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 receipts and expenditure
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.
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.
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 receipts menu and linked back to the appropriate invoice. There is a Totals row at the bottom showing the Σ symbol.
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.
On the Bank receipts menu, you can add in payments for interest, other income or even for invoices that you have created on the Sales invoices menu.
To create a payment for either interest or other income, enter the Date, Amount and Details of the payment received. In the Income type drop-down cell select either Interest income or Other income and then finally select the bank the money was paid into.
To create a payment and link it to a sales invoice, enter the Date, Amount and Details of the payment received. In the Income type drop down cell select Payment for invoice and then finally select the bank the money was paid into. An ALLOCATE button will now appear in the Sales invoice # cell.
Clicking on the ALLOCATE 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 button under the Sales invoice # column.
Additionally, back on the Sales invoices 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 receipts 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 checkboxes and update the amount box as appropriate. Hit the Save button when you have fully allocated the payment.
The Expenditure menu is where you can record all your expenses.
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 Paid from drop down box is a required cell and allows you to choose the payment method. You can select from any of your bank accounts, cash, directors loan account or credit card.
The Expense type drop down box is a required cell and allows you to choose the type of expense from a fixed list.
You can also undo/redo your last action or delete a row by right-clicking on a cell and selecting the appropriate action.
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.
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