USER GUIDE

Account Management

  1. Fill in your email address and password to login.
  • Click on Forgot Password to reset your account password.
  • Click on Create an account to register a new account.

  • Fill in your registered email address and click Confirm button.
  • An email will be sent to your email address to reset your password.

  • Click on Confirm button to reset your password in the email sent to you.

An activation email will be send to your registered email address upon successful registration.

  • Click on Activate Now button to activate your account.

You will see this screen if logging into an account that is not activated.

  • If you did not receive the activation link email, then click resend verification email button. A new activation link email will be sent out to your registered email again.
  • If you happen to key in the wrong email address, please provide a new email address and submit button to change the email address of your newly created account.
    • Do note that changing email requires confirmation from user. The confirmation email will be sent to new email address that user key in.
    • Upon user confirmation, the new email address will be use as the new login ID in future.

  1. You can view summary of your invoices issued and received for the month.
  2. You can view aging of invoices received and invoices issued.
  3. Please click on More Info of the respective categories if you wish to check in details.

Allow users to change language according to their preferences.

Change password for your login account.

  1. Fill in all required fields marked with (*).
  2. Click Show Password button to display new password entered.
  3. Confirm password changes by clicking Change password button. Changes will be saved and you will be redirected to Homepage.
  1. On the side menu, Switch Organization listed the organization that you can access.
  2. Organization with green icon indicates current in use organization.
  3. To view information of another organization, click on the other organization to switch.

You can manage your organization profiles, email notifications, configure Invoice Settings and manage users who can access your organization.

  1. Click on the button in Actions column to edit the organization profile.
  2. You can only edit the organization profile when admin granted you the access.
  1. You can upload your organization logo here. Acceptable image is in jpg/png format with a max dimension of 250 x 250 and within 1MB size only.
  2. Some other required information are organization contacts, person in charge information, bank details for customer to make offline payment, organization address. All these information is basic requirement for generating invoices.
  3. All fields marked with (*) must be filled up.
  4. The Save button is at the bottom of this form after Payment Information section. Click on Save button to save all changes made.
  5. Click on Back button to return to dashboard without saving the changes.

Manage user who can access to your organization profile. Only admin is authorized to manage user access.

  1. You can view a list of users who has access to your organization information here and also the status of each user.
  2. Status included:
    • Pending – Pending user to respond to the invitation.
    • Active – User has permission to access organization information.
    • Rejected – User rejected admin invitation. 
    • Deactivate – Admin deactivated this user account. The user will no longer have access to organization information.
  3. Click on Invite User button to add new user to your organization profile.
  4. Click on Click here to manage user group.
  5. Click on icon to edit user’s role.

  1. Provide email address of the user you wish to invite.
  2. Select role for this user. User group roles can be created at User Group.
  3. Click Save button to save the changes made. An invitation email will be sent out to the email address you filled in.
  4. Back button to return to dashboard without saving the changes made.
  5. The invitation email received by user is as shown in the image below.
  6. You will receive email notification once user accept / reject your request.

  1. You can still edit user roles after it has been created.
  2. Press Save button to update the changes.
  3. Other available actions:
  • Remove User – Remove this user access from your organization.
  • Resend Reminder – Send invitation email to user again if user have not responded to your invitation.
  • Deactivate User – Stop user from accessing your organization.
  • Activate User – Allow user access to your organization.

Manage user groups.

  1. Click Add New User Group button to create new user group.
  2. Click icon to edit user group.

  1. Provide all required data marked with (*). Assign role and access by ticking the appropriate boxes.
  2. Proceed to Save button to add new user group.
  3. Press Back button to return to the index page. Changes will not be saved.

  1. You can untick Active checkbox so that this user group cannot be used until you activate it again.
  2. After finish editing, press Save button to update the record.
  3. Press Back button to return to index page. Changes made will not be updated.

Manage email notifications you wish to receive or send.

Weekly Invoices Summary Report:

  1. Receive your weekly company performance report by email.

Auto Reminder:

  1. Tick Auto Reminder to expand the reminder configuration tab.
  2. Complete the settings and click Save Changes button. All changes made will be saved.
  3. System will send invoice payment reminder email to your customer automatically according to the configured settings.

Invoice Management

You can configure your invoice default settings here.

  1. Receive Online Payment
    1. User can make payment to you through online payment service that our platform provides.
  2. Payment Period
    1. Number of days until payment due date.
    2. This is the default value for payment period. You can still edit this figure when generating invoice.
  3. Terms and conditions
  4. Default Footer

Configuration for Taxes – To manage taxes that applies to your products and services.

