Small Business Accounting PRO: System features

Incoming money

Outgoing money

Products & services

Contacts, tasks, notes

Financial accounting

Multiple companies / currencies

System setup

Upload to cloud server, Backup & Recover data

Link to application on PC

PC & Android: client server configuration

Documents processing

Email based AS1 B2B business messenger

Email broadcast



Money In
Creating new Sale Receipts, Invoices, Quotes (Estimates): record the data, generate pdf documents, email or upload the data to the server

1 Record the customer

1.1 Type customer name in the customer field; save the customer name in the contact list: tap "FLOPPY" icon to the right of the text field;

1.2 Select existing customer record: tap "MAGNIFIER" icon to the right of the text field and select a contact from the contact list; The magnifier implements the search function: if the Customer field is empty, the whole list of contact will be displayed; if the field contains at least one letter, only the contact records starting with this letter will be displayed.

2 Choose document type, status & stock

2.1 Select document type

2.1.1 "Estimate" (to record an estimate): the data, including order type can be changed later;

2.1.2 "Invoice" : specify Status (for meaning of different statuses see "Modify Invoice status" below)

2.1.3 "Sale Receipt": status "Paid" is assigned automatically, the saved data can't be changed later: the payment related accounting data has been recorded


2.2 Record inventory items, services or amount

2.2.1 Tap on "Add product or service" band: the order line screen will be opened.

Using the screen, you can register in the system the new product or service record, or search the existing list of products or services already registered in the system;

2.2.2 The system provides two options for inventory cost calculation: "Standard costs" and "Weighted average" (see setup of Accounting).

2.2.2.1 If the "standard costs" option is selected, to register the new product (service) type its name and price in the appropriate fields and tap on "Paper-clip" icon to the right of the text field: the product with this same name and price will be recorded in the system, you can edit the data later (in particular add the tax value, or description for the product).

2.2.2.2 If the "Weighted average" option is selected, the "Paper-clip" icon is not displayed. The new product will be registered automatically, when you create an "Estimate", "Invoice" or "Sales receipt". You can edit the created inventory record and add more information later.

2.2.3 To Select existing product or service record: tap "MAGNIFIER" icon to the right of the text field and select an entry from the list, the price will be inserted automatically. The magnifier implements the search function: if the Name field is empty, the whole list of products will be displayed; if the field contains at least one letter, only the product records starting with this letter will be displayed.

2.3 Scan the product Bar code: if the product with this barcode has been already recorded in "Products & Services" list, the appropriate product record will be added to the Invoice; if the product with this bar code has not been recorded in the list, the system will prompt the user to record the new product and will open the appropriate screen. The product can be added to the invoice later: either by selection from the list, or scanning the bar code .

2.4 Recording additional information: freight and charges, discount, due date, order number If the memo is not specified for the particular Invoice record, the generic memo record, defined on the invoice settings screen will be used.

3 Specify tax

3.1 You can specify whether the tax is included in the product price or should be added on the top of it, by checking the appropriate checkbox on the screen

3.2 You can select the particular tax type applied to Invoice by choosing the entry from the selection to the right of the "Tax Inclusive" checkbox. If the invoice is may tax free choose "NO TAX". In case of a single tax per invoice, you can choose the appropriate tax entry from the list of configured tax records (see below). If the products in the invoice are taxed differently, choose "TAX PER ITEM" entry. In this case the system will automatically pick the tax rate configured for each product or service included in invoice. These tax rates has to be configured in advance on the particular product screens (if not specifically configured, NO TAX is implied for the product).

3.2.1 To configure tax value used in your country go to SYSTEM SETUP->TAX screen. Tap on the "PEN" icon on the top of the screen, this will open the entry for the new tax record, you can specify tax name and rate (percentage). This will be included in the appropriate selection lists for new sale, purchase, or product / service records. You can specify the entry which combines several taxes. This will be the single entry with the name of your choice (e.g. VAT & Luxury Tax), and the rate, which is the sum of tax rates for individual taxes included (20% = 5 + 15 %). You can delete the existing tax records (tap on the record in the list and then on "TRASH" icon), which has been created as examples for your convenience.

4 Record invoice memo and internal comment

To record (internal) comment, not shown on invoice, or the specific memo to be displayed on invoice tap on the coloured band on the top of the screen, the appropriate fields will appear (if you will tap again the fields will disappear).
You can insert the necessary information "FLOPPY" and "MAGNIFIER" buttons are operating similarly to the previous. You can use the "MICROPHONE" icon to use voice recognition facility, rather than type your information.

