Frequently asked questions


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General questions

Q
Can I use AMI if I'm not subject to VAT or mixed subject to VAT ?
R
Of course !

A.M.I. creates invoices containing products and services mixing different VAT rates.
So just select the 0% VAT for all your non-taxable services.

Tax rates when document creation

You can add any VAT rates in the section Parameters > Set my documents

Adding a tax rate inside the parameters
 
Q
Can I export my data to another accounting system?
R
Yes, it is possible !

Most accounting applications know the CSV format.
The button "Export to CSV" exists in each section.
In addition, it is possible to export all at once using the "Export accounts" button from the dashboard menu.

If you want to bring the datas to Excel, it is also possible to do a copy and paste of the "Print period" page.
 
Q
May AMI be used by non-professionals ?
R
Yes, the software may please the non-professionals who are selling second hands goods or wish to create professional looking documents.

Of course, a non-professional can't create invoices with VAT.
Simply select the "not subject to VAT box" :
  • your articles will automatically show a 0% rate
  • no mention to VAT will appear on your final document
 

Access types

Q
How to purchase an access ?
R
To purchase a new access, go to "My Parameters > Manage my account".

AMI Project Access types

Each access type matches specific needs and activity * :

  • FREE: for small businesses and complimentary activities
  • MONTHLY: for seasonal activities, pay only when you're working !
  • ANNUEL : For larger companies that want to benefit from unlimited functionalities


For online payments, AMI Project uses the internationally recognized secure platform : Paypal.
When you select your access access, you can choose to pay by credit card or through your Paypal account.

If you do not have a credit card or Paypal account, it is possible to pay directly by bank transfer mentioning the order number in communication.
For more information, click the link or picture "No credit card or Paypal account".

no-paypal


* Warning: conditions and prices may vary
 
Q
Is AMI Project free?
R
From January 1, 2017, AMI project has entered its paid phase.
However, free service is always guaranteed for TPE that can continue to create their bills (with a monthly limitation).
 
Q
Can access be used by multiple simultaneous users?
R
Yes, there is no limitation in the number of connections and it is possible to work on several documents simultaneously.

When subscribing, you choose the login (e-mail address) and password of your company, which can be used by all your collaborators.

To facilitate your internal communication it is possible to leave comments and "tags" (keywords) on your documents.

faq-users-comments

faq-document-tags
 

Business expenses

Q
How to encode professional expenses ?
R
The professional expenses form allows for encoding the main informations needed for accounting and VAT and tax statements.

Formulaire d'encodage des frais professionnels

Main informations


  • Expense description : memento field (ex.: "June gas", "Computer purchase", "Cellphone invoice", ...)
  • Expense reference : invoice number, reference
  • Expense type : expense category (pre-encoded or personnalized)
  • Purchase type : merchandise, goods, services, ... (information useful to VAT statement)
  • Expense date : expense date (used for sorting order and period statements)
  • Payment date : payment date of the expense
  • Payment mean
  • Place of purchase


Amount


  • Total VAT included : total amount VAT included
  • Ratio pro : professional percentage
  • Pro amount tax excluded : pro amount tax excluded (calculated value)


VAT data


  • VAT amount : total amount of VAT
  • VAT rate : VAT percentage (calculated value)
  • Ratio VAT max : the VAT maximum ratio is an accounting rule linked to the expense type (ex.: 50% for cars, 0% for restaurants, ...)
  • Deductible VAT : amount of deductible VAT (calculated value)
  • Cocontracting rule : VAT rule concerning the cocontracting workers (building company, gardener, ...)


Tax data


  • Rejected expenses : the "rejected expenses" is a percentage linked to the exepense type (ex.: 31% for restaurants, ...)
  • Deductible amount : deductible amount after the rejected percentage taken into account (calculated value)
  • Depreciation : concerns to goods wearing off by time
  • Nb years : number of yearsfor depreciation
  • Yearly deduction : yearly deductible amount (calculated value)


Colors


  • Background color : background color of the line in the expenses list
  • Text color : text color of the exepense showing in the list
  • Save those parameters for futurs expenses of this type : save the colors and parameters for further expenses of this type
 
Q
How do I know my tax situation?
R
Your tax status is displayed in the " Fees" section.

