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Using The Basics is operated by a few basic principles which, once understood, will make it easy to operate the system because each area works similarly.

There are 5 key areas in the system, namely:

  1. Documents
  2. Actions
  3. The Explorer and Lists
  4. Memos
  5. Transactions and Items


A Document is a page used to enter and store data about your business. For example:

  • Customers,
  • Invoices,
  • Products,
  • Tax Returns etc.

are all Documents.

A Document can be in one of three states:

  • New,
  • View and
  • Edit.


When you first enter data into a Document it is displayed in its ‘New‘ state.
This is before the Document has been saved.
The New state is signified by the word ‘New’ prefixing the Document name. See below.

A New Document

A New Document

After the data has been entered the Document is saved by clicking the ‘Save‘ button.


When a Document is saved it changes state to ‘View‘.
The View state is signified by the word ‘View‘ prefixing the Document name.
In this state the fields in the Document cannot be edited, and they typically have a grey background.
A Document in View state can be edited after clicking the ‘Edit‘ button.

View Document

View Document

By clicking the Explore star icon, the document will be ‘bookmarked’ and will be placed on the Explorer.
This allows saved documents to be easily retrieved at any time by clicking the entry on the Explorer. (see below).

Bookmarked example

Bookmarked example


To edit a document whilst in View state, click ‘Edit‘.
The document will change to Edit state, allowing the fields to be edited.
Certain fields may remain as read only, and they will keep their grey background.
The Edit state is signified by the word ‘Edit‘ prefixing the Document name.

Edit document

Edit document


Actions relate to specific things you can do with the Document and these are shown on the Document’s ‘Action Bar’. See below.

Document Actions

Document Actions

The Document Actions can either be explicit on the Action Bar, such as ‘Configure‘.
Alternatively they may appear in a drop down list, such as ‘Find‘ or ‘Actions‘.

The Actions on a Document relate to that specific document only. To perform any task simply find the related Document and click on the required Action.

In the above image, clicking ‘New Sales Invoice‘ will create a New Invoice for customer ‘SO Systems LLC’.
As another example, to receive payment for an Invoice. First find the Invoice Document, then click the required Action ‘Receive Payment‘ as shown below.

Receiving Payment

Receiving Payment

The Explorer and Lists

The Explorer is a standard ‘Tree’ on the left hand side of the User Interface.
The tree is organized into distinct areas of a business such as Sales, Purchasing, Accounting and so on.

The Explorer Tree

The Explorer Tree

By selecting the nodes in the tree you can view Documents and Lists of Documents associated with your business. For example below, clicking on ‘Sales Invoices‘ will display the Sales Invoice List in the Work Area.

Viewing a list

Viewing a list of sales invoices

To bookmark a Document from the Invoice List, clicking on the Explore star icon will result in the Document being bookmarked on the tree.
Clicking on the bookmarked Document on the Explorer, will then result in the Document being displayed in the Work Area.

Bookmarking a document from a list

Bookmarking a document from a list

In general:

  • All Documents are kept in Lists
  • All Lists can be accessed from the Explorer
  • All Documents can be bookmarked


Memos are just like ‘Post-it’ notes that can be attached to any Document.
Memos are tightly integrated with the Calendar and can also be specified to appear in your to-do lists.
You can attach a Memo to a document by:

  1. Clicking the create-memo icon in the Document’s top right hand corner.

Create new memo

Create new memo

  1. Having clicked on the Memo icon a new Memo Document is displayed (below). Fill in the details and click ‘Save‘.

Completing a new memo

Completing a new memo

  1. After clicking ‘Save‘ the Memo will be saved and attach itself to the original Document. This is indicated on the Document with a memo_iconicon.


Transactions and Items

Documents related to day-to-day business transactions includes:

  • Invoices,
  • Quotes (or Estimates),
  • Sales Orders on the sales side; and
  • Bills,
  • Purchase Orders,
  • Item Receipts on the purchasing side.

These special kinds of Documents are collectively known as Transactions in the system.
Things you buy and sell in your business, whether they be products or services, are represented as Item Documents, for example, if you stock and sell computers, each type of computer would be entered as a Stock Item Document.
If your company sells services, each different type of service would be entered as a Service Item Document.
Once Items are set up for your business you can start to buy and sell using the Transaction Documents.
For example, for an Invoice you would first create the Invoice Document then add the appropriate Line Items by selecting them from your current Item List.

The Item Document holds product/service information such as

  • Item Codes,
  • Descriptions and
  • Prices/costs
  • Accounting information.

Accounting info defines how your accounts are affected when the Item is bought or sold. This enables the system to automatically generate reports such as Profit and Loss/Balance sheet/Profitability and Tax (e.g. VAT Returns).

An Example of Using

In the following example we will enter some simple Items and create a Sales Invoice Transaction.

Click on each step to show the details.

In Summary

  1. All your business data such as Customers, Suppliers, Invoices, Products, Reports etc. are represented and stored as Documents.
  2. Documents can be in one of three states, New, View and Edit.
  3. Documents have associated Actions. To perform any task simply find the related Document and click on the required Action.
  4. Documents are held in Lists, and Lists are accessed via the Explorer.
  5. Documents can be bookmarked on the Explorer by clicking the star icon.
  6. Memos are like ‘Post-it’ notes, and can be attached to any Document using the create-memo icon.
  7. Products and Services that you buy and sell are represented as Item Documents.
  8. Items hold basic information such as descriptions, sales price and purchase cost. They also hold accounting information.
  9. Once entered, Items can be placed on Transaction Documents as such as Invoices, Quotes, Purchase Orders and Bills that you use to conduct business with your Customers and Suppliers.