5 Process invoice and modify invoice status

Invoice status can be modified for "In Progress" or "Delivered" invoice. This basically reflects the standard workflow of processing the sale order. Depending on the status of invoice, the record can be processed differently

5.1 In case of status "In Progress" the data, including order type can be changed later;

5.2 In case of status "Delivered" the data can't be changed, the separate Payment screen can be opened, when tap on "$" icon on order details screen to record Invoice payment (see below)

5.3 In case of status "Paid" the data can't be changed; the payment related accounting data has been recorded;

5.4 In case of status "Delivered" the invoice can be cancelled and credit memo recorded. The order payment can be processed when tap on "$" icon on credit memo screen. This is a simplified procedure, so that only account, not payment details can be selected. The same procedure can be conducted with Sales Receipt;

5.5 The Invoice can be transformed to Sales Receipt with payment recorded automatically;

5.5 The Invoice be replicated to the new one. It's date is set to current and state specified as "In Progress"

6. Configure Invoice template and company data

Invoice template (for pdf printout) can be configured using SYSTEM SETUP->INVOICE FORMAT SETUP screen.

6.1 The first tab allows the user to choose the template for invoice and the texture used at the top of the page. If you do not like any of the textures in the list, you can use your own custom texture: choose the second tab, check "Use Custom Texture" and tap on the image which will appear. The system will open directory structure. You need to navigate to the appropriate directory in your Android device and select the image you want to use from the list. The similar procedure is needed to select the logo image on invoice.

6.2 The second tab will specify which information you want to include in invoice. This can be applied to order line records (you can add optional information, such as description, tax or stock image for quote) as well as total invoice format

You can include the facsimile signature to invoice (which you need to record on SYSTEM SETUP->DOCUMENT SIGNATURE screen: write signature by a stylus or finger in the grey band and then save)

You can also include both shipping address and billing address on invoice. In either case you need to check the appropriate checkbox.

6.2.1 The system allows the user to choose two types of document naming.

6.2.1.1 Unique naming is recommended in case if application is linked to Dropbox, in this case the different documents will not overwrite each other on Dropbox server.

6.2.1.2 The alternative (non unique, generic naming) is recommended when the system is not linked to Dropbox, as more economical in terms of use of memory on Android device. You can make the choice by checking the appropriate checkbox on the screen

6.3 The third tab of SYSTEM SETUP->INVOICE FORMAT SETUP provides the facility to use custom captions on the printed documents (e.g. You may want to use "Estimate" instead of "Quote", etc.), or configure the captions using languages other than English. The system supports generation of pdf documents for the basic European languages as well as Chinese, Japanese, Korean, Arabic and Russian.

6.4 Set company data

To complete configuring the invoice template, you need to specify company data, which will be used on your documents (invoices, quotes, etc.) letter heads as well as in email signatures, on emails, which you send to your customers. Here you basically specify Company name, address, email, website, etc. as well as standard memo and footer for different types of documents (invoices, recepts, quotes, etc). The standard memo can be overwritten by the custom memo if it has been specified for the particular invoice. Here you can also specify the link to the payment web-page (e.g. PayPal if you have one), which, if configured, will be automatically included in the email with which you send invoices to your customers.

7. Display, print or email document

When the invoice record is created, you can edit it (if it is quote or invoice in "In Progress" state), create and view pdf document, or email it to the customer, or upload the pdf document to the server (Dropbox). If you want to print the document, the simplest way would to view it, upload to Dropbox server and then print from your PC using local printer.

7.1 To edit invoice tap on the "PEN" icon on the top of the screen

7.2 To generate and view pdf tap on "NOTEPAD" icon on the top of the screen. The pdf document will be displayed. To print document, select File->Send and select Bluetooth. Provided the printer has a Bluetooth interface, the file can be sent to the printer directly.

7.3 To email invoice to the customer, tap on "ENVELOPE" icon on the top of the screen. The email message with the company details signature will be generated, the pdf invoice is attached to the email. If configured, the link to the payment web-page is also included in the email.

8 Upload the document to cloud server

You can keep all generated documents on your PC as well. This is done using the third party facility, namely Dropbox server or Google Drive.

To start using the service you need to connect to the server (establish the new account if you have not got one), or provide your account credentials to establish the link.

Upload to Dropbox and Google Drive are similar (except the application creates and uses the directory structure on Dropbox or put documents into a single directory on Google Drive). The choice is entirely for your convenience

When the connection is established all pdf documents generated in your system (when taping on "NOTEPAD" icon) will be uploaded to Dropbox server or Google Drive. You can subsequently browse or print the documents from your web browser on PC, or if you downloaded and installed Drobox software, keep them in the particular directory on your PC.

If you do not want to upload all pdf files to Dropbox server, you can tap on "TRASH" icon on "DROPBOX UPLOAD" screen this will delete all pdf files generated before. Then you can create pdf documents for the records you need (by opening the appropriate record in the list (say invoice) and then tapping on "PAPERS" icon. When the documents are created, you can go to "DROPBOX UPLOAD" screen and press "Upload" button.

The same for Google Drive

In both cases you can save the full backup to the server and restore the data from the server (Dropbox or Google Drive) when needed. See HELP on on the appropriate screen for more details

Note: we do not recommend to upload too many documents at once, as this puts too heavy load to android memory and the bandwidth of your internet connection. The better option is to create one or two documents and then instantly upload them, then repeat the procedure if you need to upload more. See more details below.

