at 2026-07-10 01:13,
V1783645904810616 said:
| Can you send me a demo of how this system works?
at 2026-07-10 01:13,
Support Team said:
| You can book a free remote system demonstration here:
|
https://coweasy.com/Cloud/Demo.aspx|
| The demonstration is provided remotely by Zoom. A support specialist will explain the system operation and answer questions during the demo.
at 2026-07-10 01:14,
V1783645904810616 said:
| Yes, please give me a brief overview of the main workflow and functions.
at 2026-07-10 01:14,
Support Team said:
| Here is a simple overview of the main workflow:
|
| 1. Set up basic company information and master data such as customers, suppliers, accounts, and inventory items if needed.
|
| 2. Enter daily transactions through the relevant modules, such as sales invoices, receipts, purchases, payments, expenses, or accounting journal entries.
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| 3. For accounts receivable, use the Sales module to create invoices and record customer receipts.
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| 4. Use reports to review the business position, such as Balance Sheet, Profit & Loss, General Ledger, Bank Book / Cash Book, Sales Aging Report, Customer Subledger, and Sales Monthly Statement.
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| Some functions and reports depend on the subscribed plan and whether the records were entered through the relevant module.
at 2026-07-10 01:16,
V1783645904810616 said:
| Receiables
at 2026-07-10 01:16,
Support Team said:
| For receivables, use the Sales module to create sales invoices and record customer receipts.
|
| For checking accounts receivable, the main reports are:
|
| 1. Sales Aging Report
| This shows outstanding unpaid sales invoices by customer and aging period, such as current, 30/60/90+ days.
|
| 2. Customer Subledger
| This shows each customer's invoices, receipts, and running balance.
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| 3. Sales Monthly Statement
| This is a printable customer statement showing the net outstanding balance.
|
| 4. General Ledger for the AR account
| Use this to compare with the Balance Sheet AR balance.
|
| Important note: Sales Aging Report and Customer Subledger are based on records entered in the Sales module, such as sales invoices and receipts. If AR entries are entered directly through Accounting / Journal Entry, they may appear in the General Ledger or Balance Sheet but may not appear in Sales Aging Report or Customer Subledger.
at 2026-07-10 01:18,
V1783645904810616 said:
| Yes, please explain the main receivables tasks I can do in the system.
at 2026-07-10 01:18,
Support Team said:
| The main receivables tasks are:
|
| 1. Creating a sales invoice
| 2. Recording a customer receipt
| 3. Checking receivables reports, such as Sales Aging Report, Customer Subledger, Sales Monthly Statement, or General Ledger for the AR account
at 2026-07-10 01:19,
V1783645904810616 said:
| Creating a sales invoice
at 2026-07-10 01:19,
Support Team said:
| To create a new sales invoice:
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| 1. Go to Operations Zone → Sales (Wholesale) → Invoice and open a new invoice input page.
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| 2. Select the invoice date.
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| 3. Choose the customer from the customer list. If the customer has not been created yet, add the customer first.
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| 4. Enter the invoice details. The invoice number can be generated automatically based on the preset numbering format.
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| 5. Add the item rows in the middle section of the page. For inventory items, select the stock item and enter quantity and price. For non-stock items, use the account row and enter the amount directly.
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| 6. If more lines are needed, click Add Row.
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| 7. Select the currency if needed and check the invoice details.
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| 8. Click Save to save the invoice.
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| After saving, the invoice can be opened from the invoice records for viewing or printing.
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| If you already have a quotation, you can open the quotation and click To Invoice to convert it into an invoice. The quotation details will be copied to the invoice, and you can edit them before saving.
at 2026-07-10 01:21,
V1783645904810616 said:
| Is that a limitation in the number of customers and transactions?
at 2026-07-10 01:22,
Support Team said:
| There is no hard cap on the number of invoices, bills, or clients. The system is designed to handle business growth without quantity restrictions for these records.
at 2026-07-10 01:25,
V1783645904810616 said:
| We are a property management company responsible for collecting management fee and contribution funds from residents of buildings we have contracted with the incorporated owners. We need an accounting system to issue invoice receipts reminders and to run reports on aging receivables
at 2026-07-10 01:25,
Support Team said:
| For this type of receivables workflow, the system can be used to issue sales invoices, record customer receipts, and run accounts receivable reports.
|
| You can set up each resident or payer as a customer, create sales invoices for management fees or contribution amounts, and record receipts when payments are received.
