MyCloudPA COMMON FAQs
What is the Dashboard?
The dashboard includes all the necessary features for the shop owner to check the high levels of finance status.
- Income and Expenses - it can show you the company balance figure (in and out) by day/week/month
- Pending Approval PO - for the manager level dashboard, it can display any pending PO’s that may need the managers approval or rejection.
- Overdue Sales Invoice - for any unpaid invoices, the client can keep track of what customers didn’t pay on time.
- Top 5 Best Sale Items - some analysis of what is currently bestselling.
Our dashboard is customized, so if the client wants to add or remove any session, it is supported by our software.
How to configure Basic Settings?
In the Basic Setting session, it includes:
- Supplier list (record of all the suppliers’ details)
- Category list (configures suppliers product categories)
- Product list (configures suppliers product details)
- Customer list (CRM – records of all customers details)
How to use them are very similar, let's take Customer List as an example to show how it works:
-
Click the "Customer List" from "Basic Settings" in the
navigation Bar click “+Add New Customer”
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Enter customer details click Save button
-
If you want to find the customer enter some keyword into the
search bar form the Customer List page (such as: customer
name, phone number, address, etc) then the customer records
will come out and list as below
How to create a Purchase Order?
- Click "Purchase Order List" from the navigation bar, and go to the PO list page
-
Click "+Add New Purchase Order" button
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Choose an existing supplier from your drop-down list
-
Click "+Add Item" button to open the Add Product pop
window, then select or enter a new "Category", "Product
Name", "Quantity", "Cost Price", "VAT Rate" and you can
add extra lines or delete the wrong records
-
If all records are correct, then press "Submit" button
-
If your PO flow requires approval, the PO status will be
pending. It will need your managers approval. Once it’s
been approved, the PO status will be updated to
‘Approved’.
-
An email with a professional PDF format purchase order
will automatically send to your supplier’s email.
How to complete a purchase order?
-
Once the supplier emails you back and has confirmed all
the stock is ok and ready to be delivered, you can then
change the PO status to ‘Completed’ by opening the PO and
clicking the ‘Completed PO’ button.
-
A PO Invoice will auto generated after you complete your
PO, which is under "PO Invoice List"
How to complete PO Invoice?
-
Open the PO Invoice, and click the Edit button, then you can
add payment details or attach the Invoice from your
supplier, finallly click "Save Payment" button
- The PO Invoice Status will change to "Paid"
How do you create a quotation?
- Click "Quotation List" from the navigation bar, then go to the Quotation list page
-
Click "+Add New Quotation" button
-
Select an existing customer from your drop down list (or
click "Add New Customer" from the bottom to add a new
Customer)
-
Click "+Add Item" button to open the Add Product pop
window, then select or enter a new "Category", "Product
Name", "Quantity", "Cost Price", "VAT Rate" and you can
add extra lines or delete the wrong records
-
Click "+Add Item" button to open the Add Product pop
window
-
(If you configured this in the basic settings then all the
details will pop up automatically)
- If you use existing records from the drop-down list, all the information will populate automatically
- If you add a new product, then the new added product will be saved into the system
- The system will automatically calculate the cost price and sales price, and can inform the client of how much the profit is for this case
-
An email will automatically send to the client’s mailbox
with a professional PDF format quotation.
How to complete a quotation?
-
Once your customer is happy with the quotation and asks
for the service to be completed or buys from you, you can
then open the Quotation from the Quotation List page, and
click the “Complete Quotation” button
-
A sales invoice for that quotation will be automatically
generated ... sales invoice will be displayed in the list
How to add payment to Unpaid Sales Invoice?
-
Open the Unpaid Sales Invoice
- You can click Edit button to record the Payment method and Save the Payment
- Or you can click "Pay by QR Code" or "Pay by Text Message" or "Pay by Email" to complete the payment use Credit Card (see below FAQ for details)
-
Once you "Save Payment", the Sales Invoice Status will
change to Paid
How to pay by QR code?
-
Open unpaid Sales Invoice, and click the "Pay by QR Code"
button
-
A payment QR code will be generated by our system and will
pop up on the screen
-
Customer can use their smartphone camera...
- A total amount to pay should be displayed
- The customer just needs to enter their card details
- Input your email address for a receipt
- Once the payment is completed, the amount will be sent to the clients registered bank account
How to pay by text message?
-
Open unpaid sales invoice and click the ‘Pay by text
message’ button, then enter your mobile number with your
country code and click send button...
-
The customer will receive the message and open it. They
will click the payment link in the message and pay.
-
A secure payment page will be displayed
- A total amount to pay should be displayed
- The customer just needs to unput their card details
- After all the details are entered correctly, click the submit button
- Input your email address for a receipt
How to use Inventory?
Click the Inventory from the navigation bar, and Inventory List will display there.
- Stock status ‘In Stock’, more than the minimum quantity that you set up
- ‘Stock Low’, is lower than the minimum quantity but more than nothing
-
If the stock status is low, the customer will automatically
receive an alert reminder
Expense
-
Click the ‘Expense’ button in the navigation bar and the
Expense List will be displayed
-
Click ‘+Add New Expense’ button and it will open a new
expense page
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Click ‘+Add New Item’ and it will open the new page
-
Update your receipt (Invoice) and click the save button
How to use report?
In our report session, it has two types of reports
-
Stock in and out – it is prepared for the stock check. Just
select the date range and click ‘Submit’ and it will
generate what stock is in and what stock is out during that
time period.
-
VAT return: select the date range and click “Submit” button
it will generate the VAT report and you can click download
as “CSV” button, a professional CSV Vat report will download
and you can send this to your accountant for the monthly VAT
Return
How to use company configuration?
-
Click the ‘Company Configuration’ button from the drop-down
list on the top right of the screen
-
In the Company Configuration page, you can add/edit any
company details as shown below (the screenshot)
How to set currency?
-
Click the "Application Setting" button from the right top
drop list
-
Then you can pick your own currency from the General
Settings
How to set currency?
You can add or delete a VAT on "Application Setting" page from General Settings
How to set currency?
You can add or delete an Expense Category on "Application Setting" page from General Settings
How to auto email PO/Quotation?
Quotation and sales invoices to your suppliers or customers