9 Record order payments (including partial payments)

When the invoice is in "Delivered" state, the system provides the facility to record the details of payments (may be several partial payments). To record the payment tap on "$" icon on invoice details screen (the icon is displayed only in the case if the invoice is in the "Delivered" state). The payment screen will be opened, you can record the type of payment (Check, Credit Card, PayPal, etc.) as well as the payment details and comments. When the total amount of payments reaches the invoice amount, the invoice status is automatically changed to "Paid".

The receipt, which may be sent to the customer will include the details of all partial payments.



Money Out
Recording and generating pdf documents for Bills, Purchases and Purchase Orders is very similar to recording invoices, except here, when making the record, you automatically specify the Expense Category.

You can configure your expense categories (very similar you configure tax rates), see below the details.

"Purchase Order" is used to record inventory purchases (used for subsequent sales).

1 Record the vendor

1.1 Type vendor name in the vendor field; save the vendor name in the contact list: tap "FLOPPY" icon to the right of the text field;

1.2 Select existing vendor record: tap "MAGNIFIER" icon to the right of the text field and select a contact from the contact list; The magnifier implements the search function: if the Vendor field is empty, the whole list of contact will be displayed; if the field contains at least one letter, only the contact records starting with this letter will be displayed.

2 Choose document type, status & stock

2.1 Select document type

2.1.1 "Bill" or "Purchase".

2.1.2 "Purchase Order" : specify Status (for meaning of different statuses see "Modify Purchase Order status" below)

2.2 Record inventory items, services or amount

In case of a Bill you can only record the amount. For Purchase or Purchase Order you can record stock items being purchased

2.2.1 Tap on "Add product or service" band: the order line screen will be opened.

Using the screen, you can register in the system the new product or service record, or search the existing list of products or services already registered in the system;

2.2.2 The system provides two options for inventory cost calculation: "Standard costs" and "Weighted average" (see setup of Accounting).

2.2.2.1 If the "Standard costs" option is selected, to register the new product type its name and price in the appropriate fields and tap on "Paper-clip" icon to the right of the text field: the product with this name and cost will be recorded in the system, you can edit the data later (in particular add the price, tax, or description for the product).

2.2.2.2 If the "Weighted average" option is selected, the "Paper-clip" icon is not displayed. The new product will be registered automatically, when you create a "Purchase Order". You can edit the created inventory record and add more information later.

2.2.3 To Select existing product or service record: tap "MAGNIFIER" icon to the right of the text field and select an entry from the list, the cost will be inserted automatically. The magnifier implements the search function: if the Name field is empty, the whole list of products will be displayed; if the field contains at least one letter, only the product records starting with this letter will be displayed.

2.3 Scan the product Bar code: if the product with this barcode has been already recorded in "Products & Services" list, the appropriate product record will be added to the Purchase Order; if the product with this bar code has not been recorded in the list, the system will prompt the user to record the new product and will open the appropriate screen. The product can be added to the purchase order later: either by selection from the list, or scanning the bar code .

2.4 Manually insert the amount into the amount field (this is the simplified way to record the purchase

3 Specify tax

3.1 You can specify whether the tax is included in the product cost or should be added on the top of it, by checking the appropriate checkbox on the screen

3.2 You can select the particular tax type applied to Purchase Order by choosing the entry from the selection to the right of the "Tax Inclusive" checkbox. If the purchase order is may tax free choose "NO TAX". In case of a single tax per purchase order, you can choose the appropriate tax entry from the list of configured tax records (see below). If the products in the purchase order are taxed differently, choose "TAX PER ITEM" entry. In this case the system will automatically pick the tax rate configured for each product or service included in purchase order. These tax rates has to be configured in advance on the particular product screens (if not specifically configured, NO TAX is implied for the product).

3.2.1 To configure tax value used in your country go to SYSTEM SETUP->TAX screen. Tap on the "PEN" icon on the top of the screen, this will open the entry for the new tax record, you can specify tax name and rate (percentage). This will be included in the appropriate selection lists for new sale, purchase, or product / service records. You can specify the entry which combines several taxes. This will be the single entry with the name of your choice (e.g. VAT & Luxury Tax), and the rate, which is the sum of tax rates for individual taxes included (20% = 5 + 15 %). You can delete the existing tax records (tap on the record in the list and then on "TRASH" icon), which has been created as examples for your convenience.

You can insert the necessary information "FLOPPY" and "MAGNIFIER" buttons are operating similarly to the previous. You can use the "MICROPHONE" icon to use voice recognition facility, rather than type your information.

4 Process purchase order and modify purchase order status

Purchase Order status can be modified for "In Progress" or "Delivered" purchase order. This basically reflects the standard workflow of processing the sale order. Depending on the status of purchase order, the record can be processed differently

4.1 In case of status "In Progress" the data, including order type can be changed later;

4.2 In case of status "Delivered" the data can't be changed, the separate Payment screen can be opened, when tap on "$" icon on order details screen to record Purchase Order payment.

4.3 In case of status "Paid" the data can't be changed; the payment related accounting data has been recorded;





Products & Services
The list of products and services should include the products or services which can be listed in invoices or purchase orders.

The items in the list can be manually inserted, uploaded in bulk from PC V-Business Small business accounting system (see below), or inserted in bulk using csv file.