  1. Tick Show Hidden checkbox if you wish to view records that you hide previously.
  2. Click Add New Tax to create new tax.
  3. Click icon to edit existing tax.
  4. Provide all required data marked with (*).
  5. Proceed to Save to add new tax.
  6. Press Back button to return to the index page. Changes will not be saved.

Edit Tax

  1. You can untick Active checkbox to deactivate this function. Re-activate it again.
  2. Tick Hide this record? Checkbox if you do not wish to see this record in index.
  3. After editing, press Save button to update the record.
  4. Press Back button to return to index page. Changes made will not be updated.

Manage currency that you use frequently.

Find the currency from drop-down list and click Add to favorite button to add the currency to your favorite list.

Manage prefix to use in generating your document number.

  1. Tick Show Hidden checkbox if you wish to view records that you hide previously.
  2. Click on Add a new prefix button if you wish to create a new prefix.
  3. Click icon to edit document numbering.
  4. Click Set as Default button to make selected prefix to be first choice when user creates relevant documents. Only one default document number is allowed in each Type.
  5. Prefix that is labelled with “default” icon indicates that it is already the default document number in use.

Create a new document numbering.

  1. Provide all required data marked with (*).
  2. After that, press Save button to create a new prefix.
  3. Press Back button to return to index page. Changes will not be saved.

Edit Document Numbering

  1. You can untick Active checkbox to deactivate this function. Re-activate it again.
  2. Tick Hide this record? Checkbox if you do not wish to see this record in the index page.
  3. Click Set As Default button if you wish to use this prefix as the first selected document number when creating a document.
  4. After editing, press Save button to update the record.
  5. Press Back button to go back to index page. Changes made will not be updated.

Manage all your products & services here.

  1. Tick Show Hidden checkbox if you wish to view records that you have hidden previously.
  2. Click Add New Product/Service button to create new products & services.
  3. Click icon to edit existing product & services.
  4. Upload button to import products & services record.
  5. Export button to download list of products & services in excel format.

Upload Product or Service

  1. Click on Guides to check format and information required for upload file.
  2. Click icon to download template.
  3. Only csv file type is accepted.

Create or Add a New Product or Service

  1. Provide all required data marked with (*).
  2. Select tax that applies to the product or service from the list of tax created earlier.
  3. Thereafter, press Save button to create new record.
  4. Press Back button to return to index page. Changes will not be saved.

Edit Product or Service

  1. You can untick Active checkbox to deactivate this function. Re-activate it again.
  2. Tick Hide this record? checkbox if you do not wish to see this record in index page.
  3. After editing, press Save button to update the record.
  4. Press Back button to return to index page. Changes made will not be updated.

Go to “Sales” tab on the left-hand of the menu to manage all quotations and invoices.

  1. New Quotation – Create new quotation.
  2. List of Quotation – Manage all quotations that you created for your customers.
  3. New Invoice – Create new invoice.
  4. List of Invoice – Manage all invoices that you created for your customers.
  5. New Credit Note – Create new credit note.
  6. List of Credit Note – View all credit notes that you created for your customers.

Create a New Quotation

Expand More Action on top right corner:

  • Click Preview button to view the quotation that will be sent to the customer once it is confirmed.
  • Click Save Draft to save all changes made. This quotation will not be issued to customer.
  • Click Save & Confirm to save all changes and issue this invoice to customer.
  • Click Export as PDF to download this invoice as a PDF document.
  • Click Back to return to index page and all changes will not be saved.

  1. Select a customer that will receive this quotation from the dropdown list. You can Edit Customer information for the selected customer.
  2. Select the prefix you created earlier, the system will generate the quotation number automatically once the quotation is confirmed.
  3. “Expired After” is to input number of days until this quotation is valid from the Quotation Date.
  4. Fill up other relevant fields then scroll down to fill up the Items section.

  1. Manage all items that will be included in this quotation, click Add a line and select item created previously into this quotation. Click X to remove this line item from the quotation.
  2. To create line item as subheading, put 0 for quantity value and 0.00 for unit price. The description of this line item will be used as subheading content.
  3. Select currency of the charges. Total charges will be displayed as the selected currency.
  4. Click Save Draft button to save all changes made. This quotation will not be issued to customer.
  5. Click Save & Confirm button to save all changes made and issue this quotation to customer
  6. Click Cancel Quotation button to cancel this Quotation. You can no longer make changes to the quotation once it has been cancelled.

Create New Customer

  1. Click on Create New button to add a new customer if you cannot find from the dropdown list.
  2. Then, fill up the details on the popup screen as indicated on the above right. Click Save button to create the customer and continue to create your quotation.

