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Deskera Books FAQ

FAQ on Deskera Books

Can I pack my products in multiple cartons?

Deskera users can choose to pack their products into multiple cartons. In the Packing List, for the first carton, you can decide how many products to allocate in the carton. Once the packaging (i.e. the carton) reaches its maximum product limit, tick on the checkbox under the packed column.

Can I proceed to pick my products if there is insufficient stock?

No, you cannot proceed to pick your products if there is insufficient stock. The quotes or invoices will remain in the pending tab. Under the quantity column, the status will be marked as insufficient. Even if you proceed to generate a picklist for the products, a pop-up will appear stating

Can I convert Quotes or Invoices using Pick, Pack and Ship?

Yes, you can convert all the quotes or invoices you have created in the sell tab. In the Quote or Invoice page, click on the Fulfill button on the top right of the page. A pop up will appear. Choose the Pick, pack, ship button. Choose the pick, pack, ship

Can I transfer the data from my previous software to Deskera Books system?

Yes, you can import some of your data from your previous software by updating the details in the spreadsheet available on Deskera Books. Deskera users are allowed to transfer the opening balance of their accounts, products, and contacts to our system. 1. Go to the Accounting tab on the sidebar

Can I delete the existing debit and credit notes?

Yes, you can delete the existing debit and credit notes. Go to Accounting on Deskera Books, from the left hand side panel. Select Credit Note/Debit Note. For the credit note/debit note that you wish to delete, click on the 3 grey dots button and select the "Delete&

Can I edit the existing debit and credit notes?

Yes, you can change the details of the existing debit and credit notes that you have created except the contact name and the currency. In order to do so, click on Accounting from Deskera Book's left hand side panel. Now select Debit Note/Credit note. In the list

Why can't I apply credit notes?

If you are unable to apply the credit notes in your Invoice, you will need to check if you have created the Credit Notes in the Accounting Tab. Credit Notes need to be created first before applying to Invoices 1. Go to the Accounting Tab on the sidebar menu. 2.

Why can't I apply debit notes?

If you are unable to apply the debit notes in your Bills, you will need to check if you have created the Master Debit Notes in the Accounting Tab. Follow steps mentioned below1. Go to the Accounting Tab on the sidebar menu. 2. Select the 'Debit Notes’ card >

How do I create a new contact in Deskera Books?

1. Go to Contacts Master by clicking on the Contacts tab on the sidebar and then click on Add. 2. On the Add Contact page, fill in the contact details. 3. The mandatory fields are Contact Name, their Receivable Account, Payable Account, Currency, and Payment Terms. Fill in the contact

How to create non-tracked products?

1. To create a Non-Tracked Product, access Product Master via the Products tab and click +Add. 2. Under General > Type, select Non-Tracked. 3. Fill in the name of the Non-Tracked Product. 4. It is optional to fill in the Description and Barcode fields. You can also choose to upload

How do I create a Tracked Product?

1. To create a Product, access Products Master via the Products tab and click +Add. 2. Under General > Type, select Tracked. 3. Fill in the name of the Product. It is optional to fill in the Description and Barcode fields. You can also choose to upload a product image.

How do I indicate that I have received payment from my customers?

1. Go to the Sell tab on the sidebar menu. 2. Click on the Invoice Tab. 3. Users can either choose to select the 'Get Paid' button on the summary page or click on the button on the invoice page. 4. After selecting the 'Get Paid'

Can I convert the invoice to e-invoice?

Yes, you can convert the invoice to e-invoice as long as you indicate your Peppol ID with us. Follow the steps mentioned below to convert the invoice to e-invoice: 1. Go to the Sell tab, click on the three vertical dots on the preferred invoices and select Send e-invoices. 2.

How do I create an Invoice?

1. Go to the Sell Tab and click Create. Select Invoice. 2. Select your customer’s company in the Contact field. If they are not an existing Contact saved in your Contact Master, you can also fill in their company details as a new contact. Click here to find out

How do I convert a quote into an invoice?

To convert a Quote to an Invoice, follow these steps: 1. Go to the Sell tab on the sidebar menu and select the Quote you wish to convert to an Invoice. 1. On the top right-hand corner, click the Invoice button. * If you have not fulfilled the Quote fully, there

How do I fulfil a Quote or an Invoice?

On Deskera Books, Quotes or Invoices have three different stages of fulfillment: * Unfulfilled: No products/services requested in the Quote have been delivered to the customer yet. * Partial: Some products/services requested in the Quote have been delivered to the customer. * Fulfilled: All products/services requested in the Quote have

How do I create a Quote?