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| For aging receivables, use the Sales Aging Report. It shows outstanding unpaid sales invoices by customer and aging period, such as current, 30/60/90+ days, with invoice date, due date, and outstanding amount.
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| For detailed customer history, use the Customer Subledger. For printable customer statements, use the Sales Monthly Statement. You can also compare with the General Ledger for the AR account.
|
| Important note: Sales Aging Report and Customer Subledger are based on Sales module records. If receivable amounts are entered directly through Accounting / Journal Entry instead of through sales invoices and receipts, they may not appear in these Sales module reports.
|
| Reminder-sending functions were not confirmed from the available records, so receivables follow-up should be handled using the aging report and customer statements unless your account has an additional confirmed reminder function.
at 2026-07-10 01:27,
V1783645904810616 said:
| Yes please, show me the practical setup flow for invoices, receipts, and aging receivables reports.
at 2026-07-10 01:27,
Support Team said:
| A practical setup flow is:
|
| 1. Create customer records
| Set up each resident, owner, or payer as a customer before issuing invoices.
|
| 2. Create sales invoices
| Go to Operations Zone → Sales (Wholesale) → Invoice. Create a new invoice, select the customer, enter the invoice date and due date, and add line items such as management fee or contribution amount. Save the invoice.
|
| 3. Record customer receipts
| When payment is received, record the customer receipt and settle it against the related invoice. If payment is handled through bank statement input, use the settlement function and select Receipt, then choose the customer and invoice to settle. Enter each receipt/payment once only to avoid duplication.
|
| 4. Check aging receivables
| Use Sales Aging Report to review unpaid invoices and outstanding balances by aging period.
|
| 5. Check customer details
| Use Customer Subledger to review each customer's invoices, receipts, and running balance.
|
| 6. Print customer statements
| Use Sales Monthly Statement when a printable customer statement is needed.
|
| 7. Compare with accounting reports
| Use the General Ledger for the AR account if you need to compare with the Balance Sheet AR balance.
|
| These AR reports depend on the invoices and receipts being entered through the Sales module with the correct customer selected.
at 2026-07-10 01:30,
V1783645904810616 said:
| Can it also record prepayments
at 2026-07-10 01:30,
Support Team said:
| Yes. Prepayments from customers can be handled as customer deposits.
|
| Based on the available records, customer deposit handling can be done by recording the receipt as a Customer Deposit, or by applying the deposit to an invoice using a Customer Deposit line when issuing or settling the invoice.
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| For checking deposit or prepaid balances, use the Deposit / Prepaid status report where applicable.
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| The exact input path may depend on the module and account setup. The safest setup is to use the established Customer Deposit account and avoid entering the same receipt twice.
at 2026-07-10 01:33,
V1783645904810616 said:
| Will it generate an invoice number each time?
at 2026-07-10 01:33,
Support Team said:
| Yes. Invoice numbers can be generated automatically based on the preset numbering format.
|
| The number generation is handled per input page, so the invoice input page has its own numbering sequence.
|
| There are two common formats controlled by the By Date setting:
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| 1. By Date enabled
| Example: INV-26-04-20-001
| The number includes a prefix, transaction date, and sequence number. The sequence is normally reset by transaction date, so each date starts its own sequence.
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| 2. By Date disabled
| Example: INV00001, INV00002
| The sequence continues incrementing without resetting by date.
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| The prefix is inherited from the last saved invoice number prefix on the same input page. Only administrator accounts can change the By Date setting, and changes affect newly created records.
