Catégories

Accounting

Accounting

From the smallest to the largest business, bookkeeping is a crucial part of running an organization.

With our accounting software you will find several functions that will allow you to carry out all the accounting operations of your company.

Among other things, you can create invoices, enter payments from your customers and disbursements from your business.

This is your best tool for planning your fiscal year thanks to, among other things, a budget and an income statement.

You will also have access to various reports essential to the day-to-day management of your business.

Here are some of them: disbursement reports, payment reports, payment reports, statement of account, remittance of taxes, etc.

In addition we offer more specific options:

Subcontractor certificate
Purchase Orders
Work in progress
List of suppliers
Mileage expenses
Inventory management by warehouse

Nov 14
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State of results by department

By Accounting, Configure your Collabox, Digital transformation, Result status

Collabox allows you to set up a budget and income statement by department in its Accounting Module. If your organization operates with independent budgets per department, this option is for you!

Set up a department

Start by setting up your departments. Go to the main menu “Configuration”.

In the left-hand menu, select “Departments”.

Then add a new department.

Fill in the required fields and repeat the last two steps until all your departments are created.

Create budgetary positions

Then create your budget items. The budget and income statement work closely with the budget items. It is therefore important to configure them well and link them to the right transactional accounts of your company. The following video explains how to properly create your budget items.

To view the video, click here.

Add a budget

Now go to the “Accounting” menu.

In the left-hand menu, select “Statement of Results”.

Add a budget or select one from your list.

Choose the “Revenues” tab and then select the department for which you want to create or modify a budget.

Add your forecast by line item for the year. Start with income, then go to the “Expenses” tab. This is your projected budget.

Consult the results by department

At any time during the year, view your statement of results by department. Return to the main “Income Statement” menu and click on the link of the same name rather than the budget.

Check the box of the department you want to view and that’s it!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Nov 14
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Bookkeeping service

By Accounting, New arrivals
Collabox Accounting
Collabox Accounting

Collabox offers a bookkeeping service to help you perform!

Bookkeeping outsourcing with Collabox’s accounting module
BOOK THE SERVICE NOW!

Do you need support in your bookkeeping, but don’t want to hire a resource just to do the job?

You are using the Collabox accounting module and you have some bookkeeping tasks to do periodically?

Whether it’s 5 hours a month, 2 hours a week or more, we can do it for you with Collabox Bookkeeping Service.

Here are some examples of tasks performed by our team:

– Prepare and process tax remittances
– Manage accounts receivable
– Manage suppliers to track accounts payable
– Do the monthly bank reconciliation
– Perform billing related tasks
– Prepare payroll files
– Entering expenses (disbursements)
– Produce different reports as needed

– Other services according to your needs, we are listening!

This service is charged by the hour

A minimum of 2 hours per month must be reserved.

At any time to know the terms and conditions, contact us and we will be pleased to answer you.

louise.lahaie@collabox.com or 418 907-9274, ext. 120

Nov 10
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Renewing an invoice

By Accounting, Billing

Renewing an invoice allows you to manage memberships, licenses or subscriptions. With Collabox, it is possible, very easily, to manage all your renewable invoices for a specific period by automating this process.

To use these functions, you must of course do your invoicing with the Collabox accounting module . It allows you to manage all the accounting operations of your company.

Here are the main steps to create automated invoice renewals.

Create an invoice

First, create an invoice for a desired customer. Then move to the bottom of the screen. You will see a “Create a new invoice” button.

Click on this button. Another window will appear to schedule your renewal according to your specific needs.

Save the renewal settings. Then, the Collabox will automatically display the invoices to be renewed at the desired period.

Invoice to be renewed

A list of “invoices to renew” is created in the left menu.

Note the arrow pictogram to the left of the invoice number. This tells you that it is an invoice that is in renewal mode.

Click on your invoice and once opened, the button: renew now, will allow you to modify or send your new invoice.

Once your invoice is renewed, you have several options to edit the invoice, check the period covered, view or print your invoice. The function: send the invoice by email directly from Collabox is also available.

You can renew the invoices one by one if you want to check them or you can renew them in batch and send them by email directly to the “billable contact” that will have been previously entered in the customer’s file.

That’s it, your recurring invoice renewal becomes easy, fast and automated, so you can use your time to do other tasks.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using Collabox!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com, (418) 907-9274 ext. 120

Nov 10
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Checkweigher

By Accounting, Accounting report, Checks, Uncategorized

At the end of your year, you will have to produce your trial balance report for your accountant. This report groups all the general ledger entries.