The records typically include name description, price and tax details (name and price are mandatory), as well as some additional information, such as "Bar code" and manufacturer code. The bar code can be read from the barcode scanner, which will be called, when tap on the "BAR CODE" icon to the right of the appropriate field.

The system allows the user to attach to the record several stock images, which can be instantly made photographs, or existing (pre-processed) images, selected from Android storage and attached to the record.

The information about the stock can be also printed as a pdf file, images included.

The tax specified for the product or service is selected from the list of available tax records and used in invoice when configured "TAX PER ITEM" (see above).

3.1 In the multi-currency configuration the user can configure an inventory item to be priced in several currencies. For two inventory records registered for two different companies (with the different currencies), in case if their product numbers are the same, the system will be using the same single counter for physical amount. The user can have a single list with amount changes for the inventory item and several money amounts linked to the the same item (quoted in the different currencies).

This can be used for export/import sales when purchase orders are nominated in one currency, sales in the other, while the inventory amount is a single value for the stock, being increased / decreased both by purchases and sales.

3.2 Backup and transfer inventory data between companies

In case if several companies with different currencies are registered, the user can copy the inventory data registered for the different companies. After that the data can be updated: the prices quoted in the currency, as specified for the second company, entered.

Note To copy the inventory data from the different company, you need to use the option MERE WITH CSV DATA . The alternative option will not change the company id, so the data will still belong to the old company.



Contacts, Tasks & Notes
The system provides the basic CRM facilities, which includes the list of contacts. The contact detail can be manually inserted, uploaded from contacts subsystem of Android phone, or inserted in bulk using csv file.

The system provides the standard calendar facility as well as the facility to record events, tasks and notes, which can be linked to contacts.

The system also links to the contacts all related phone call records, which are automatically copied from Android phone log.



Financial Accounting
The system provides the basic Financial Accounting facilities: keeping track of income and expenses, recording all sales and purchases related information into the General Ledger, creating financial reports. The accounting system is split into "Cash" and "Accounting" subsystems.

1 Cash: bank accounts & expenses

The subsystem keeps information about the money, that is

1.1 The list of Bank Accounts & Credit cards with all related transactions attached to the accounts. Similarly, the system specifies the lists of Loans and Deposits, and Capital Assets.

The system contains the list of accounts for demo purposes. You can either use the existing records: just set the correct balances, or delete existing records and create your own list of accounts with the correct balances.

1.1.1 For the Bank accounts, the balances are updated automatically, when the sale (purchase) is recorded. The user can also record Deposit, Withdrawal, Transfer, Interest (for interest bearing account) as well as update the initial account balance. The account details screen displays total balance and monthly changes for the account.

1.1.2 For interest bearing accounts (e.g. Bank accounts, Term deposits, etc.), the user can specify the interest rate and select an option to "Automatically add interest". In this case the interest amount will be deposited to account at the end of each month. Alternatively, the user can manually record interest paid to account.

1.1.3 The system lists basic financial liabilities, such as loans (borrowed), as well as financial assets: Term deposits, Loans (lend); and Capital assets.

The system provided the facility to specify interest for Loans/Deposits and depreciation for Capital Assets.

1.2 The Expenses categories (accounts) contain the similar information (balance, monthly changes and the list of related transactions)

1.2.1 Expenses accounts can be arranged in hierarchical manner, so that the user can specify expense category and subcategory. This is convenient, when analyse and report the detailed expenses, which belong to the same particular subcategory.

1.2.2 For Expenses the user can specify the monthly budget (which will be kept and displayed on the appropriate report together with monthly expenses)

1.2.3 The user can specify the bill payment notification (day in a month), in case if needs notification that the particular bill is due to be paid. In this case the system will automatically create and insert the appropriate events into the calendar, approximately a month in advance.

1.3 Cash Flow

The subsystem also includes the convenience screen with the summary for cash flow for the system for a week, month and the year to date.

1.4 Currency conversion

In case if multiple currencies are configured, the system provides the facility to record the transfers of money between the accounts with different currencies. These currency accounts are registered as for separate "Companies", with separate set of accounting books. So that the transfer is recorded as a deposit (or withdrawal) to (from) the particular accounts with the appropriate debit or credit of Owners drawing equity account. The transfer is recorded for the current (updated from the internet) exchange rates specified for the given currencies. The system uploads exchange rates for the currencies upon tap on the "Circular arrow" icon on the top band of "System setup->Currency exchange rates" screen The entries in the list are supplied by a calculator for quick calculation of payments in different currencies.


2 General Ledger

The subsystem contains the list of General Ledger accounts (all accounts needed to describe financial status of the company) and standard Accounting reports.

The system includes the list of predefined accounts, some of which are mandatory and can't be deleted. You can delete a non-mandatory account (provided it does not have transactions), or create new accounts, however this is not necessary.