You will find a summary of invoiced, deductible and due VAT in the toolbar on the left.

Situation TVA

To view the summary of a given period (a quarter for example), you can use the "Period" menu  in the top search bar, or even specify the dates " From " and "To"

Recherche de frais professionnels
 
Q
How to manage depreciation ?
R
Above a defined amount (250 € in Belgium), the professionnal expenses have to be depreciated in several years.

No need for complicated tables anymore, just input the number of years of depreciation inside the expense form and AMI will take care of all the calculations for the yearly deductions (visible in the taxes estimate and the accounting results).


AMI amortissement frais professionnel

AMI amortissement comptes de résultats


The depreciation duration depends of the object and the usage you'll make of it.

In general most accountants use standard durations, such as :
- new vehicle : 5 years
- Used vehicle : 3 years
- computer: 3 years
 

Documents

Q
How do I view documents from previous years?
R
By default, AMI Project displays documents for the current year, but your old documents are of course still accessible.

The search system allows you to specify the period of the document to display :
  • Either manually using the dates "From" and "To"
  • Either by choosing a period from the drop-down menu


In addition, you can keep the search filter settings for all documents (until disconnected) by checking the corresponding box at the bottom right.

faq-document-search

 
Q
How do I update my contact informations or colors on the already created documents ?
R
Have you changed your colors, your contact information or your client's, but nothing has changed on your document?
This is normal, AMI Project uses a backup system that allows you to retain previously saved data.

To update a document, just edit it and save it again.
 

Invoicing

Q
How can I change my invoice number?
R
If you want to change your number format, go to "My Settings" then "Set my documents".

Here you can choose between 3 formats:
  • With the year, month and number (ex: FA-160 200 001)
  • With the year and the number (ex: FA-1600001)
  • Only the number (ex: FA-00001)


Important

Regarding the bills, you have the legal obligation to respect the continuity of your dialing ; so there can not be a "hole" between 2 invoice numbers.

  • It is not possible to change the number of a bill.
  • It is only possible to delete the last invoice, provided it has not yet been sent.


If you need to create an invoice piece by piece or come back to it later, we recommend using the invoice templates as a draft.
Then import them into a blank invoice to finalize and send it to your customer.
 
Q
Can I write an invoice without any VAT ?
R

YES


You can specify a default VAT rate of 0% in "My Settings> Set My Documents".

Taux de TVA par défaut


It is also possible to specify a VAT of 0% for certain lines of your invoice.

Taux de TVA pour un article particulier


Finally, you can choose not to display any VAT information on your documents by checking the box in "My Settings> Customize My Documents"

Ne pas afficher la TVA sur vos documents
 

Clients

Q
How can I import my customers database ?
R
The buttons "Import CSV " in "Clients" allows you to transfer your database .

CSV functions as a simplified Excel spreadsheet that contains the data .
Most tabs and accounting programs are able to export this kind of file.

To know our current format, the easiest way is to export once the file by clicking "Export to CSV " .
This will give you an overview of the different columns you can add.

ATTENTION : no processing will be performed during the import, make sure the data is accurate (VAT number, email address , etc.)

Some programs like Excel offer different options when exporting CSV, be sure to choose the encoding "UTF-8 without BOM " and the semicolon separator (;).

CSV file format
 

Clients payments

Q
Is it possible to add a payment mean ?
R
Yes, it's possible.

You can edit your parameters lists in the "Parameter my documents" section, by selecting the "Edit my list" in the corresponding dropdown menu.
Edit a dropdown list

A new bloc will appear which allow you to organize your different options.
payments means list

To go even further, you could for example also specify your Paypal informations inside the global information text block.
 
Q
How to record a payment ?
R
Once your invoice is sent to your client, the option to "Record a payment" appears.

On press, this button opens a small form to specify the amount (in currency or percent).
A payment can be partial ou total.

Record a payment

Payements history is then shown bellow the menu, to the left of your invoice.