes

    • Invoices marked as Paid will not appear in the Unpaid list.
    • Part-paid invoices will still appear until the full amount is received.

  • Add a Bank Account

    What this is for:
    Bank accounts are used to record money received from customers and payments made by the business.
    You must have at least one bank account before recording bank transfers.

    Open Bank Accounts

    1. From the left-hand menu, click Bank Accounts.

    If Bank Accounts is not visible:

    1. Click Customize
    2. Tick Bank Accounts
    3. Click Update

    Create a new bank account

    1. Click New Bank Account
    2. Enter the Name of the bank account
      • Example: GTBank – Current Account
    3. Enter the Account number (optional)
    4. Enter the Opening balance (if applicable)
    5. Select the Date for the opening balance

    Save the bank account

    1. Click Create

    The bank account will now appear in the Bank Accounts list and can be selected when recording receipts or payments.

    Notes

    • You can add multiple bank accounts if your business uses more than one bank.
    • Opening balances can be added later if you are unsure of the amount.
    • Bank account details can be edited at any time by opening the account and clicking Edit.

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