This help document can always be accessed from the Help menu.
Please note the ?-buttons across the application. They provide direct help on many topics.
This document covers the full featured version of GrandTotal. Depending on your plan, features can be missing in your edition.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.Traditional licenses mostly correspond to the XL edition, except for features that where added after the release of the current version. They will be part of the next major upgrade for this type of license.
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.
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.
Use the Edit/Archive menu to remove unwanted entries.Click the ⓘ-button to change the client information.
Use the search box above the clients to filter the list. Clicking on the lens icon to filter the list by client group or label.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 or to sort the table.
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.
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.
Dynamic costs can be extended with plugins. Find samples on Github.
If the item group does not match the taxes of the preceding, you will be presented a warning symbol
In addition, the sum of the contained items can be multiplied by an additional factor. For example, 1 table and 4 chairs can be rented for 3 days.
If options are added at the end of the estimate, a sum of the following positions can optionally be formed.
Options inserted between regular titles suppress the summation of the following items.
When converting a quote to an invoice, options are converted to 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“.
The table allows to paste items copied from Timings, Tyme, Merlin Project, OmniFocus, OmniPlan, The Hit List, Numbers and Excel.
If the document is still a draft you can edit the layout. More on layouts
The date can also be entered numerically. Just type the date.
After the confirmation the due date is calculated and the document is frozen on the final state. No further changes are possible, unless you unlock the document with the red lock key. This way it becomes a draft again.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.
If the option „Mail with parent document“ is turned on, the document is added to the invoice or estimate when you are sending it.
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
Use the search box above the items to filter the list. Clicking on the lens icon to filter the list by item group or label.
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 stationery paper to print your documents, leave the backdrop empty and add it to Preferences/Stationery 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 compatible time trackers (Only works if the timer service provides the day time).
Hold down ⇧ or ⌥ to show the variants for upper- respectively lowercase versions of the placeholder.
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.
The QR code can be configured by double clicking on the element.
When a QR IBAN is entered, a reference number is generated. With a normal IBAN, reference numbers are not allowed and the invoice number is used
.
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.This setting also affect what prices are show in the catalog lists.
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.
The character that is used for lists when you start a list entry with - or * can be set here. By default, a • is used.
The separator for grouped entries defines how the descriptions of the items are separated.
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 stationery 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.
* Ask your tax adviser in case of questionsClick here for a tutorial.
You 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.
By default, the calendar with the name that most closely matches the customer name is selected.
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.
In the new file, all older documents are removed. Also, all customers who have not assigned any documents are deleted.
This works with documents as well. After copied you can paste them in the list of another client.
Duplicate items and documents using ⌘-D.
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
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 stationery 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.