Web Services

The administration of Web Services is aided by a software package called phpCOIN. It will automatically raise invoices and email them out as required.

Note I've not provided a link to phpCOIN to reduce the attention of hackers. If you need it ask me for the URL.

The client and administrator logins are different.

• Use you internet browser to go to the home page.
• Click on the Login Button
• Click on the Admin Button (Note if you don't do this you will attempt to login as a client, which is wrong)
• Enter your login details
• Click on the Login Button

A Daybook is to be kept in Excel.

• A copy of the Daybook should be emailed to the Web Services Manager at the end of each day any entries are made.
• The Daybook should be sub-totalled by banking date which should match the entry on the bank statement.

• The daybook looks like this:

When a cheque is received it needs to be posted against the corresponding invoice(s).

• Click on the Client Button
  • This will list all the clients.
• Click through the pages until you reach the appropriate client.
  • By clicking the heading you can sort the list - which might help.
• Note the user name.
  • In this example we are going to pay the £25 invoice for Chris Gledhill (user madog).
• Click on the Page icon.

• You will see the Client Page listing all the invoices etc.
• Find the line for the invoice you need to pay.
  • The invoice number is in the first column.
• Check the balance is not zero.
  • If the invoice has already been paid there will be a zero on the balance column.
• Click on the Page icon on the appropriate line.

• You will see the invoice page.

• And here is the bottom half of the page.
• If all looks correct click on the Payment Button.
  • If possible double-check that payment is for the correct domain (eg madogfechan.co.uk). One client can have several domains.

• You will see the payment screen.
• Date: The date the payment is entered on the system - i.e. today.
• Type: Leave as “payment”.
• Origin: Changed to “Check” (sorry American spelling of “Cheque”)
• Description: Enter the User Name, Cheque Number, Cheque Date, Payee - if different from the client.
• Amount: Enter the amount being paid.
• Set invoice to paid: Tick
• Send Acknowledgement: Tick if an email acknowledgement or receipt has been requested - normally not.
• Click the Add Button
• Job Done.
  • The bottom of the Invoice Page will show the payment you have just made. It will allow you to edit it, click the pencil icon, if it needs correcting.