Trial Balance Report

In the main menu at the top, first click on “Report”.

Image showing the top main menu of the Collabox. The "Reports" tab is pointed to with the cursor.

Then, in the left-hand menu, scroll down the page until you find the “Trial Balance” function.

Image showing the "accounting" report section in the left menu. The cursor points to the "Trial Balance" link

Among the options available to you, indicate the correct time interval, then click on “Display”. If necessary, check the boxes to customize the display of the balances.

Image showing an example of the Checkweigher page header. It shows the time interval fields to be filled in, as well as two checkboxes for the custom display of balances.

The trial balance report is now created. To ensure that your organization has its accounting entries in order, the balance in the “Debit” column should be the same as that in the “Credit” column. If this is not the case, as in the following example, you will need to verify that all your invoices and disbursements are balanced. The blog post“Verification” explains how to proceed.

Example of a trial balance report that does not balance.
Example of a trial balance report that does not balance.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using the Collabox!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Nov 10
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Shipping Bulletins

By Billing, Digital transformation, Products

Do you run a delivery business and need to print your shipping slips? Collabox prepares them for you in a single click.

Preparing an invoice

At Collabox, we prefer to produce invoices before creating a shipping bill or delivery note. The reason is simple, this document is only a copy of the invoice, without the price! Thus, creating the invoice first saves you from having to make a duplicate entry later on.

First, click on the main Accounting menu.

Image representing the Collabox main menu. The cursor points to the Accounting tab.

Then select the “Add an invoice” link. You can also bill by product, as presented in the blog post here.

Image showing the Invoice List page. The cursor points to the "Add an invoice" link.

Choose a client and a project to invoice, then click on “Continue”.

Image showing the page for creating an invoice from a customer.

Now add your products and notes. Your invoice is complete. Note that you must also add the invoice amount to the correct budget line.

Create your shipping slips

After creating the invoice, scroll down the page until you see the “Print a Bill of Lading” or “Print a Delivery Note” button, depending on your organization’s custom terminology.

Click on the “Print a bill of lading” or “Print a delivery note” button and see a .pdf document open. The latter will have the same relevant information as the invoice, except for the prices of your products.

The shipping note can be printed and glued to the box. The content and quantities are easily validated by your staff.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using the Collabox!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Nov 10
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Setting up your balance sheet

By Accounting, Configuration

You have decided to use only one system for your company’s accounting and would like to have all your accounting operations consolidated at Collabox? So you need to configure your balance sheet in Collabox.

Preliminary step

Before preparing your balance sheet, make sure your transactional accounts, budget items and payment methods are set up properly. Don’t hesitate to ask your accountant or the Collabox team members for help if you need it.

Setting up your balance sheet

Each company’s balance sheet is customized according to its operations and needs.

First go to the main menu “Accounting”.

Select the “Balance sheet configuration” option in the left-hand menu.

You will see the general template of a balance sheet. It includes current assets, fixed assets, current liabilities, long-term debt and equity. Using an example of a past balance sheet as a starting point is a winning solution for setting up your Collabox balance sheet.

Add a new item to the balance sheet by giving it a balance sheet section, a number and a name. Then, select the associated transactional account and choose the desired balance type.

Often, tax transaction accounts are a combination of transaction accounts (M), while accounts payable are an account balance (A).

Finally, head to your final assessment. Select the desired end date of your assessment and observe your results!

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using the Collabox!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274 ext. 120

Nov 10
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Credit limit

By Accounting, New arrivals

Since we don’t live in a perfect world, sometimes customers are slow to pay us. In order to avoid overflow, Collabox has created a customizable credit limit system that alerts you to a payment problem.

Setting up the credit limit

When you create a new customer or need to change credit information, go to the desired customer record. Among the fields that are displayed is a series of three fields dedicated to credit. Add a limit amount tolerable for you, as well as a maximum number of days for payment. Here is an example of $5,000 and 90 days.

Example of the customer file where we can see the three fields related to the credit limit.

The addition of this information indicates that above $5,000 in credit, your company stops working for this customer until paid by the customer.

During this downtime, it is suggested that you check the “suspended credit” box.

In the customer file, an example of the "suspended credit" box checked.

