Bookkeeping
Availability: The Bookkeeping module is available from eWay-CRM version 9.1.
The Bookkeeping module is used to record accounting entries such as invoices, quotes, and more. eWay-CRM allows synchronization with QuickBooks or other ERP systems. You can easily track the status of your invoices and other records.
This article focuses on the basics of the Bookkeeping module in eWay-CRM Online. If you want more general information about this module, please go to the module description for eWay-CRM Desktop.
Bookkeeping Records List
Click the three dots at the top of the eWay-CRM Online page and select the module name to get into the bookkeeping list.
When you click the link, you will see the list of all items that your user has permission to.
You can search for items in the list, filter them, customize the list, and more. For more information about list opinions, go to List of Items Introduction.
Bookkeeping Record Dialog
If you want to open an item, just double-click it. You will see similar details:
| Field | Description |
| Basic Information | The record name and type are specified, along with the parent item, customer, contact person, and document validity dates. |
| Note | The general text you can add to your project. |
| Products in Bookkeeping | A section where you can add products and see an overview of the items included in a bookkeeping record, their prices, and other details. It is a list you can filter, customize the column display, and summarize financial columns. |
When you want to display other fields or customize your dialog, use Form Designer in eWay-CRM Desktop. eWay-CRM Online displays a dialog similar to Microsoft Desktop, but some differences can happen due to the position of field groups in eWay-CRM Desktop - eWay-CRM Online does not use only the horizontal position of the field group, but the vertical is also important, e.g. when the group is on the right in eWay-CRM Desktop but it is higher than the group on the left, it is displayed higher in eWay-CRM Online.
The Products in Bookkeeping grid offers the same Margin (%) and Markup (%) columns as the Products list, calculated the same way from each row's Purchase Price and List Price - see there for the formula and a worked example. Add either column, plus Purchase Price itself, via the grid's own Column Chooser.
If the purchase and sale currencies differ, Margin and Markup are not calculated.
Changing a row's Purchase Price doesn't recalculate anything by itself - use the grid's Reprice Products button to apply it. Whether that recalculates Margin and Markup (keeping List Price the same) or recalculates List Price instead (keeping Margin and Markup the same) is controlled by the When changing purchase price, recalculate administration setting.
The Reprice Products button (depending on the dialog's width, it may be tucked under the ... overflow next to the other header buttons) also updates product prices in the bookkeeping record based on current data in the Products module - without showing a confirmation window. What exactly gets updated when you click this button is determined by the admin setting Data Refresh Logic on Bookkeeping Detail, which also applies to eWay-CRM Online. The button has several states:
- hidden – Refresh is selected in the settings - standard page refresh is used to update.
- Reprice products – Refresh also product prices according to the current prices is selected in the settings.
- Update products – Refresh also all product data according to the current state is selected in the settings.
If products are repriced or updated, a blue highlight indicates which values have changed.
Item Header
The top part of the item detail allows you to do some basic operations with the item and informs you about the item:
| Option | Description |
| Profile Picture | The picture you related with the item. |
| Basic Information | Right next to the profile picture, you have basic information about the item so you do not need to find them anywhere else. |
| Categories | Add a category to the item - see Create Categories. |
| Chat in Teams | Share the item using Microsoft Teams - see Send a Link to Open an Item Via Teams. |
| Share | Use it to share the item as a link or as a message sent by email. |
| Convert to | Create a new bookkeeping record of a different type - Issued Proposal, Purchase Order, Sales Invoice, or Credit Note. The new record copies the Subject, Superior Item, Customer, and Contact Person from the current one, but is not saved automatically. The original record is not changed. |
Bookkeeping Record Workflow
The Bookkeeping module has workflow - you can set different statuses for records to describe their process; flows between statuses can also have some actions that are proceeded, for example, it checks whether you filled some values or sent the record by email.
For more information about workflow, go to Work With Workflow.