Guide

Scanner

Displays the device camera preview for scanning documents.

The Cancel button at top left exits the scanner and discards any session photos.

The Flash button at center top toggles the device camera's flash if present between Auto, Normal, Off, and On.

The Auto/Manual button at top right toggles the scanner's auto-snap when documents are detected.

The radio_button_checked button at the center bottom snaps the photo.

Entity List

Displays a list of entities, in order of creation. An entity displays the following information:

  • The padlock icon imparts whether the Entity is encrypted (password protected). The lock icon identifies an encrypted Entity. The lock_open icon identifies an unencrypted Entity.
  • The name of the Entity is displayed to the right of the padlock icon. The business number, if present, is displayed beneath the Entity name. The creation date of the Entity is displayed on the bottom right.
  • The blue Backup label is a button that is tappable. It reveals a view to select where to save the backup archive.

Tapping on an Entity will reveal the Entity view. Swiping left on a Entity will allow deletion of the Entity.

The add_circle button at the bottom right of the view reveals the Entity create and restore view.

Entity Create & Restore

Displays configuration settings for creating and restoring a Entity.

The Name field is for specifying the name of the Entity (i.e. Acme Inc). A 120 character limit applies and the field is mandatory.

The ABN field, when present, is for specifying the eleven digit Australian Business Number. Note that an ABN is mathematically verifiable, and the app will validate the entered ABN. A 14 character limit applies, which includes format spacing, and the field is mandatory.

The Password field is for specifying a password which is used to encrypt the Entity. A 120 character limit applies, and the field is optional. If a password is not specified, anyone with access to your device may access the Entity. If a password is specified, any access to the Entity will be met with a prompt for the password.

The restore Restore button leads to the Entity restore view.

The save Save button validates the input fields and proceeds to create the Entity.

Displays Entity transactions.

The Entity pie chart displays the sum of transactions for the current list. Green represents Money In transactions, Red represents Money Out transactions. The display of the pie chart can be toggled in the Settings, under General.

The date selector below the pie chart allows for easy viewing of monthly transactions. It's designed to display a total of 48 months around the last used month. You can tap on a month to switch to it, or swipe to scroll through multiple months.

A Entity transaction displays the following information:

  • The Name on the top left.
  • The Date on the bottom left.
  • The Attachment icon in the center. The icon is visible only when a document is attached to a transaction. Tapping the Attachment icon will open the document in the default viewer for the document type. This may require the installation of third party apps to enable viewing documents.
  • The Amount on the top right.
  • The Tax Type on the bottom right.

Tapping on a transaction will reveal the Entity edit view. A long touch on a transaction will initiate selection mode. In selection mode, the Copy To and Delete buttons are revealed. In addition, you can tap on multiple transactions to select them. To deselect a transaction, tap on it again. To exit selection mode, deselect all selected transactions.

The Copy To button allows the selected transactions to be copied to a specified date. The Delete button allows the deletion of the selected transactions.

The round search button displays the search field above the Entity transaction list. Transactions can be searched by one or more of their properties. The following properties are supported:

  • amount
  • date
  • details
  • limit
  • name
  • tax
  • type

In addition to the above properties, grouping is supported via the use of parentheses, along with the operators and, not, or.

The following is a sample search query to display all transactions of type Money In between the dates June 1, 2019 and June 30, 2019:

type:in date:1/6/2019-30/6/2019

Note that the date format is dependant on system settings.

The following is a sample search query to display all transactions of type Money Out on the date January 15, 2017, limited to 8 results:

type=out date=15/1/2017 limit=8

Note that the colon between a search property and its parameter is interchangeable with the equals sign.

The add_circle button at the bottom right reveals the Entity create view.

Entity Transaction Create & Edit

Displays configuration settings for creating and editing a Entity transaction.

The Name field is for specifying the name of the transaction. The field is mandatory.

The Details field is for specifying additional details related to the transaction, such as a reference number or description. The field is mandatory.

The Amount field is for specifying the amount of the transaction. The field is mandatory.