2.1 The general ledger account record displays information similar to bank account (the balance monthly changes and the list of transactions)

2.2 Accounting reports contain graphical and textual representation of the data, as well as the option to create pdf and csv data files (if needed the files can be uploaded to Dropbox server or Google Drive as specified above). The representation is switched between graphical and textual upon tapping on "A" icon on particular report screen. The pdf file is created upon tapping on "Notepad" icon on report screen. The csv file is generated upon tapping on "Papers" icon on report screen.


3 Financial Reports

The system contains the following list of reports

3.1 Budgets & Expenses

For the different expense categories, the report specifies configured monthly budgets and actual expenses

3.2 Sales (Per month, Per quarter, Per customer, Per item)
The lists of total amount for delivered and paid Sales as specified per category or time interval.

3.3 Aged receivables
The standard accounting report which lists amounts owing by different customers for the periods more than 30, 60 or 90 days

3.4 Tax (Per month, per quarter)
The lists of tax amounts within sale amounts for delivered and paid sales as specified for time intervals

3.5 Payments (Per month, per customer)
The lists of amounts actually paid by the customers for delivered goods or services, as specified by Sale Receipts and paid or partially paid Invoices

3.6 Expenses (Per month, per category)
The list of expenses per category (and subcategory) with total amounts and percentages as specified by Bills, Purchases and paid Purchase Orders

3.7 Balance Sheet
The standard report listing Assets, Liabilities and Equity of the company.

3.8 Profit Loss
The standard profit loss statement for the company for specified periods.

3.9 Gross Profit
Sales amount less cost of sales for a specified period.

3.10 Chart of Accounts
The list of all General Ledger accounts with balances

3.11 Journals
All accounting transaction records with amounts and types (Debit or Credit)

3.12 Trial Balance
List of debit and credit amounts per account per time interval.

3.13 Cash Flow
The standard cash flow statement, which list incoming and outgoing money for specified the period.

3.14 Inventory: Summary & Total costs
The list of inventories with physical amounts, costs and totals.


4 Setup & End of financial year

4.1 The setup of Accounting subsystem is conducted on the System Setup -> Tax & Accounting -> Accounting setting pane. The user can specify:
  • Date of start of operations
    It may be needed for Statement of financial position report.
  • Day and month for the start of financial year.
  • Standard or simpified procedures for processing of sales tax in accounting subsystem.


If STANDARD is checked:
The sales tax is calculated based on the sum of price of the products being sold (sale subtotal) and freight and charges. In case if the discount is offered, the sales tax is calculated based on the actual amount paid (after the discount), which is typical for volume discounts. Discount is acknowledges as contra (negative) income.

If SIMPLIFIED is checked:
The sales tax is calculated based on the sum of price of the products being sold (sale subtotal) only. Freight and charges amount is just displayed on the invoice, the sale tax is not deducted from the freight amount. In case if the discount is offered, the sales tax is calculated based on the price of the products (before the discount), which is typical for early payment discounts. Discount is acknowledged as cost of sale (expense).

4.2 The user can choose the method for inventory cost calculation 4.2.1 "Standard costs" method implies that the cost is set by the user for each inventory item ("product").

4.2.2 "Weighted average" method implies that the cost of each particular inventory item will be re-calculated (and possibly reset) by the system, upon processing of each purchase order for this inventory item, based on the price which was paid paid. The cost of an inventory item will be calculated based on the standard accounting "weighted average" procedure (total money paid for the product when purchased, divided by total number of items for this product).

4.3 The end of financial year procedures are the standard accounting procedures, which will be conducted upon pressing on the button Closing books on the System Setup -> Tax & Accounting -> Accounting setting pane.

The procedures can be conducted after the actual end of the financial year and will include.
  • Processing income and expenses accounts, evaluating profit or loss

    The balances of Income and expenses accounts will be reset to zero with the totals transfered to a temporary income account. The data from the temporary income account will be transfered to Retained Earnings account, or Owners Capital account will be adjusted.


International Financial Reporting Standards

In addition to the standard accounting functions, the system provides some additional, limited features, which makes it basically compliant with International Accounting Reporting Standards for Small and Medium entity (IFRS SME).

The specific feature of IFRS procedures, compared to generally accepted accounting practices for each particular country, are related to analysis of the company financial standing in the actual market environment. The IFRS compliant functionality is limited by the following set of features
  • Standard IFRS reports;
  • Automatic maintenance of the list of General Ledger accounts, which are needed to provide IFRS reporting.

IFRS General Ledger accounts

The set of IFRS accounts can be etablished on the Company pane by selection of the approprite list, when create the new Company.

Standard IFRS reports

Standard IFRS reports are defines as follows:

1.1 Statement of comprehensive income
It has a meaning of Profit Loss statement with slightly different detalisation of income and expenses categories

1.2 Statement of financial position
The List assets and liabilities of the company, which also indicates current and non-current assets and liabilities

Note: Current assets are those which can be consumed within the current year, typically pay for current liabilities, which are due within the current year. Noncurrent assets are those which cannot be consumed within the current year.

1.3 Statement of financial position: preceding period
Statement of financial position: previous financial year.

Note: All IFRS features are optional, which means may be or may not be used by the business. Still if not used for formal financial reporting, the provided features are quite useful to give an insight of the company financial standing.