1. Click on the Sell tab and click on Create. Select Quote. 2. Choose the Contact for whom you are quoting the cost of goods/services. * If this Contact does not exist in the Contacts Master yet, you may create the Contact. 1. Once you have selected a Contact, the

Can I create a copy of Order or Bill?

Yes, you can create a duplicated order or bill. Click on the quick action (three vertical dots) of the respective order or bill, select the copy button. You will be directed to the order or bill page, click on the 'save’ button on the top right of the page.

Am I able to restore the deleted order or bill?

Yes, you can definitely restore the deleted orders or bills. In the Buy tab, click on the Closed tab. For all the orders or bills you have deleted, you can find them in the closed tab. Click on the quick action button (the three vertical dots), choose the reopen button.

How do I indicate that I have received Products or Services from my supplier?

To indicate that you have received products or services from your supplier: 1. Go to the Buy Tab on the sidebar menu. 2. Go to the document (Order/Bill) where you want to update the number of Products received. 3. Click the Quick Actions button (3 grey dots) on the

How do I mark a Bill as Paid?

Once you have made payment to your vendors or suppliers, you will need to mark them on the Deskera Books. Follow the steps as mentioned to mark the bill as paid. 1. In the Bill tab, click the Pay button under the Action column, which you want to make payment

How do I create a bill?

here are few steps to follow in order to create a bill in Deskera Books. Check on the steps mentioned below: 1. Click the Buy Tab on the sidebar. 2. Select the 'New' button and click on the 'Add Bill" button. 3. Select your supplier’s

How do I convert an order to a bill?

Deskera Books users can choose to convert their existing order to a bill by following the steps stated below: 1. Go to the 'Buy' tab on the sidebar menu. 2. You can choose to convert the order to the bill even if you have not received the products

How do I create an order?

To create an order using the Deskera Books system, follow the steps as mentioned: 1. Go to the Buy tab at the sidebar menu. 2. Click on the 'New' button at the right side of the page and select 'Order'. 3. Select the 'Contact'

India GST: What is GST Cess?

The tax system and administration are different for every country. It's not unusual for a country to impose Goods and Service Tax (GST) on businesses for the government to control, regulate, and generate revenue. In India, the tax system is unique and different compared to other countries. If

How do I make a copy of a Product?

You can create a duplicate of an existing Product and edit the copied Product. This function makes it easier to create various similar Products without retyping the content. 1. Click the Product tab to enter the Products Master. 2. Select the three grey dots of the Product you wish to

How do I change the status of a Product?

When you are no longer selling a Product, you can mark it as Inactive. Do note that you cannot delete a Product. Click the three grey dots and click Mark as Inactive to mark a Product as Inactive. 1. Click the Product tab to enter the Products Master. 2. Select

Can I edit or change the details of the products?

Yes, you can definitely amend the information on the existing products. 1. Go the ‘Products’ tab on the sidebar menu. 2. Users can choose to tick the checkbox or select the three vertical dots from the quick action button. 3. Choose the edit icon to make the necessary adjustment to

How do I indicate the default address?

For contacts with multiple Billing/Shipping Addresses, you can select the Default Billing/Shipping Address by ticking the Set As Default field. There is a Set As Default checkbox when you have 2 or more addresses.

My Contact has multiple Billing/Shipping Addresses. How do I add an additional address?

Some businesses might have multiple offices or warehouses, which results in various Billing and Shipping Addresses. You may add additional addresses into a single Contact by following the steps below: 1. Click into the Contact you would like to edit in Contacts Master. 2. Go to the Billing/Shipping Address

Can I duplicate a Contact?

Yes. To duplicate a Contact, follow the steps below: 1. Go to the Contacts Master tab by clicking Contacts on the sidebar. 2. Select the 3 grey dots on the right-hand side of the Contact you wish to duplicate and select Copy. 3. Amend the details required and click Save

How do I change the status of a Contact?

Some Contacts might be inactive for a while or have ceased operations. In the Contacts Master, you can click the 3 grey dots on the right-hand side of the Contact whose status you would like to amend. Click the 3 grey dots at the side of the Contact you wish

Can I edit a Contact?

To edit a Contact, click into the Contact that you wish to change in the Contacts Master. Amend the details required and click the red SAVE button to save your changes.

How do I duplicate a Journal Entry?

