To begin with
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How do I change my access data (login and password)
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In order to change your InvoiceOcean e-mail, login or password, start by logging into your account. Then, click the drop-down arrow on the upper toolbar where your username is displayed. Once you do this, click on My account. You will see your user profile with your email displayed. On the right hand side there will be a blue button titled Edit profile/Change password. Click on it and you will be able to change your access data. Below the Default account menu, you will see a blue icon and you can click on it to change your account password.
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How to change my account type
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You can change your account type directly from your account. Log into InvoiceOcean and go to Settings > Account Settings > Change account type. The Change account type button is available on the upper side of the menu near the large strong>Pay button.
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How to change my InvoiceOcean URL address
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Simply login and go to Settings > Account Settings > Your account > Account name. Edit it and save by clicking the Change button.
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How to make a payment for the InvoiceOcean plan
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In order to switch to the paid plan you need to go to menu Settings > Account Settings and click the large Pay button, located on the upper part of the menu. The system will guide you step by step through the payment process.
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How to allow access for Customer Support
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You need to log into your account, then go Settings > Account Settings > Tech support access, which is a blue button that is located at the very bottom of Your account tab and above the red
Delete account button.
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Can I remove "InvoiceOcean" footer from my invoice
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Yes. The cost of the "InvoiceOcean" footer removal is 20% of your subscription plan.
Online payments
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How does the Online Payment feature work
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In order to set up an option to have your invoices paid directly online after sending it, go to Settings > Account settings. Then scroll down to Other and enable Auto Payments.
A button will appear on your invoice, allowing your clients to make payments via credit card or a quick bank transfer. You may need to set up a bank or payment option first in settings.
Click on Settings > Online Payments and you will be able to choose from Bank transfer, Braintree, Paypal, tpay and Bitcoins as payment options.
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How to configure the Online Payment widget
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In order to configure the Online Payment widget, go to Settings > Online payments, check either Bank transfer or Paypal (more info) as a form of payment. Then go to Products menu, that can be found in Warehouse > Products. Now you need to check Online payment next to a product you wish to sell online. Once a ready-to-paste widget code is generated, simply click Save.
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How to integrate payments with your own system
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You can integrate your clients’ payments with your own system by entering your URL address in Settings > Online Payments > Settings > API call.
Invoices
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How to add a company logo or invoice stamp
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If you want your invoices to have your own company logo or stamp displayed on the invoices you sent out, you need to upload them to the system first. The files (.jpg, .gif or .png) can be uploaded in menu Settings > Account settings > Print settings. There are two buttons on both sides of the upper menu where you can upload either the logo or stamp at under Choose file.
You can also upload a logo directly from the invoice menu. Go to one of your invoices and view it, then click on the Add logo icon on the upper right hand side of the menu.
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How to issue a Credit Note
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You can add a credit note by first selecting the option as a document you can add via Settings > Account Settings in the section titled Additional documents to issue. You can than create credit notes from the dashboard by clicking on the icon on the upper left of the menu toolbar, however it is advisable to first go into the invoice menu and do it from a particular invoice you want to correct.
In order to add a credit note to an individual invoice directly from the invoice view, click the More options drop-down arrow and select Issue Credit Note. You will have to have enabled credit notes from the account settings document section as discussed above first.
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How to print an invoice
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In order to print an invoice, click Print on the lower menu of the invoice you are viewing.
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How to issue a recurring invoice
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Recurring invoices can be issued in Income > Recurring invoices. From here, click on the large grey New recurring invoice button.
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How to issue a foreign invoice
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In order to issue a foreign invoice, go to Income > Foreign Currency Sales and click the Add new invoice button. There you will have the ability to choose the currency and language as well as add a second language if you choose to.
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How to issue a prepayment invoice
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To issue an Prepayment Invoice, you need to issue an Estimate first by going to Income > Estimate. Preview the Estimate and click Create Prepayment Invoice from the More options drop-down menu on top (the invoice preview toolbar). Alternatively, you should be able to create one from the main income drop-down menu after you allow it as a documents from Your account menu.
Warehouses
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How to activate warehouses and manage them
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To activate the warehouse management feature (available from the Professional plan and onwards), go to Settings > Account settings and check Warehouse Management. After this feature is activated, the Products menu will have changed name to the Warehouse menu and Products will be still available from its drop-down menu. Also, there will be an additional Warehouse documents section present in the Warehouse drop-down menu.
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How to import products to InvoiceOcean
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Go to Settings > Import > New import. The file types that are available include TXT, CSV XLS, ODS XLSX and TSV.
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How to enter warehouse inventory balance
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Go to Warehouse > Warehouse documents > Add new document and select Acceptance of goods (AG). Then go to Settings > Account Settings > Configuration )drop-down menu) > Products > and under Warehouses click on the drop-down menu of Automatic generation of acceptance documents to enable the Generate an Acceptance of Goods document on the cost invoice setting.
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How to stock-take (inventory) warehouse products
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In order to issue such document related to stock-take or inventory of products, go to Warehouse > Warehouse documents > Add new document and select Stocktaking as the document kind. After generating the document, you will be receiving information regarding products that are currently available in the system.