Multiple companies / currencies
  1. The user can register multiple companies (or currencies) in an ordinary fashion, by providing an abbreviated company name. When the company is registered it is set as a default. The particular company details, invoice settings, etc. can be recorded later within the SYSTEM SETUP->COMPANY DETAILS ... screen. The settings will be recorded for the company currently selected as a default.

    Note: The feature is optional and may be used only in case if the user runs multiple companies, or works with multiple currencies. In the case of a single company (currency) no records need to be recorded here.

    Note: As the system conducts separate accounting calculations (reports) for each company, the feature can be used to conduct separate accounting for operations with different currencies without the need to recalculate the totals based on the particular exchange rates, when prepares financial reports.

    Note: When creating a new company, the user can choose a concise or full list of accounts. The first may be more convenient for a contractor, while the second for the business. The user can add necessary accounts later.

  2. In case of use of multiple currencies, the system provides the facility to record the transfers of money between the accounts with different currencies. These are registered as for separate companies, with separate set of accounting books. The transfer is recorded as a deposit (or withdrawal) on the particular accounts with the appropriate debit or credit of Owners drawing Equity account.

    The transfer is registered with the current (updated) exchange rates for the currencies.

  3. The user can configure inventory to be priced in the different currencies, to have a single counter for physical inventory amount and several money amounts linked to the inventory item. (For more details see the System Help.)

  4. The user can switch between the companies, by opening the particular record and saving it as a default. Accounting, inventory and settings records are linked to the particular company. Organiser records: contacts, tasks and notes are common to all registered companies.

  5. The backup to Dropbx is conducted for consolidated data, which includes the data for all companies, currently registered. The backup to PC is conducted separately for each company.



System Setup
The system allows the user to set invoice and company data, spcify tax (see above) and pre-record frequently used messages. Apart from that the system supports some useful auxiliary functions

Recovering system info and license number

In case if by some reasons the license is not registered automatically, or the is lost when you re-installed the system, you can upload your license number from the online database

Go to SYSTEM SETUP->ABOUT screen and tap on the "KEY" icon on the top; answer "Yes" to the question, if you want to verify license number. Provided the license has been registered, the number will be uploaded from the server.

Purge the data

To Purge obsolete data open SYSTEM SETUP->BACKUP & RECOVERY screen. Tap on "PURGE THE DATA" icon and specify the date, so that all the record with earlier dates will be deleted from the system (e.g. the events, sales, accounting transactions, etc.)

For the sake of completeness, the system provides an option to recalculate account balances (as long as you delete transactions, totals may be changed), this however is a very specific option which you typically should not use (you delete obsolete transactions, rather than wrongly recorded).

Full Backup of the data to SD file

The backup command will copy all the data in the system to temporary file data.csv. The recovery from csv file will insert the data from the chosen csv file to the database.

Note: The data in the system after the backup will be as recorded in the backup file. If you conducted transactions after the backup, they will be lost, unless you create a second backup with the current data and merge two files.

Insert of pre-recorded data (or backup) into the system

1 Create a cvs file from existing list (e.g. list of contacts) by tapping on the "PAPERS" icon on the appropriate screen. This will give you the template into which you can insert your own data. You can export the file to the Dropbox server or Google Drive (see Help inside the appropriate screen), copy to PC when Android device is connected to PC via USB port and then edit on your PC. Alternatively just edit it on your Android device. The file will be located in /sdcard/VBuS/Reports/ORDER directory. If you do not use unique file naming (see above) the file name tmpData.csv

2 Edit the list: insert your data. Place the file into the directory specified above, or any other directory on Android device, you can navigate to.

Note: You MUST NOT change the number of columns or captions in the top row. If the number of columns is changed, the data will not be uploaded.

3 Tap on "RECOVER DATA FROM CSV FILE" and select the file you have just edited. Upon taping on the file record in the list, information from the csv file will be uploaded to the system. Check the appropriate list (e.g. CONTACTS) to confirm that the data has been uploaded.


Upload to cloud server, Backup & Recover data


The system can use Dropbox server or Google Drive for upload of the documents, partial and full backup of the data, as well as for exchange of the data between Android devices.

Upload documents to Dropbox server or Google Drive

You can keep all generated documents on your PC as well as on the third party public server: Dropbox (Google Drive)

To start using the service you need to connect to the server (establish the new account if you have not got one), or provide your account credentials to establish the link.

When the connection is established all pdf and csv documents generated in your system (when taping on "NOTEPAD", "NOTES" icons) will be uploaded to Dropbox server (Google Drive). You can subsequently browse or print the documents from your web browser on PC.

If you do not want to upload all pdf files to the server, you can tap on "TRASH" icon on the top band screen this will delete all pdf files generated before. Then you can create pdf documents for the records you need, by opening the appropriate record in the list (say invoice) and then tapping on "PAPERS" icon. When the documents are created, you can go to "DROPBOX UPLOAD" screen and tap on "Arrow" icon.

Note: we do not recommend to upload too many documents at once, as this puts too heavy load to android memory and the bandwidth of your internet connection. The better option is to create one or two documents and then instantly upload them. Repeat the procedure if you need to upload more.

