Getting started

1Before you start #

You need three things from your administrator: the address of your InvoiceNET site, your user name, and a password. A new user usually gets an e-mail with a Set your password link instead of a password.

• Use a current Chrome, Edge, Firefox or Safari. Phones and tablets work too.
• The set-password link works once. Choose a password with at least 8 characters, an upper-case letter, a lower-case letter and a digit, type it twice and press Set my password, then Go to sign in.
• If the link says This link cannot be used, it was already used or has expired - ask your administrator to send a new one.

2Sign in #

1. Open your InvoiceNET address. The Welcome screen appears.
2. Type your User Name and Password.
3. Leave Save Password ticked on your own device; untick it on a shared computer. Your user name is always remembered.
4. Press Login. It reads Signing in... while it works.

Forgot your password? Press Forgot password?, check the Login name, and press Send reset link. A reset link goes to the e-mail address on your account.

• One session at a time. Signing in on another device or browser signs the first one out; it then says so on the Welcome screen.
• Terms for users of this system. If your firm has published terms, they appear once after sign-in. Press I accept these terms to continue; Not now cancels the sign-in.
• Terms of use and Privacy statement are linked at the foot of the Welcome screen.

3Choose your company #

After signing in you reach Company Selection (Session Setup). Your last choices are remembered, so on most days you only press Continue.

1. Under Assigned Companies, pick the company. Each card shows its Code, Database and Financial Year - the financial year belongs to the company, there is no separate year to choose. Type in Search company or database to narrow a long list.
2. ERP edition: under Branch And Report Options, pick your Branch and the Report Option (which branches your reports cover). If you pick the group option, also pick the Group Company.
3. Press Continue. It reads Opening... while the company loads, then the main screen opens.

• An amber banner warns that the licence is close to its end date; a red one means it has expired and Continue is refused - contact your software vendor.
• The first time for each licence, the product Terms of Use appear after Continue: press I accept these terms.
• Keys here: Tab / Shift+Tab move between choices, Enter takes the highlighted one, Esc shows or hides the help panel.

4The main screen #

The sidebar lists the modules you have been given. Type in Search menu to find a screen by name. Some groups open in place; others open a page of cards - click a card, or move with the arrow keys and press Enter. The refresh icon next to Menu reloads the menu after an administrator changes it.

Tabs. Every screen opens in its own tab across the top, so you can keep several open. A tab you leave keeps its half-filled entry. Close a tab with its x, or right-click it for Close, Close all except this and Close all.

5Keys and help on every screen #

Masters and vouchers share one toolbar and one set of keys.

The Help panel sits on the right of each screen. Collapsed, it shows a Help label - press the arrow to open it. It explains the screen step by step, every field, who may do what and the shortcut keys.

Messages. Problems with an entry are listed at the top of the screen, all at once and numbered, so you can fix them together. Short notices ("Saved", "Access denied") appear for a few seconds in the bottom corner; press x to close one early.

6First-day setup checklist (administrators) #

Work down this list once, when the company is new. Each item names the screen to use.

1. Company details - name, address, GSTIN and logo that print on documents (Company Details).
2. Branches (ERP edition) - one per location that keeps its own stock or books (Branch Master). Professional uses the main branch only.
3. General settings - the company's working rules (General Settings).
4. Mail account - the e-mail account the software sends from; press Send test to check it (Mail Accounts).
5. Users - add each person with Add user (F3), or add a template once and base users on it. Send set-password link mails them their first password (User Manager).
6. Permissions - on the user's tabs: Branch Allocation, Masters, Vouchers, General Transactions, Tools & Utilities, Preferences, Custom Reports and Reports.
7. Menu - tick the screens each user sees on the Menu Definition tab. A user with nothing ticked sees an empty sidebar.
8. Accounts - your ledgers: customers, suppliers, bank, cash, expenses (Ledger Account Master).
9. Products - items with their unit, price and tax class (Product Master).
10. Voucher types - check numbering, columns, printing format and linking for the vouchers you use (Voucher Manager).
11. Try it - enter one sales invoice as in the next section, print it, and find it again.

7Your first voucher: a sales invoice #

1. In the sidebar open Transactions then Sales. A page lists your sales voucher types - type in Search voucher types... or click the card, for example Sales Invoice. It opens in a new tab.
2. If the screen is not already ready for a new entry, press Add (F3). The Voucher No is filled in when you save, unless your voucher type is numbered by hand.
3. Check the Transaction Date. Pick the Party (the customer) and the Transaction Class - the class decides the tax.
4. On Items & Sundries, press Add Item. Type the Item Name, then Qty and Rate; the discount, tax and Net Amount follow. Press F7 to add the line, and repeat for each item.
5. Add charges or deductions such as freight or round-off with Add Sundry. The voucher total updates as you go (F8 recalculates it).
6. Type a Narration if you want one (Ctrl+Enter for a new line).
7. Press Save (F5) and confirm with Save (F5) in Confirm Save.
8. Choose the format in Select Printing Format and print, or print later with Print (Ctrl+P).

Finding it again. On the same voucher screen press Find (F2), type part of the number or party, move with the arrow keys and press Enter. The voucher opens read-only; press Modify (F4) to change it.

8When you are stuck #

• Open the screen's Help panel - it covers that screen in detail.
• Use Search help... at the top to find the screen that does what you need.
• "User permission denied" or "Access denied" means your login lacks a right - ask your administrator, quoting the message.
• A screen missing from the sidebar has not been granted to you, or your licence does not include its module.
• If a list looks out of date, press Refresh, or the refresh icon next to Menu for the sidebar.