Continue to prepare your bids for this client as needed. The suspension of credit does not prevent you from preparing new service offers, but they will remain “on tender”. The production can be resumed when the box is unchecked, therefore when the customer has paid his due.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using the Collabox!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274 ext. 120

Nov 10
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Invoice by product

By Billing, Products

Collabox customers who sell products necessarily need to invoice by product as well. Good news, the Collabox billing module allows you to do this.

Configure products

The first step is to configure your products in the Collabox. If you haven’t already done so, please pay close attention to this blog post that guides you through this setup. In short, you need to have entered all the details of each product before you can invoice a customer.

Invoice by product

1. From the project

First, move to a project to bill. To do so, click on the “project list ” function in the left menu of your Collabox.

Left menu where you can find the "Project list" function.

Then select the desired project.

Example of a project to be invoiced in the Collabox project list.

Then go to the “Invoicing” tab. Then, add an invoice

Billing tab in the selected project. The "add an invoice" option is visible.

Now review the billing information. Make sure the client name and project title are correct. You can add a product now, if the invoice contains only one, or continue and add them in the next step.

Visual of the page to add an invoice with several drop-down menus and fields to fill.

In the invoice form, add as many elements as you wish. Make sure you put a description, choose the right product and add the quantity. The configuration of your products allows Collabox to automatically fill in the fields associated with the amounts.

Example of adding a product to the invoice.

2. From the Accounting module

There is a second option to bill by product. First go to the “Accounting” module in the main menu.

Collabox main menu where the modules are shown. The cursor points to the Accounting module.

Then manually add an invoice.

Image showing where to click to manually add an invoice on the "invoice list" page. This is the main page of the "Accounting" module.

Fill in the options available to you, then select a product to invoice or add them directly to the invoice in the next step.

Drop-down menu to select a product already registered.

Finally, fill in the quantities and prices manually or add other products as needed.

Example of adding a product to the invoice.

Now you know how to invoice by product!

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Nov 10
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Automation of budget items

By Accounting, Products, Tips and tricks, Uncategorized

Automating the selection of budget items for your products saves you time and avoids careless mistakes when invoicing. See how to set it up.

Create products

The first step is to create a product. To do this, follow the guidelines presented in the article “Present your products” .

Automation of product budget items

Assigning a budget line item to your product is the first step.

First, go to the desired product sheet. To do so, go to the list of products in the left menu.

Image showing the left menu and the link to the product list.

Then select the desired product.

Here is an image that shows an example of a product list in Collabox. It shows the name of the product, its quantity in inventory and its unit selling price.

When opening the product sheet, stay on the main “Products” tab and scroll to the bottom of the page.

Example of the product page with the product title.

At the bottom of the product configuration page, your budget items are displayed. Choose the one that suits you for the chosen product. Add the hours or the amount expected for this product in the associated box. That’s it!

Example of the product sheet at the bottom of the page where you can choose the right budget item. Here, the tablet is assigned to the single billing item.

Invoice a product

When you invoice a product, the budget item is automatically displayed. No need to think about it anymore!

Example of an invoice for a tablet. The amount of the product is automatically added to the budget item selected in the product master record. Thus, we can see that the automation of product budget items works.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you. info@collabox.com (418) 907-9274

Nov 10
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Table of disbursements by suppliers

By Accounting, Digital transformation, Disbursed, Reports

Do you sometimes forget about supplier disbursements from one month to the next? Make sure you have captured all of your company’s recurring expenses at a glance with the Disbursements by Vendor chart.

Recurring disbursements

Recurring disbursements, by definition, recur at a given interval and are usually the same amount from one time to the next. Collabox has a feature to automate these types of disbursements to help you save time. Go to a disbursement form and enter your information. Then, scroll to the bottom of the page and click on the “Create a recurring disbursement” button.

Table of disbursements by suppliers

However, not all recurring disbursements are necessarily the same amount. That’s why the Disbursements by Supplier table is so useful. It allows you to visually observe expenses by supplier and quickly identify missing disbursements for a given month.

Open the list of disbursements and click on the link “Supplier payment table”.

Image showing the position of the "Supplier payment table" link in the Disbursement list page.

Choose an interval to check, then click “View”. You will see all the suppliers entered in the disbursements during the selected period. You will quickly see if any disbursements have been missed by suppliers. The following example shows disbursements that appear to be missing. All you have to do is check that nothing has been forgotten.

Example of a table of disbursements by supplier. Red boxes indicate where disbursements appear to be missing.

This follow-up is fast and very efficient. It can easily become part of your end-of-month routine.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using the Collabox!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274 ext. 120