The Tax field is for specifying the total tax contained within the Amount field. The field is mandatory. Note that if this field is set to zero, and the Amount field is non-zero, setting the Tax Type field with a non-zero tax rate will result in the GST being automatically set based on the selected tax rate.

The Date field is for specifying the date of the transaction. Tap the calendar_today icon to reveal the date selection dialog.

The Attachment field is for attaching a file to the transaction. The field is mandatory. Tap the insert_drive_file icon to attach a file on the device. Tap the camera icon to attach a scanned document. Tap the clear icon to remove an attachment.

The Account Type field is for specifying the type of transaction. The field is mandatory. Note that when selecting an account type, if the Tax Type field has not been set yet, it will be automatically set.

The Tax Type field is for specifying the type of tax applicable to the transaction. The field is mandatory.

The Money switch is for specifying the nature of the transaction.

The Delete button deletes a transaction, and appears only when editing a transaction.

The Save button validates the input fields and proceeds to create or edit a transaction.

Invoices

Displays a list of invoices and quotes.

The date selector at the top allows for easy viewing of monthly invoices and quotes. It's designed to display a total of 48 months around the last used month. You can tap on a month to switch to it, or swipe to scroll through multiple months.

An invoice/quote entry displays the following information:

  • The Number on the top left.
  • The Issued Date on the bottom left.
  • The Paid icon in the center. A green icon represents a paid invoice, a gray icon represents an unpaid invoice.
  • The Amount on the top right.
  • The Client Name on the bottom right.

Tapping on an invoice/quote will reveal the invoice/quote edit view.

The add_circle button at the bottom right of the view reveals the invoice/quote create view.

The label on the bottom left displays information on the list items based on the selected view filter.

The filter_list button filters the list. The icon is white for displaying all items, dark blue for quotes, bright blue for invoices, gray for unpaid invoices and green for paid invoices. Tapping the button cycles through the filters.

The view_list button is adjacent to the filter button and reveals the invoice inventory list.

The contact_mail button is adjacent to the inventory button and reveals the invoice client list.

The monetization_on button is adjacent to the client button and becomes enabled when one or more paid invoices is selected in the list via long touch. It creates a Entity transaction for each selected paid invoice.

Invoices

Displays configuration settings for creating and editing invoices and quotes.

The Invoice/Quote switch is for specifying the type of document.

The Template label can be tapped to expand and contract the configuration settings pertaining to the invoice appearance. This can also be configured via the Settings > Invoice view. The following options can be configured:

  • The Template of the invoice.
  • The Highlight Colour of the invoice.

The From label can be tapped to expand and contract the configuration settings pertaining to the invoice From field. This can also be configured via the Settings > Invoice view. The following fields can be configured:

  • The Name of the individual or entity.
  • The Address of the individual or entity. There are three address fields which are usually for street, suburb, and state
  • The Email address of the individual or entity.
  • The Phone number of the individual or entity.
  • The Logo representing the individual or entity. The insert_drive_file button allows the selection of an image file. PNG and JPEG files are supported. The delete_outline button removes a selected image file.

The To label can be tapped to expand and contract the configuration settings pertaining to the client details. This can be preconfigured via the invoice client view. The following fields can be configured:

  • The Name of the client. This field has auto-complete, which displays the names of preconfigured clients based on the text entered in the field. When one or more matches are found, a list will appear from which you may tap on a name to select it.
  • The Address of the client. There are three address fields which are usually for street, suburb, and state
  • The Email address of the client. This field is mandatory.
  • The Phone number of the client.

The Details label can be tapped to expand and contract the configuration settings pertaining to the invoice details. The following fields can be configured:

  • The Title field is for specifying the title displayed to distinguish between an invoice or quote.
  • The Number field is for specifying the invoice or quote number. These are automatically generated by the system, but you may specify your own.
  • The Issued Date field is for specifying the date the invoice or quote is issued. Tap the calendar_today icon to reveal the date selection dialog.
  • The Due Date field is for specifying the date the invoice or quote is due for payment. Tap the calendar_today icon to reveal the date selection dialog.

