Clear Books Micro is a combination of 3 clear & simple bookkeeping spreadsheets to record your accounts. Clear Books Micro allows you to record sales invoices, bank payments and bills.


Alternatively you can turn Clear Books Micro into a very simple system just for recording money in and money out within the settings.

Settings


The first task in Clear Books Micro is to add your VAT scheme on the Settings > Tax information menu. If you select a VAT registered scheme you can choose between a Standard, Cash or Flat rate scheme.



Selecting a Flat rate scheme allows you to enter your Flat rate percentage and whether your scheme is on the Basic or Cash basis turnover method.



Once you have set up your VAT scheme you can add in your bank accounts on the Settings > Bank accounts menu. Click on the Add bank account button to begin entering the details of your first bank account. Next enter the bank account name, opening balance and the opening balance date and hit the Save button.




The Settings > Bank accounts menu will now list all bank accounts you have saved. You can add more by clicking on the Add bank account button or update existing accounts by clicking on the Edit button.



To switch Clear Books Micro to a simple way of recording money in and out only, head to the Settings > Toggle Features menu, remove the tick from the Enable Sales invoices and Bills tabs checkbox and hit the Save button. 


The system will then reduce the menus to just the Bank and Settings menus.


Sales invoices


On the Sales invoices menu you can add your invoices in to each row of the spreadsheet. 


First select the Date. You can navigate quickly from cell to cell using the directional keys or tab on your keyboard.


Add in your unique invoice number in the Sales invoice # cell and a description of your invoice in the Details cell, such as the type of goods or service you are selling.


You can enter either the Amount (incl VAT) or the Amount (exl VAT). The system will calculate VAT automatically based on the VAT Rate and whether you chose to enter the Amount (incl VAT) or the Amount (exl VAT). The VAT Rate defaults to 20% if you are VAT registered. 


As you add each new sales invoice the status will remain as Unpaid, this will update once payments are added on the Bank menu and linked back to the appropriate invoice.  There is a Totals row at the bottom showing the Σ symbol, this also appears on the Bills and Bank tab respectively.



If the invoice is Unpaid, you can undo/redo your last action or delete a row by right-clicking on a cell and selecting the appropriate action. If you would like to delete a paid or part-paid invoice, you will first need to remove the payment as explained in the Bank receipts section below.


Bank 


The bank tab will allow you to record your payments received as Money in and payments made as Money Out. These payments can be explained without needing to link to an invoice or bill you have created, as described in section 1 below. Alternatively, you can link these payments to invoices and bills as described in section 2.


1. Adding and Explaining payments not linked to an invoice or bill


First select the Date. You can navigate quickly from cell to cell using the directional keys or tab on your keyboard.


Enter either a Money in or Money out amount and Details of the payment received. 


In the Transaction type drop down cell select either Other Money in or Other Money out, this will determine whether you see income or expense accounts when explaining the payment. 


Finally, select the bank the money was paid into. An Explain button will now appear in the Explain cell. 



Next, hit the Explain button in the Explain column. 


This will take you to the Explain menu where you can choose the appropriate account code to use for each payment. This menu also allows you to split up the payment into multiple parts, which is useful when for example you buy multiple items from a shop and receive one receipt with some items including VAT and others not.


To enter the first item first select the appropriate Account.


You can enter either the Amount (incl VAT) or the Amount (exl VAT). The system will calculate VAT automatically based on the VAT Rate and whether you chose to enter the Amount (incl VAT) or the Amount (exl VAT). The VAT Rate defaults to 20% if you are VAT registered. 


To add more items just click on the Add item button and to remove items hit the Delete button.


Hit the Save button to complete.



2. Allocating Money in and Money out to Sales invoices and Bills


Enter the Date, Money in (Money out for bills) amount and Details of the payment received. In the Transaction type drop down cell select Payment for invoice (Payment for bills if Money out) and then finally select the bank the money was paid into. An Allocate to existing invoice button will now appear in the Explain cell. 



Clicking on the Allocate to existing invoice button will take you to the allocate menu. Select which invoice(s) to apply the payment to by ticking the appropriate check box and entering the appropriate amount in the Amount to apply box. Hit the Save button when you have fully allocated the payment.



When the payment has been allocated, the invoice number(s) will replace the Allocate to existing invoice button under the Explain column. 



Additionally, back on the Sales invoices (or Bills) menu, the status will update to show which invoices are Paid or Part paid. Invoices with this status cannot be edited, you will need to remove the payment to edit the invoice as explained below.



To change the amounts allocated to your invoice(s) or to remove the payments completely from each invoice, click on the button displaying the invoice numbers on the Bank menu. Then, to remove any payments completely, remove all the ticks from the check-boxes beside each invoice and Save. If an invoice is Paid or Part paid, removing the payment completely will convert the status of the invoice back to Unpaid and will then allow you to edit the invoice.



To change the amounts allocated, tick the appropriate check-boxes and update the amount box as appropriate. Hit the Save button when you have fully allocated the payment.


Bills


The Bills menu is where you can record all your purchase invoices.


First, select the Date. You can navigate quickly from cell to cell using the directional keys or tab on your keyboard.


Add the reference number, found on the purchase invoice you received from your supplier if you have one, into the Reference cell. Add a description of your expense in the Details cell, such as the type of goods or service that you bought.


You can enter either the Amount (incl VAT) or the Amount (excl VAT). The system will calculate VAT automatically based on the VAT Rate and whether you chose to enter the Amount (incl VAT) or the Amount (excl VAT). The VAT Rate defaults to 20% if you are VAT registered. 


The Expense type drop down box is a required cell and allows you to choose the type of expense from a fixed list.


Tips


Every column can be sorted in descending, ascending or back to the original order by clicking on the column header name.



Every column can be filtered to show only specific types of data by clicking on the boxed down arrow down icon. 




For additional help, click here to view all our training options.


Technical support is available on Monday to Friday from 9 - 5. You can call us on 0203 475 4744 or email us at support@clearbooks.co.uk.


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