Financial Settings

Settings > Accounting > Financial allows you to set general financial settings that will come into play in your accounting process.


Banking

  • Your Bank Account Number can be entered in the Bank Account Number if you would like it to appear on documents otherwise this field can be left blank.
  • Choose a month from the Fiscal Year End dropdown
  • Click Save

Configuration

  • The Customer Start Number is usually left as is but it can be changed if you would like.
  • Do not change the Order Start Number until you are ready to Go Live.
  • Toggles are set for most situations but can be adjusted as necessary.
  • Choose Generic or QuickBooks for Accounting Program.
  • Once a Credit Card Processing Account is created it can be set as a default here. Settings > Admin > Integrations.
  • Set your Default Currency.
  • Set Shipping and Postage as Taxable - Yes or No.


Deposit Types / Payment Types

Payments in DocketManager are placed into Deposits. Specific Payment Types such as Credit Cards are usually put into a Credit Card Deposit Type. It is possible to have multiple Deposits open at any given time.


Payment Terms

Payment Terms are assigned to Customers in the CRM.


Taxes

  • Your Company Tax Number can be entered in the Tax Number field if you would like it to appear on documents otherwise this field can be left blank.
  • A Default Tax Rate can be set for new Customers that are entered into the system.
  • Delete taxes that do not apply and build out the necessary taxes by clicking New and filling in a Name and Rate.

Taxes are assigned at the Customer level and multiple tax rates can be assigned to separate PST & GST or State & County taxes.


GL Accounts

Settings > Accounting > GL Accounts allows you to build out your GL Revenue Account names and corresponding numbers. These GLs match up to the accounts in your accounting program and allow you to separate Assets, Liability, Expenses, and Revenues.



Once all of your GLs are built out you can begin to assign them to different areas of your system in the Set GL Accounts section. 

The {+} to the left of an Account indicates there are multiple items within that group. You can assign all of the items the same GL account by selecting a GL from the Select an Option dropdown or you can click on the {+} to expand the group and set each item individually.


As you add new Department Items, Stocks, and Presses there is a GL Revenue Account dropdown in the setup window. Get in the habit of selecting the correct GL when you create items but know that you can always refer to this page to set GL Accounts.

Invoicing

Once an order is shipped your shipping department should be moving the order to the To Be Invoiced queue. This queue should be monitored by your accounting department so that invoices are sent in a timely manner. 



From this view click on the Order Number which will bring you to the Order view where you can determine if there are other items on this order and if it is in fact ready to be invoiced.


If all of the order items are in the To Be Invoiced queue follow the steps below to send the invoice.

  • Enter an Invoice Due Date
  • Enter the Approved Total in the Approved Total field.
  • From the Actions Menu click Print or Email Invoice.
  • Then from the Actions Menu click Post.


When an order is Posted a price check is performed in the background to alert you of any price changes that may have been made in your system while this order was in Production. If the Approved Total and the Total do not match the Post action will error. In this case you will need to edit the Order Item price to match the Approved Total and then it is suggested to leave a Note at the Order level stating "Upon reorder please see (name) as we have to requote this project".


Once the Order Total and Approved Total match the Order will be removed from your Production Workflow and Post to Accounts Receivable.

Accounts Receivable

AR can be found by navigating to Settings > Accounting the first tab is Accounts Receivable. The Accounts Receivable tab will display all of the open balances in your system. The search options on the left allow you to refine your search, you can Print or Email Statements by using the Statement dropdown, and you can Export the AR data for use outside of DocketManager if necessary.


Deposits

Deposits are a way to organize payments by time and/or type. If they are organized by both date and type, they can be matched to each deposit on your bank statement.


If you batch your credit card terminal each night, then you would create a new deposit each day for credit cards. The value of the credit card deposit in DocketManager would then match the credit card amount deposited in your bank. If you collect checks all week then take them to the bank at end of the week, each week you would create a new check deposit and those values will match the amount you take to the bank.


Deposit Types can be edited in Settings > Accounting > Financial. You have the option to create a different Deposit Type for each Payment Type or you can put all of your Payment Types into a single Deposit and use the Deposit Ticket document to separate and total each of the Payment Types. 


Note: Deposits are not to be confused with partial payments on orders.

Payments

There are three ways to create a payment in DocketManager.

The first option is to create a Payment within an open Deposit. First create a Deposit and select a Type, then click Save. Under Payments click {New}.


Payments from the Deposit tab

The Deposit Code will automatically fill in, you will need to choose a Type and a Customer. Only customers that have a balance due will appear. Posted and Unposted orders will appear for the selected Customer. Above the orders click on the Select an Option dropdown to filter your results by Posted or Unposted. Multiple orders can be paid at one time or a single order can be selected to be paid. Once you have made your selection click on Pay.


Payments from the Payments tab

From the Payments tab in Accounting click on {New}. A window will appear that looks very similar to the previous example. Choose a Customer a Payment Type and select the Orders to be paid. Once the selections are made click {Pay}.


Payments from the Order level

Within an Order to the right of the Details section you can add a Payment by clicking on the {+} to the right of Payments. 

A New Payment window will appear where you can enter the payment details.


No matter which method you choose to apply a payment in your system, all payments will be stored within a Deposit, within the Payments tab, and at the Order level. It all has to do with where you are in the system at any given moment.

Entries

Entries are used to credit all or part of an invoice, reasons for the credit can range from a billing error, production error or bad debt write off. Entries can be made and applied to invoices that exist now or one entered in the future.


They can also be used to add additional charges to an invoice such as finance charges or NSF (Non-Sufficient Funds) fees.


From the Entries tab click {New}.


Entry Name, Customer, and Type can all be filled out before moving on to GL Account Allocation. Since we are subtracting from Revenues within the system those funds need to be pulled from specific GL Accounts that were present on the credited order.


Clicking Prefill From Order Items will allow you to choose the Order Item and the table will prefill with all of the present GL totals. From here you can adjust the amounts in each GL Account to match the total of the credit. Taxes can also be adjusted if necessary. From the bottom of the window click {Save} and then you can click on Applied Order to apply the Entry to an Order.

Revenue Breakdown

The Revenue Breakdown offers a snapshot of your revenues based on the search criteria selected on the left of the table.

GL Account Breakdown

Users can pull the values of GL accounts for a specified period. Discrepancies and untracked revenue can also be located for that period if applicable.

Closeouts

Closeouts are snapshots of the Revenue and GL Account Breakdown values for a certain period. These values, when balanced, can be entered into an accounting program through a .txt file import or they can be manually entered. Although Closeouts are not required in DocketManager, we do recommend using them to help organize your accounting. We will guide you through your first Closeout in your 1 Month Follow up Meeting.


Commission

Commission is a percentage of the total commissionable sale. Commissionable employees need to be licensed users within DocketManager. These users can be defaulted at the Customer level in the Financial section (CRM > Customers > Edit Customer > Actions > Edit > Financial > Default Commission Contacts.



The commission percentage does not include shipping, taxes, or postage. In addition to that Department Items can be set a Commissionable - Yes or No in the case of a Department Item being a hidden shipping charge.


Commission Report

When you are ready to pay your employees commission navigate to Accounting > Commission and fill out the Search fields on the left hand side.



Once the fields are completed click Search and the table to the right will update showing matching results. Click the Checkbox to the right of Search and to the left of New Payment, then click New Payment.



A Reference Number field is available if you would like to reference this payment, the Cash Date can be selected and the total of the commission is provided in the Amount field. Click Save and those order items will be marked as commission paid.