Create  New Quotation Number

  1. Click on Create New button to add a new document number.
  2. Then, fill up the details on the popup screen as indicated on the above right.
  3. Click Save button and continue to create your quotation.
  4. The quotation number dropdown list will only display active and not a hidden document number.

Create New Item

  1. Click on Create New button to add a new product if you cannot find it from the dropdown list.
  2. Then, fill up the details on the popup screen as indicated on the above right.
  3. Click Save button and continue to create your quotation.

Sample Quotation

  1. A quotation email will be sent to the customer’s email after confirmation.
  2. When a user edits a quotation that had already been issued to the customer, upon saving the changes. The system will generate a new quotation with a new quotation number. The edited quotation will be update to cancelled status.

Manage all quotations.

  • Quotation Status:
    • Pending – Draft quotation.
    • Confirmed – Quotation has been issued to a customer.
    • Completed – Quotation has been converted to an invoice.
    • Expired – Quotation has expired, this quotation can no longer be converted to an invoice.
    • Cancelled – Quotation cancelled by biller, this quotation can no longer be converted to an invoice.
  • To create a new quotation, click on Create New Quotation button.
  • Click Action to select edit, delete or view action.

Quotation details

  1. Click on Convert to Invoice button to convert this quotation to an invoice. An invoice email will be sent to the customer. The quotation will be updated with status, Completed after successful conversion to invoice.
  2. Click on Print to download/print this quotation.
  3. Expand the More Action button:
    • Create another quotation – go to create a new quotation page
    • Duplicate – to create a new quotation with same details as current quotation
    • Back – to return to index page

Create New Invoice

Expand More Action on top right corner:

  • Click Preview button to view the invoice that will be sent to the customer once it is confirmed.
  • Click Save Draft to save all changes made. This invoice will not be issued to the customer.
  • Click Save & Confirm to save all changes and issue this invoice to customer.
  • Click Export as PDF to download this invoice as a PDF document.
  • Click Back to return to index page and all changes will not be saved.

  1. Select a customer that will receive this invoice from the dropdown list. You can Edit Customer information for the selected customer.
  2. Select the prefix you created earlier, system will generate the invoice number automatically once the invoice is confirmed.
  3. The payment period is the number of days this invoice due date starts from the invoice date.
  4. Fill up other relevant fields then scroll down to fill up the Items section.

Create New Customer

  1. Click on Create New button to add a new customer if you cannot find him/her from the dropdown list.
  2. Then, fill up the details on the popup screen as indicated on the above right. Click Save button to create the customer and continue to create your invoice.

Create New Invoice Number

  1. Click on Create New button to add a new document number.
  2. Then, fill up the details on the popup screen as indicated on the above right.
  3. Click Save button and continue to create your invoice.

Create New Invoice Item

  1. Click on Create Newbutton to add a new product if you cannot find it from the dropdown list.
  2. Then, fill up the details on the popup screen as indicated on the above right.
  3. Click Save button and continue to create your invoice.

  1. Manage all items that will be included in this invoice, click Add a line and select item created previously into this invoice. Click X to remove this line item from the invoice.
  2. To create line item as subheading, put 0 for quantity value and 0.00 for unit price. The description of this line item will be used as subheading content.
  3. Select currency to be applied to the invoice. Total invoice value will be displayed in the selected currency.

  1. Click Save Draft button to save all changes made. This invoice will not be issued to the customer.
  2. Click Save & Confirm button to save all changes made and issue this invoice to the customer.
  3. Click Delete Invoice button to cancel this invoice. You can no longer make changes to the invoice once it has been cancelled.

An Invoice email will be auto-generated and sent to the customer’s email address once the Invoice has been confirmed.

Sample email invoice notification to the customer

  1. Pay now – customer can make payment for the invoice directly. Note: If you have setup a payment gateway allowing your customers to pay.
  2. View Invoice Online – customer can view the invoice in detail BizOn web portal.

Manage all invoices.

  1. Invoice status:
    • Confirmed – Invoice issued pending payment.
    • Overdue – Invoice issued that has outstanding not cleared after payment due date.
    • Void – Void invoices.
    • Paid – Invoice that is paid in full.
  2. To create a new invoice, click on Create New Invoice button.
  3. Click Action button to select edit, delete or view action.

Invoice details

You can view invoice details after the invoice is confirmed and issued to the customer. 

There are several actions that you can perform such as:

  • Resend Invoice – re-send invoice to customer.
  • Send Reminder– send payment reminder to customer.
  • Add Payment – record any offline payment received for this invoice.
  • View Transactions – to view payment transactions for this invoice.
  • Print – print this invoice as pdf document.