The Add Items label can be tapped to reveal the fields to configure an item. The following fields can be configured:

  • The Name of the item. This field has auto-complete, which displays the names of preconfigured inventory items based on the text entered in the field. When one or more matches are found, a list will appear from which you may tap on a name to select it.
  • The Details of the item.
  • The Rate of the item.
  • The Quantity of the item.
  • Any Discount to apply to the item. This may be a dollar amount or a percentage. Use the % symbol to specify a percentage (i.e. 7.5%).
  • The Tax Type of the item.

The Subtotal label can be tapped to reveal how tax is applied to the subtotal. The following three options are displayed:

  • None - No tax is applied.
  • Exclude - subtotal is tax exclusive.
  • Include - subtotal is tax inclusive.

The Discount Included label is visible when one or more items has a discount applied. It displays the total discount of all items.

The GST label is visible when the subtotal has tax either included or excluded. It displays the total tax of all items depending on the subtotal tax setting.

The Total label displays the total amount of the invoice/quote.

The Notes label can be tapped to reveal an input field for additional information to display on the invoice/quote.

The Attachment label displays the file name of an additional email attachment. The insert_drive_file button allows the selection of a file. The delete_outline button removes a selected file.

The Remittance Advice label can be tapped to toggle whether a remittance slip is displayed on the invoice/quote.

The delete_outline button deletes an invoice/quote, and appears only when editing an existing invoice/quote.

The attach_money button marks an invoice as paid, and prevents editing.

The send button sends the invoice/quote via email. In order for a successful transmission, the To field must have a valid email address specified, the Email Settings must have a valid email server specified and your device must have an active internet connection.

The picture_as_pdf button creates a preview of the PDF invoice/quote and opens it in the default viewer.

The save button saves the quote/invoice and returns to the invoice list view.

Invoices

Displays a list of clients.

A client entry displays the following information:

  • The padlock icon imparts whether the client can be edited. The lock icon identifies a client that cannot be edited. The lock_open icon identifies a client that can be edited.
  • The Name on the top left.
  • The Email address on the bottom left.
  • The Address on the top right.
  • The Phone number on the bottom right.

Tapping on a client will reveal the client edit view.

The add_circle button at the bottom right of the view reveals the client create view.

Invoices

Displays configuration settings for creating and editing invoice clients.

The Name of the client.

The Address of the client. There are three address fields which are usually for street, suburb, and state

The Email address of the client. This field is mandatory.

The Phone number of the client.

The delete_outline button deletes a client, and appears only when editing an existing client. Note that a client cannot be edited upon being referenced in an invoice/quote.

The save button saves the client and returns to the client list view.

Invoices

Displays a list of inventory items.

An inventory item entry displays the following information:

  • The padlock icon imparts whether the item can be edited. The lock icon identifies an item that cannot be edited. The lock_open icon identifies an item that can be edited.
  • The Name on the top left.
  • The Details on the bottom left.
  • The Rate on the top right.
  • The Tax Type on the bottom right.

Tapping on an item will reveal the item edit view.

The add_circle button at the bottom right of the view reveals the item create view.

Invoices

Displays configuration settings for creating and editing invoice inventory items.

The Name of the item.

The Details of the item.

The Rate of the item. This field is mandatory.

The Tax Type of the item.

The delete_outline button deletes an item, and appears only when editing an existing item. Note that an item cannot be edited upon being referenced in an invoice/quote.

The save button saves the item and returns to the item list view.

Settings

Displays a list of settings categories. Tap on a category to reveal its view.

Settings

Displays a list of transaction categories, better known as Chart of Accounts. An account displays the following information:

  • The padlock icon imparts whether the account can be edited or deleted. The lock icon identifies an account that cannot be edited or deleted. The lock_open icon identifies an account that can be edited or deleted.
  • The name of the account is displayed to the right of the padlock icon. The description of the account is displayed below the name. The account code is displayed in the center. The tax type is displayed on the top right. The account type is displayed on the bottom right.

