If you create a new company via the File menu, you can define the most important settings in the setup wizard with just a few clicks.
Later you can configure the Settings further basic settings for your own business and documents.If you create a new company via the File menu, you can define the most important settings in the setup wizard with just a few clicks.
Later you can configure the Settings further basic settings for your own business and documents.Migration of older data can be started from the GrandTotal menu manually as well. There you also can delete older, not longer needed data.
The shared syncing folder used by older versions of GrandTotal has to be deleted manually: It’s located in GrandTotal/com.mediaatelier.grandtotal.sync in the root of your Dropbox or iCloud Drive. Make sure you don’t have saved own files in that directory, before deleting it.
Your Licenses are listed in the GrandTotal/Licenses menu. From there you can buy an upgrade.
If you purchase a license you will get a license file by mail. The license can be double-clicked to be activated.
All values are converted to your default currency using the exchange rate entered in Preferences/Payments.
Right clicking on a bar gives you option to spilt the values by various criteria.
Clicking on a bar shows a list of the corresponding documents. Double clicking a document will show it. The list can be exported as well.
All the values are shown in your primary currency. The exchange rate can be set in Preferences/Payments
Previous year's values are only displayed in scales that are comparable.
If comparing items, it is most likely that you will get rounding differences compared to the invoices. (This is because taxed are calculated on the total on invoices and not on the individual item)
Charts will become available as soon you have sent documents.
Item with no cost are not listed by default. This can be changed in Preferences/Time tracking
"Invoice selection" is looking for the client for the items. In case there is already an invoice draft the entries will be added. Otherwise a new draft is created with the selected item.
You also can add times to a specific document by copying the items, move to the invoice select the list and paste them.
If the option "Auto-group" is turned on, items with the same title are grouped. Titles are setup in Preferences/Work time.
Using Edit/Delete you can remove unwanted time entries from that lists. Right click the List to show them again.Click the ℹ-button to change the client information.
Here you define the client group, the default currency, terms and what layouts should be used for this clients documents.
Use the menu Edit/Set as default you can make any contact the default one.
You can specify multiple email addresses separated by commas.
e.g. jane@doe.com, cc:bookkeeping@doe.com
A prefixed cc: adds the recipient for a copy, a prefixed bcc: for a blind copy.
When there are recurring invoices ready to send, a blue badge in the overview icon will notify about them.
The plus button on the bottom left creates a regular invoice item. Use the gear button to insert other elements as described below.
To the right of the table there is the catalog. You may drag items from the catalog directly to the desired location in the invoice table.
Use the menu File/Import to import Excel or CSV file directly into a draft document.
The table allows to paste items copied from Timings, Tyme, Merlin Project, OmniFocus, OmniPlan, The Hit List, Numbers and Excel.
You can find some plugins for calculating items such as areas and volumes in Overview/Plugins/Get Plugins.
If you have setup Additional fields in the Catalog, you can edit them by clicking the label icon right to the title of the item.
When an estimate is converted to an invoice, options are transformed into regular titles.
Groups cumulate the notes of all enclosed items. You can customize the text by right clicking the notes field and select „Insert note“.
If the document is still a draft you can edit the layout. More on layouts
Manually you can specify any amount in the settings. These can be entered as a percentage amount (20) or as a fraction (1/3).
A final invoice can only be sent, when at least one of the partial invoices has been sent. If there are any partial payments, they are deducted automatically.
If you add a payment before sending the invoice it is considered as a progress payment (Date of the payment is earlier than the date of the invoice)
For payments with a slightly smaller amount than the invoice total, the deducted cash discount value is displayed. Click on the check mark to mark the invoice as completed.
If you get a Deposit from a client you add this to the top hierarchy of the documents. If you drag this payment on an unpaid invoice later it will be assigned to the invoice.
Using multiple selection you can select which items should appear on the account statement.
In account statements the layout placeholder <quantity/> is replaced with the date of the invoice/payment
In case you need layouts in multiple languages you need to create a separate layout for each language.
⚠ Usage: this number shows you how many times a layout has been used. This also counts how many times this layout is assigned as default in client settings.Additional pages can be used to append extra pages. E.g. terms of service.
If you have a multiple pages in your background, right click the background to pick the correct page.
If you are using stationary paper to print your documents, leave the backdrop empty and add it to Preferences/Mail instead
You can check the file size by right clicking the background. A size of 300KB max. is recommended.
Clicking on the table once in page view will show you the global options for the table. Such as background color and if the sums should be aligned at the bottom of the table. A double click will take you to the editing section of the table.
⚠ If you use discounts on items you need to add the <discount/> placeholder.
⚠ Quantities (<quantity/> ) are automatically formatted as duration when the unit is "h". Use the <qty/> placeholder to always show decimal values.
⚠ Date range (<dateRange/> ) shows you the date and the time of items imported from Timings, Toggl and Paymo (Only works if the timer service provides the day time). This placeholder is empty on grouped items.
Example:
One line
Example: [Discount: <discount/>]
Using blocks you can also avoid line breaks on empty values by including the break at the end of a block
Example:
[Department: <recipient.department/>
]
In case you just want to replace portions of the text, return an associative array and add the corresponding placeholders to the text field.