You can only duplicate Normal and Fund Transfer Journal Entries. Other entries, such as Invoices or Bills, cannot be duplicated. However, you can use the Copy function within Invoices/Bills. This creates a new Journal Entry when the Copy is created. To duplicate a Normal or Fund Transfer Journal Entry,

How do I delete a Journal Entry?

You can only delete Normal Journal Entries. The journal entries related to the fund transfer can't be deleted. Other entries, such as Invoices or Bills, cannot be deleted. To amend or offset the amount for Invoices or Bills, you can use a Debit or a Credit Note. To

How do I export Journal Entries?

1. Click into the Accounting tab on the sidebar. 2. Select Journal Entry. 3. Click Export on the top of the page. Your Journal Entry details will be downloaded via your web browser as an XLSX file.

How can I edit a Journal Entry?

You can only edit Normal and Fund Transfer Journal Entries. Other entries, such as Invoices or Bills, cannot be edited. To amend the amount for Invoices or Bills, you can use a Debit or a Credit Note. For editing a Normal or a Fund Transfer Journal Entry: 1. Click into

How does receiving payment reflect in my Journal?

Once you have received payment and generated a receipt, you can view its Journal entry under Accounting > Journal Entry. You can see the Accounts involved and the amount debited or credited. An example of a Journal Entry for Receiving Payment.

How do I export the Chart of Accounts?

You can retrieve your Chart of Accounts data by exporting the details in PDF, XLSX, and CSV format. 1. Click into the Accounting tab on the sidebar. 2. Click into Chart of Accounts. 3. Click the Export button. The three formats that are available for export - PDF, XLSX, and

How do I mark an account as Inactive?

Some accounts might no longer be in use or retired. To mark an Account as Inactive, follow these steps: 1. Click into the Accounting tab on the sidebar. 2. Click into Chart of Accounts. 3. Locate the Account you would like to mark as Inactive and click the three grey

Can I delete a Bill?

Yes, you can delete a Bill. If there are any changes you would like to make with regard to the amount transacted, you may use Debit or Credit Notes instead.

I have received some damaged/excess goods from the supplier and wish to get a refund. What can I do?

You can send a Debit Note to your supplier, stating the cost of goods to be refunded. Your supplier, in turn, should send you a Credit Note when they have received the returned goods and credited the refund back to you.

I have accidentally overcharged a customer for a product/service. What can I do?

You can send a Credit Note to your customer, stating the amount that was incorrectly credited (in excess). Your customer in return should send you a Debit Note to acknowledge the amount returned to them.

What happens when an Invoice goes past its fulfilment date?

In the Invoice page, the number of days will be reflected next to the due date column. The number of days shown here represents how many days left before the fulfillment date of the goods or how many days are overdue after the fulfillment date. However, you can still mark

Is there an option to send the same Invoice to multiple customers?

Yes, Deskera users are able to send the same invoice to multiple customers. First, go to the 'Sell' tab and select the invoice tab. Click on the three grey dots of the preferred invoice. Choose the 'Email' button. You can add multiple email addresses to send

Can I duplicate Invoices or Quotes?

Deskera Books allows you to make a copy of an existing invoice. Click the 3 grey dots on the side of the Invoice you would like to duplicate. Select the Copy option.‌‌ 1. Go to the Sell Tab and click Invoices/Quotes. 2. At the right-hand corner of each Invoice,

What are the different stages of Invoices?

On Deskera Books, there are 3 different stages of Invoices. They are as follows: 1. Draft: Invoices can be saved as a Draft when you are not sure of the contents, or you would like to keep it for later. * You can click into the Invoices under Draft and save

Can I delete Quotes or Invoices?

Yes, you can delete the quotes or invoices. Click on three vertical dots of the preferred quotes or invoices. Select the X button. The quotes or invoices will then be removed from the page. Go to the Closed tab in the Sell tab. You will see the quotes you have

Can I duplicate Quotes?

Yes, you can duplicate a Quote if you need a copy or a similar Quote. 1. Click the Sell Tab and click Quotes. Click the 3 grey dots on the right-hand side of the Quote you would like to Copy and select Copy.‌‌‌‌ 1. Choose the Quote that you would

Can I edit a Quote after it has been published?

Yes, you can edit a Quote to change the products/services, quantity, discounts, and tax applied. 1. Click the Sell Tab and click Quotes. 2. Select the Quote you wish to edit. 3. Make the changes you need in the Edit Quote form. 4. Remember to click on SAVE after

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