The documents will be uploaded into several directories on Dropbox server (eg REPORTS, DOCS, NOTES, etc.) depending on the type of a document.
Br/> In case of Google Drive the documents are uploaded into the top directory.

Full Backup of the data

The option to backup the data will copy all the data in the system to temporary file data.csv and upload it to the server. The file can be subsequently used to recover the data in the system as well as for exchange of the data between several Android devices. To conduct the procedure tap on "Two arrows" icons. The system allows the user to conduct
  • FULL BACKUP TO DROPBOX
  • FULL RESTORE FROM DROPBOX
Note: As Dropbox is a third party server and data exchange is running as a background operation, you may need to fully exit and restart the system (tap on "Arrow up" icon on the main screen to exit) between running several operations of data exchange. You may even need to restart your Android device to conduct the operation.

FULL BACKUP TO DROPBOX will extract all the data from the system (except settings) and upload it to Dropbox server.

Note: in case of several Android devices, this should be done with care, not to overwrite the valuable data.

FULL RESTORE FROM DROPBOX will download the backup file from Dropbox server and insert to the system. The system data will be reset : the data in the system after the backup will be as recorded in the backup file. If you conducted transactions after the backup, they will be lost.

The backup / restore to Google Drive is exactly the same. Two options are provided entirely for the user's convenience.



Interaction with the PC application
The Android application can work independently, or may be linked to the PC application


Link to SMALL BUSINESS APPLICATION on PC

The system can be linked to V-BuS SMALL BUSINESS PC APPLICATION In this case the business data can be exchanged between Android & PC applications. Transmission of the data is based on standard AS1 protocol (exchange of encrypted email messages), so the user must specify the same email account for exchange of messages (submit his email address and password) both on the Android device and PC. Alternatively Dropbox can be used for data exchange. In this case the data is not encrypted, when passed between the devices.

Upload of the data from Android application to PC can be conducted either instantly, or in bulk, depending on the way the "PC CONNECTION" has been configured. The data also can be downloaded from the PC to Android device (or several Android devices).

Note: If the data is recorded at the time when the Android device is located outside of the zone of network coverage, the data will be automatically marked for bulk upload, independent of initial configuration of the system (this data only).

The system provides the choice of Dropbox, Gmail or AOL accounts to be used for exchange of the data. The user may create the new account for this purpose, not to interfere with his usual email account.


Android PC connection is established as a sequence of the following steps

Please note:
  • The systems can't be connected using email account configured with two steps authorisation (if you provided a mobile number for additional verification on the top of password verification). If you want to use our system, use (or create) an email account with password authorisation only.
  • The sequence of steps is important. First you must configure PC application and then Android device application.

1 For PC application

1.1 Upload, install and configure inventory and accounts data on PC application. This data will be uploaded to Android application (depending on configuration, either added to existing data, or the data on Android will be recreated).

The PC application has some sample inventory data, which you need to delete: Press "Delete All Sample Data" button on Setup->Company Details screen of V-BuS PC application.

1.2 Setup Android connection email login and password (full gmail or AOL address e.g. yourname@gmail.com) and password on Setup -> Communications screen; press "ANDROID CONNECT" button; wait until the text on the button changes to "RESET CONNECTION" (if it does not change for more than 1 min, check your email and password and try again). Check that Gmail (AOL) account is created: the corresponding record should appear in the list in Setup -> Email Setting screen.
Note: To make sure that the first step was conducted correctly, you can check that the message with the subject "V-BuS-Upload setup" appeared in your Gmail (AOL) Inbox. The attachment of the message contains the inventory and accounting data (encrypted) selected from the PC application to be upload to Android application.

2 For Android device application

1.1 Configure connection by selecting the server (GMAIL or AOL) an submitting Gmail (AOL) login and password in DATA EXCHANGE->UPLOAD TO V-BuS PC ACCOUNTING -> PC CONNECTION screen. This MUST be the same as configured on PC.

Select an option to upload the data instantly, or to conduct the bulk upload. In the case of bulk upload you can filter information an discard the data which you do not want to be transferred to PC.

If you have a slow internet connection do NOT check the box "Image Upload", to indicate that only textual information, not images should be uploaded to PC.

Note: Generally the system uploads to PC both data and images, The option to upload the text only is the recommended choice in the case when the speed of internet connection, or speed of user"s computer is low (frequent upload of large images can stall the application).

Checking the box "Reset the data" will enforce the system to delete the current accounts, and inventory data and subsequently insert the data which has been configured on PC.

Provided the settings are correct, the system will start operation in connected mode: all new sales, purchase, payments, stock, contact, tasks and notes records will be uploaded to V-BuS PC application, either instantly, or in bulk, upon the user"s request. In the case of bulk upload, information recorded on smart phone, can be uploaded to PC by pressing "Arrow" icon on DATA EXCHANGE->"UPLOAD TO V-BuS PC ACCOUNTING"->"UPLOAD DATA" screen. Only the selected data will be uploaded; the redundant messages can be discarded (deleted).