Expand More Action at top right corner:

  • Create Another Invoice – create a new invoice.
  • Duplicate – create a new invoice with current invoice details.
  • Void – void this invoice. The system will automatically create a credit note against this invoice for payment received.
  • Create Credit Note – create a credit note against this invoice.
  • Back – to return to index page

Record payment

  1. To record a payment, provide all data marked with (*). You can also upload up to 3 payment proof image(s) for each payment record.
  2. Press Save button to update payment. Once all data have been updated. An acknowledgement receipt email will be sent to customer.
  3. You can still edit/delete the payment record in future.

  • Click on View Transactions button to view payment transactions. To hide it, click on Hide Transactions button.
  • Click on the Image Thumbnail to view the uploaded image in larger popup screen. You may also download the image.
  • Click on icon to send copy of the receipt to customer.
  • Click on icon to edit this payment record.
  • Click on icon to delete this payment record.

Create Credit Note

Expand More Action at top right corner:

  • Save Draft – to save all changes made.
  • Save & Confirm – to save all changes and send notification email to customer.
  • Back – to go back to index page and all changes will not be saved.
  1. Select a customer that will receive this credit note from the drop-down list.
  2. Select the prefix you created earlier, system will generate the credit note number automatically once it is confirmed.
  3. You can select one invoice under selected customer or fill in the invoice number if invoice is not added in the system.
  4. Fill up other relevant fields.
  5. Scroll to the bottom to add items into this credit note.

  1. Click Add Credit Note Item button to add new line item.
  2. Fill up line item details. Thereafter, the system will calculate the total automatically.
  3. Click Save Draft button to save all changes made.
  4. Click Save & Confirm button to save all changes and send notification email to customer.

Sample Credit Note

Credit Note email notification to customer

Manage Credit Notes

  1. Click on Create Credit Note button to create a new credit note.
  2. Click Action button to select edit, delete or view action
    • to edit credit note
    • to delete credit note that has not been issued
    • go to view this credit note in detail

Credit Note details

  • Table shows current credit note usage history.
  • Click on delete icon to remove activity.
  • Sample Credit Note is appended below.

  1. Click Print button to print this credit note as PDF document.
  2. Expand More Action at top right corner:
  • Create Credit Note – to create a new Credit Note.
  • Use Credit – apply credit to the invoice.
  • Void – cancel this credit note. A used credit note cannot be void.
  • Back – return to index page.

Apply Credit Note(s) to selected invoice.

  1. Credit note with balance from the biller/ vendor will be displayed in the table above.
  2. Fill up amount to credit for each Credit Note selected.
  3. Click Confirm button to apply the credit. A notification email will sent to customer.
  4. Click Cancel button to cancel changes.

Apply Credit Note on multiple invoices

  1. Invoices with outstanding amount of this customer will be displayed in the table above.
  2. Fill up amount to credit for each invoice of your choice.
  3. Click Confirm button to apply the credit. A notification email will sent to customer.
  4. Click Cancel button to cancel changes.

Bills/ Purchases Management

Go to “Bills / Purchases” tab on the left-hand of the menu to view.

  1. List of Quotation Received – View quotations sent by your biller/ vendor.
  2. List of Invoice Received – View invoices sent by your biller/ vendor.
  3. List of Credit Note Received – View Credit Note credited to you by your biller/ vendor.

To manage and view quotations received

  1. Quotation status:
    • Confirmed – quotation that biller/ vendor issued to you. You can make payment to this quotation and system will update the payment status and convert it into invoice automatically.
    • Completed – quotation that has been converted to invoice.
    • Expired – quotation that has reached its expiry date, you can no longer make payment for this quotation
  2. Click Action button to select edit, delete or view action.

Details of Quotation received

  1. Click on Make Payment button to make online payment for this quotation. The system will automatically convert this quotation to invoice after the payment is successful and notify your biller/ vendor.
  2. Click on Print button to print/download this quotation as pdf document.
  3. Click on Back to return to index page.

Managing list of Invoices received (Bills/ Purchases)

  1. The dashboard above itemises invoices received from billers/ vendors. Use filter to sort by invoice status.
  2. Invoice status:
    • Confirmed – Invoice received that is pending payment.
    • Overdue – Invoice received that has outstanding not cleared after payment due date.
    • Void – Void invoices.
    • Paid – Invoice that is paid in full.
  3. Click Action button to select edit, delete or view action.
  4. Click Record Payments to make payment for the invoice.