Tapping on an account will reveal the account edit view.

The add_circle button at the bottom right of the view reveals the account create view.

Settings

Displays configuration settings for creating or editing an account.

The Account Type selector allows the categorisation of the account. This configuration is mandatory.

The Code field is for specifying a unique alphanumeric code that identifies the account. A 1 0 character limit applies and the field is mandatory.

The Name field is for specifying the name of the account. A 150 character limit applies and the field is mandatory.

The Description field is for specifying additional details related to the account. The field is mandatory.

The Tax Type field is for specifying the type of tax applicable to the account. The field is mandatory.

The Delete button deletes an account, and appears only when editing an unlocked account.

The Save button validates the input fields and proceeds to create the account.

Settings

Displays configuration options for invoices/quotes.

The From label can be tapped to expand and contract the configuration settings pertaining to the invoice From field. The following fields can be configured:

  • The Name of the individual or entity.
  • The Address of the individual or entity. There are three address fields which are usually for street, suburb, and state
  • The Email address of the individual or entity.
  • The Phone number of the individual or entity.
  • The Logo representing the individual or entity. The insert_drive_file button allows the selection of an image file. PNG and JPEG files are supported. The delete_outline button removes a selected image file.

The save button saves the From fields.

The Highlight Colour label can be tapped to reveal the colour selection dialog. The selected colour is used as the highlight colour within invoices/quotes.

The PayID field is for specifying a PayID within invoices/quotes.

The Paypal Email field is for specifying your Paypal account email address. When specified, it is used to create a hyperlink within invoices to enable clients to pay online.

The Email Settings label can be tapped to expand and contract the configuration settings pertaining to the email server used to send invoices/quotes. The following fields can be configured:

  • The Username of the email account.
  • The Password of the email account.
  • The Bounced Email Address to return rejected (bounced) emails to.
  • The SMTP Server Address of the server through which invoice/quote emails are sent.
  • The SMTP Server Port of the server through which invoice/quote emails are sent.
  • The Enable SSL option to use SSL when communicating with the email server.
info If you don't have an email server, a free email server such as Gmail may be used. If you choose to use Gmail, you will likely have to enable the Less Secure Apps option, or if 2-Factor authentication is enabled, create an app password specifically for use with Entity.

The save button saves the Email Settings fields.

Settings

Displays a list of tax rates. An tax rate displays the following information:

  • The padlock icon imparts whether the tax rate can be edited and deleted. The lock icon identifies a tax rate that cannot be edited and deleted. The lock_open icon identifies a tax rate that can be edited and deleted. Apart from predefined tax rates, any tax rates created and subsequently associated with one or more account becomes locked and cannot be edited and deleted.
  • The name of the account is displayed to the right of the padlock icon. The tax rate as a percentage is displayed on the right.

Tapping on a tax rate will reveal the tax rate edit view.

The add_circle button at the bottom right of the view reveals the tax rate create view.

Settings

Displays configuration settings for creating or editing a tax rate.

The Tax Type field is for specifying the type of tax applicable to the account. The field is mandatory.

The Name field is for specifying the name of the tax rate. A 50 character limit applies and the field is mandatory.

The Label field is for specifying and additional detail related to the account. A 10 character limit applies and the field is mandatory.

The Percent field is for specifying the percentage of the tax rate. A 10 character limit applies and the field is mandatory.

The Delete button deletes a tax rate, and appears only when editing an unlocked tax rate.

The Save button validates the input fields and proceeds to create the tax rate.

Settings

Displays general app information.

The Entity app version is displayed on the top. A legal copyright notice is displayed below the app version. Links to the Privacy Policy and End User License Agreement are displayed under the copyright notice. Tapping on the links will open the default web browser.

The License label displays whether a Trial or Perpetual license is in use. When a Trial license is used, a Purchase link appears which can be tapped to initiate an in-app purchase of a perpetual license.

The License Key label displays a unique key pertaining to a perpetual license.

The Open Source Libraries label reveals a view with details of the open source libraries used in the app.