  • If you want to link to PC several Android devices, you need to repeat BOTH TWO STEPS for PC and each Android device. Sequence of steps must be maintained for setup of EACH device.


Backup & exchange of data between Android devices via PC V-Business application

The system can use PC V-Business application for upload of the data, partial and full backup of the data, as well as for exchange of the data between Android devices (reset or sync).

Upload new records to PC V-Business application

You can keep all generated data within PC V-Business application, provided the connection between Android devices and PC is established (see "Help" screen on Data exchange screen).

Exchange the data between Android device and PC application

The system allows the user to conduct
  • UPLOAD NEW DATA TO V-Business PC
  • FULL RESTORE FROM V-Business PC
  • MERGE DATA FROM V-Business PC


UPLOAD NEW DATA TO V-Business PC will upload the newly created data (e.g. Sales, Stock, Contacts, etc.) to PC V-Business application.

FULL RESTORE FROM V-Business PC will be downloading all the data PC V-Business application and inserting to the system. The system data will be reset : the data in the system after the backup will be as recorded within PC V-Business application. If you conducted transactions after the backup, they will be lost.

MERGE DATA FROM V-Business PC will downloading all the data PC V-Business application and inserting to the system. The system data will be merged : the data in the system after the backup will contain both the transactions recorded within PC application together with all transactions conducted within Android application. The accounts balances will be recalculated based on the total list of transactions (sales, purchases, etc.).

Exchange of the data between Android devices.

1. Conduct UPLOAD NEW DATA TO V-Business PC the Android devices - the data created on this device (e.g. sales, purchases) will be uploaded to PC V-Business application.

2. Conduct MERGE DATA FROM V-Business PC on the second android device - the data on the second device will be merged with the data from the first device (the users may conduct different transactions on the different devices, they should not be lost).

Note: in case of differences in the data, as resulted from updates on the other device, the system will update accounts, stock and contact information; sales, purchases and transactions data will be inserted into the system on the top of existing one. The account balances will be recalculated based on transactions' data.

Note: the system provided the option to reset the data, rather than to merge by using the option FULL RESTORE FROM V-Business PC . This can be selected in case if the user wants to edit or purge the data on the PC and then replicate it.

PC & Android: client server configuration

The PC and the set of Android applications can be configured and used as a client server system. So that the data can be exchanged between Android applications by uploading it to PC (by one of the Android applications) and then downloading and merging with the data on the other Android application. This is conducted in two steps.

1. Link Android applications to PC application, as decribed above. Start PC application

2. On Android applications
  • Open DATA EXCHANGE->UPLOAD TO V-BuS PC ACCOUNTING window
  • Tap on "crossed arrows" icon on the top band and select "UPLOAD NEW DATA TO V-Business PC" or "MERGE DATA FROM V-Business PC" interchangeably on one or the other Android application.
The data will be exchanged between Android applications via an intermediate PC application.

Documents processing

The system provides basic facilities to prepare a pdf document, sign or put a stamp to an existing pdf document.

1. To prepare a pdf document open a note, type the contents, then tap on "Pad" icon on the top band. The pdf with the contents of the note will be created.

2. To sign or put a stamp on the existing pdf document.

2.1 Setup the signature and stamp, which you want to put to the documents in "System setup->Document signature & stamp". You will need to give a sample for a signature and attach the file for the stamp.

2.2 Select PDF tab and attach the pdf to the existing note, similarly, you attach images. Tap on the "Pen" or "Seal" icon to put a signature or a stamp to the document.

Email based AS1 B2B business messenger

The system included email based messenger, which sends and automatically uploads to the system specially marked emails. The system provides an option to encrypt the message, so that only the recipient can read it (AS1 protocol), which can be used for B2B communication.

To use the feature you need to sent the name of the recipient, when you create a message. When the message is created tap on "Arrow" in the top band and select a delivery option.

1. The message will be sent using email as transport mechanism and will appear in the mailbox of your recipient, if he does not use this application. If the recipient uses this application, the message will be downloaded into the application and decrypted, if you selected to send an encrypted message.

In this case, the application will automatically notify you when the message has been received or read.

2. This applies both to sending messages and purchase orders / invoices. In case if your business partner has uses our system.

2.1 You can send a purchase order or invoice to his Android device. If you send a purchase order to your vendor (supplier), the purchase order, will be automatically converted into invoice in "In Progress" state in his system.

2.2 Similarly, if you send an invoice, a purchase will be automatically registered on the system of your customer.

You will be notified when the invoice or purchase order has been received or opened.

Email broadcast

You can use the system for sending email to your customers in bulk as a broadcast (if for instance, you want to notify your customers about the new service or product)

Open contact and select the third tab. The list of business contacts (customers and vendors) will appear.

1.1 Check the boxes next to the names of the contacts you want to send an email.

1.2 To prepare and send the message tap on the "Arrow" icon on the top. Type the subject and the text of email, you want to send.

1.3 To select an existing message, tap on "Folder" icon on the top. The list of existing messages will appear. Select the message you want, it will be sent to all selected contacts.





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