Record Payments

  1. You can upload offline payment details.
  2. Fill in all the required information and fill in the amount paid in the table then press Confirm button.
  3. Your biller/ vendor will receive an email notification after you save the payment.

  1. You can also upload up to 3 for offline payment.
  2. Click on Upload Image button to upload.
  3. Click on Record another payment button to record a new payment.
  4. Click on Close button to close this popup screen.

Invoice Received details

You can view the details of invoice received.

  1. Click on Record Payments button to make payment.
  2. Click on Print button to print/download this invoice in pdf format.
  3. Click on Use Credit button to apply credit to this invoice. This request requires approval from the biller/ vendor.
  4. Click on Make Payment button to make online payment to biller/ vendor. After payment is successfully, a receipt will be sent to to the biller/ vendor and you.
  5. Click on View Transactions button to view payment transactions.
  6. Click Back to return to index page.

To view Credit Notes received

  1. Click Action button to select edit, delete or view details of the selected Credit Note.

View details of selected Credit Note

The table above shows current Credit Note usage history. 

  • Click Back to return to index page.
  • Click the arrow icon to request use credit on invoice(s). The biller/ vendor will receive email notification upon request.

Approve Credit Note request from Biller/ Vendor

On the invoice detail page, a red notification bubble indicates there is request pending to be approved. The biller/ vendor can choose to approve or reject this request.

On the Credit Note detail page, the biller/ vendor can see pending request in the activity table. The biller/ vendor can choose to approve or reject the request.

Contact Management

To view and manage customer/ biller (vendors) contacts.

  1. Tick Show Hidden checkbox if you wish to view record(s) that you have hidden previously.
  2. Click Add New Customer button to create a new customer profile.
  3. Click icon to view customer details.
  4. Click Export button to download customer contacts in excel format.
  5. Click Upload button to import customer contacts.

Click on the amount under Credit column to view source and usage of credits for selected customer.

To view and manage billers contacts and balances.

Click on the amount under Credit column to view your credit activity history of a biller/ vendor.

Add New Customer

  1. Provide all required data marked with (*).
  2. Click Save button to create a new customer profile.
  3. Click Back button to return to index page. Changes will not be saved.

View Customer Details

  1. Click icon beside “Basic Information” to edit customer information.
  2. Hover the mouse over the Total Invoiced vs Total Paid Bar Chart to show exact amount.

Edit Customer

  1. You can untick Active checkbox to deactivate this function until you activate it again.
  2. Tick Hide this record? checkbox if you do not wish to see this record at index page.
  3. After editing, press Save button to update the record.
  4. Press Back button to return to index page. Changes made will not be updated.

Reports

Generate reports

Reports:

  1. Invoice status
  2. Taxes – Input tax report
  3. Taxes – Output tax report
  4. Customer – Payments report
  5. Customer – Receivable aging report
  6. Customer – Account statement
  7. Vendor – Expenses report
  8. Vendor – Payable aging report
  9. Vendor – Account statement

Invoice Status Report

  1. Fill in search criteria and click Generate button.
  2. Click Back button to return to Report Index page.

Sample Invoice Report

  1. You can print and download the invoice in Excel format.
  2. Click on Invoice No. to view selected invoice’s details.
  3. Click Back to return to Invoice Report Index page.

Input Tax Report

  1. Select date range and click Generate button.
  2. Click Back to return to Report Index page.

Output Tax Report

  1. Select date range and click Generate button.
  2. Click Back to return to Report Index page.

Payment Report

  1. Fill in search criteria and click Generate button.
  2. Click Back to return to Report Index page.

Sample Payment Report

Receivable Aging Report

  1. Fill in search criteria and click Generate button.
  2. Click Back to return to Report Index page.

Sample Receivable Aging Report

Customer Account Statement

  1. Click icon button to view selected customer’s account statement.
  2. Click Back to return to Report Index page.

  1. Select preferred date range for the report. Tick Show open invoice only if you wish to view invoices with outstanding amount only.
  2. Click Generate button to generate the account statement within the selected date range.
  3. Statement of Account is attached at above.
  4. Click Download button at top right corner of Account Statement page.
  5. Click Back to return to Customer Statement Search Page.

  1. Tick any options and click Submit button.

Options:

  • Download PDF/ Download Excel – Download this report to your computer.
  • Email Attachment – An email attached with this statement will be sent to your customer.
  • Include Aging – To include aging in the download/ email file.

Sample Account Statement

Expense Report

  1. Click on invoice number to view invoice detail.

Payable Aging Report

Sample Payable Aging Report

Sample Account Payable Statement