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
Why do my clients have to accept my electronic documents?
R
Electronic invoicing is still young and some legal constraints apply to it.

If you want to send your documents via personalized emails on AMI Project, it is necessary to make sure that your customers accept them.

Simply check the box "I wish to send my documents electronically to this client" in your client's form.
An email containing the acceptance link will be sent, and you will be automatically notified of its response.

To customize the acceptance email, go to "My Settings> Personalize My Email" and select "Electronic Billing Warning" from the drop-down menu.

Acceptation des documents électroniques

The answer can have the following values:
  • Accepted
  • Not accepted
  • Not asked
 
Q
Can I export my data?
R

Yes


There are several ways to export your documents via the left toolbar:
- in PDF format by clicking "Download PDF documents"
- in printable format by clicking on "Print the period"
- in CSV format importable into the accounting programs by clicking on "Export to CSV format"

For all your articles and your customers only the option "Export in CSV format" is available.
For the VAT listing, simply click the "VAT Listing for Period" button in the Invoices section.

It is also possible to export all CSV files simultaneously by clicking the "Export Accounting" button in the toolbar of the dashboard.

For professional expense accounting you can also export:
- in CSV format
- in printable format
- the VAT summary
- details of the VAT codes (for the declaration)
- income statements for the tax period

Outils d'aide aux déclarations comptables
 
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
 
Q
Is AMI Project compatible with Mac OSX?
R

YES


Our online software is compatible on Mac OS, and on all platforms with a browser less than 5 years (smartphone, tablet, computer, ...).
 

Access types

Q
How to buy an access without Paypal account or credit card?
R
To purchase a new access, go to "My Parameters > Manage my account".

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
 
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
My access is coming to an end, will my data be kept?
R

YES


You will of course keep all your data and can access it normally, whatever the type of access you choose.

The limitations related to the different types of access only concern the creation of future data.
 
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
 

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.
 
Q
How to add my general conditions of sale?
R
If you're using the custom emails (My Settings> Personalize My Email), just add the {Cgdv} tag to your email so that it automatically creates a link to your terms and conditions.

If you wish to add the mention "I have read, understood and accepted the attached general sales conditions" you must select the value "Attach to the document" for the tab "General conditions of sale" of the side menu during the creating your document.

By default, these 2 options have been activated when you created your account.
 
Q
How to change the language on my documents?
R

The document will be saved in the language used on AMI Project


You can switch from one language to another by clicking on the corresponding flag in the top language menu.

If you want to change the language of a document already created, simply select the language, modify the document, and save it again.
 
Q
Can I add attachments to my documents?
R

YES


You can add your attachments when editing your document by selecting the files in the toolbar (bottom left).

Add attachments

The links to the added attachments will then appear in the email sent to your customer, in the box below.

In addition, you can also specify your terms and conditions in your settings, either as text or by importing a file.
 

Quotes

Q
Can my client sign a quote electronically?
R

YES


You can personalize your e-mail to add an acceptance link and a refusal link.
The status of your quote will be automatically updated, and in case of acceptance the customer will receive the corresponding order form.

Personnaliser les e-mails
 

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
 
Q
How to invoice a quote?
R

Before invoicing a quote, it is necessary to create the purchase order


Here is the complete procedure step by step:
  1. Create your quote
  2. Send your quote or specify its status to "Sent by mail"
  3. Specify the quote status to "Signed"
  4. Step 3 creates the purchase order and sends you to it automatically
  5. Send the order form or specify its status to "Sent"
  6. "Bill the order" and "Create a deposit invoice" buttons are now available
  7. To invoice the entire quotation, click on the button "Invoice the order" and save the invoice
 
Q
How to invoice a purchase order?
R
When an estimate is indicated as SIGNED, the corresponding purchase order is automatically created.

To invoice a purchase order it is necessary to send it beforehand to your customer.
Once the status of the purchase order indicated as SENT two new options appear in the tools menu:

  • Create a deposit invoice
  • Bill the order


Comment facturer un bon de commande

To invoice the entire order, click to open the pre-filled document editor with all the order data, allowing you to modify the content if necessary.

To create a deposit invoice, click to open a popup allowing you to specify the percentage of the deposit (pre-filled with the default value), as well as its description.

Créer un acompte
 
Q
How to apply the co-contracting regime?
R
If you are subject to the contracting party regime you must check the corresponding box on the "Change my details" settings page.

newsletter-cocontracting

Then, when you select a customer subject to VAT the contracting regime will be automatically applied (VAT of 0% and addition of the clause in remark).
 
Q
Why can't I delete my invoice anymore?
R
With regard to invoices, you have the legal obligation to respect the continuity of your numbering; there can be no "hole" between 2 invoice numbers.

It is therefore only possible to delete the last invoice, provided it has not been sent yet.

To cancel the invoice at the accounting level you must create a credit note.
To credit your bill, set the status to "Sent", which will bring up the "Create a credit" button in the left menu.
Click the button, save your credit note and send it there (or specify its status manually).

If you need to fill out an invoice as you go along or come back to it later, we recommend that you use the invoice models as draft.
Then import them into a blank invoice to finalize and send to your customer.
 
Q
Is it possible to create recurring invoices?
R

YES


Do you want to bill your customers regularly based on a predefined invoice template?
It's possible !

Add an invoice recurrence, defined by:
  • the choice of a model
  • selecting a customer
  • the accuracy of the period (weekly, monthly or yearly)
  • the date of the first execution


Recurrences form

The invoice will be created and automatically added to your account.
If you would like it to be sent as well, check the box and make sure that your client has agreed to receive your electronic documents.

Adding invoice recurrences

NOTICE:
This feature is reserved for users with annual access.
 
Q
Why is my invoice not included in the dashboard?
R
Invoices are only counted on the scoreboard once sent to your customer.

Until the moment of sending, an invoice can be modified or even deleted if it is the last one (there can not legally be a hole in the numbering).

If you want to create an invoice for later use, we advise you to create and use templates.
 

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
 

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.