Script: return {myValueA:valueA, myValueB:valueB};
Field text: A text with the placeholders <myValueA/> and <myValueB/>
Scripts can only read values, not change them.
Swiss QR codes can be used starting June 30, 2020.
Additional fields can be used in your layouts. The same fields are added to all of your clients as well
Enter your information for ESR/BVR slips here.
Contact you Bank for details.
This settings are only available when your System Preferences are set to the Region of Switzerland or Liechtenstein.
V11 und camt.054.xml files from Post or Bank can be dropped onto the dock icon of GrandTotal.The format of the client number and the current counter can be changed here. (Counter shows the number the next client will get)
Here you also can change the settings of Account statements
The payment terms are copied to newly created clients and may me changed in the client’s settings individually. In addition you can set custom terms while sending an invoice.
Invoices not being paid within this terms are marked as due. When the date passes the value in the second field they become overdue.
Bank accounts and other information to the payment process can be entered here.
Conditions can be built from text mixed with the blue tokens you find below the text field. Please note that some tokens offer a menu where you can pick from options (e.g. Cash discounts).
An individual number is only used once. In case another document with the same number is found, GrandTotal counts up until it finds a free slot.
The conditions are shared for all estimates
Here you can setup your additional document types and their conditions.
Optionally you can ungroup items for a detailed work report.
To show the dates of the parent document, use the <original.sent/> and the <original.due/> placeholders in your layout.
If the backdrop hat multiple pages, the first page is used for page 1. Page 2 is used for all subsequent pages.
The subject title also reflects the name of the attached PDF
Optionally enter BCC mail addresses to send a copy of a document to your bookkeeping
Optionally you can chose to add the stationary defined in here to your mailed PDFs
The scripts can be modified here
Base: The directory where all the documents are saved in.
Folder: The sub directory in which the documents are saved. (use "/" between the elements to create further sub directories)
File name: The name of the document.
The documents can be reissued from the database at any time by recreating the folder content.
The tax groups are assigned to the item groups.
⚠Once used in a sent document taxes can't be changed anymore.
In case taxes are being raised or lowered over time you can duplicate the tax group by clicking on it’s gear button. Then configure the new tax.
* Ask your tax adviser in case of questionsYou may add an exchange rate relative to the default currency. This will be used to covert rates when changing the currency of a document and to calculate the values in the dashboard to your native currency.
Define the conditions for the different payment types in Preferences/Invoices
You can setup up to 3 cash discounts that can be used using the options menu of the “Amount” tag in Preferences/Invoices/Conditions
When adding placeholders in the the title or subtotal sections, titles or subtitles are inserted correspondingly. Use at least one common placeholder for titles and subtitles. Subtotal are only added if more than one subtotal is required
Auto-Grouping creates groups for items that share the same name.
Timed entries are imported with the unit "h" by default. You can change the unit here.The default rate is used when importing timed entries from applications or services that do not support rates
Using rules you can declare what item groups should be used for the items. If there are no rules the default value of your item groups is applied.
All this settings apply during import and won't affect already imported items.
When adding an online timer service it will be added to the Overview screen.GrandTotal can use the Notification Center to inform you when invoices are due, overdue or recurring.
Notification can repeat themselves if you wish so.
Estimates expire when the validity date is reached and it has not been marked either accepted or declined.
The columns in the preview can be ordered in to fit your need.
You can remove columns by clicking on their header and use the ➖ button. Using the ✚ button you can add other fields.
If a name of the document’s category in Receipts is the same as the one of an item group in GrandTotal, that item group is assigned in GrandTotal.
For drafts you will see a warning in the print dialog. Drafts are not intended to be sent to the client. Use the "Send" button for this.
Columns can be rearranged and removed after clicking their title.
This works with documents as well. After copied you can paste them in the list of another client.
Duplicate items and documents using ⌘-D.
No objects can be copied or moved between two companies due to the large number of dependencies.
Begin your search with
Net: The prices of the items don't include taxes. Tax will be added at the end of the document.
Gross: Tax is already included in the items. Taxes are declared a the end of the document
Payments are always a part of the gross amount and have no net value.
There are two different kind of discounts in GrandTotal.
One is on a single item. This is deducted directly from the item itself. Your item section in the layouts table needs to contain the <discount/> placeholder to display the discount.
The global discount entered below the items affects all items. (Including the ones already having an individual discount). This discount will be shown in separate line after the net section.
All documents are drafts after creating them. As long you don't have sent them they don't have a send date and can be edited.
In the preview you will see a red question mark instead of send and due dates. Those will be replaced with the actual dates after hitting the send button.
This only works with drafts. You need to unlock sent documents first
All fields can be added to layouts as well. Fields used in sent documents can’t be deleted.
Save your stationary template as a PDF and add it as backdrop to Preferences/Mail. This background will be added to all documents you send by mail.
Europeans will get a DD.MM.YYYY date while americans will see a MM/DD/YYYY format. German recipients get a comma as decimal separator, while swiss have a period.
There are options for the date format in Preferences/Advanced.
Examples:
<document.subject_uc/>
<document.subject_lc/>
<original.sent/>
<original.due/>