CloudController. Getting Started In the Cloud. The Cloud-Based, Full-Service Accounting Solution. From ORBA, the business advisor you trust

Getting Started In the Cloud

The Cloud-Based, Full-Service

Accounting Solution

From ORBA, the business advisor you trust

for all your accounting needs

Getting Started In the Cloud

Quick Setup Guide

TABLE OF CONTENTS

Page

Chapter 1- QuickBooks in the Cloud

System Requirements

Installation and Setup - Remote Desktop Connection

Windows 2

Mac 5

Cloud Printing (TSPrint) Installation

Windows 9 Mac 13

Program Access

Chapter 2 – Accounts Payable/Receivable Processing

Program Access

Internet Browser 18 iPad/iPhone app 19

Bank Account set up

Accounts Payable Workflow and Roles

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Chapter 1- QuickBooks in the Cloud

System Requirements

Broadband Internet Connection:

With at least 3 MBPS download and 512 KBPS upload speeds. You can use the following link to conduct a speed test.

http://www.speakeasy.net/speedtest

If you are not working from a Windows 7 or 8 computers, you will need to update: • Windows XP to Service Pack 3

• Windows Vista to Service Pack 2

• Remote Desktop Protocol 7.1 or latest versions • The latest versions of printer drivers

• Run all recent Microsoft Updates

Windows PC:

Minimum:

• Windows XP SP3, Windows Vista SP2 or Windows 7 • Remote Desktop Protocol (connection) 7.1 or above • 150 MB hard drive space

• 2 GB RAM

• 1024 x 768 monitor resolution

Recommended:

• Windows 7 SP1

• Remote Desktop Protocol (connection) 7.1 • 2 GB hard drive space

• 4 GB RAM

• Dual screen monitors with a combined screen resolution no higher than 4096 x 2048

Mac:

Minimum:

• OS of 10.6 or above

• You must download and install remote desktop software (no additional charge)

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Installation and Setup - Remote Desktop Connection for Windows

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4. Type your User name: Cloud9\yourusername 5. Click on Allow me to save credentials

6. Click on Connect

7. A Windows Security screen will appear

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10. A Remote Desktop Connection box will appear

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Installation and Setup - Remote Desktop Connection for Mac

2. Once at the App Store use the SEARCH box in the upper right hand corner and search for Microsoft Remote Desktop:

3. Once you find the Microsoft Remote Desktop, click on Free:

4. Click on Install App:

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6.

7. Congratulations your Microsoft Remote Desktop is installed! Now you can launch the App by clicking on the Launch Pad Below:

8. Click on Microsoft Remote Desktop

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10. Click on New and the following Window will appear and enter in the following information as seen:

Connection name: Cloud9

PC name: vm-642.cloud9realtime.com Gateway: No gateway configured Username: cloud9\yourusername Password: yourpassword

11. Select Session

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12. Click to add a checkmark on the Forward printing devices option

13. Once you have entered in your information into the fields above click on the Red “X” to close and the following screen will appear:

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Cloud Printing (TS Print) Installation for Windows

1. Navigate to http://www.terminalworks.com/remote-desktop-printing/downloads

2. Under the “Client Download” portion of the screen, select the appropriate version for your computer

3. Click Download

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5. Select Next

6. Select I accept the agreement

7. Click on Next

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9. Click on Install

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11. Click on Next

12. Click on Finish

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Cloud Printing (TS Print) Installation for Mac

1. Navigate to http://www.terminalworks.com/remote-desktop-printing/downloads

2. Under the “Client Download” portion of the screen, select the appropriate version for your computer

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4. Double-Click on TSPrintClient.pkg to install the application

5. Once installed, there will be a printer icon running in the Menu Bar

6. Log in as normal into Cloud9. When selecting your printer, select TSPrint

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Program Access - Connect via Internet Browser

1. Open any Internet Browser (i.e. Firefox, Chrome, Internet Explorer, Safari, etc.)

2. Type https://vm-642.cloud9realtime.com/rdweb in the URL bar 3. Log in to the Cloud Applications Page

4. Type in your user name and password.

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Program Access - Connect via Mo Application for iPad

Option A - Access application via Cloud 9 website:

1. Open any internet browser from your iPad and navigate to the Cloud 9 Real Time website

2. Select Our Products and scroll down to the bottom of the screen

3. Click on the red icon indicating “Available on the App Store” as seen below:

Option B - Access application directly from the App Store: 1. Click on the App Store icon

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Once downloaded, Click the Log in button to sign into your account:

Enter the following information as seen above:

Host: vm-642.cloud9realtime.com Username: yourusername

Password: yourpassword

Turn on settings as shown above to Save Host and Save Username

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Program Access - Connect via Internet Browser

1. Open any Internet Browser (i.e. Firefox, Chrome, Internet Explorer, Safari, etc.) 2. Type https://app.bill.com/Login in the URL bar

3. Enter your Email and Password into the appropriate fields as shown above 4. Click Sign In

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Program Access - Connect via mobile website for iPad or iPhone

2. Type www.bill.com into URL bar 3. Click on Login as shown below:

4. Enter Email address and Password and Click Login

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To save the mobile optimized website login to your tablet or phone, click on the button shown in the red box above.

5. Select the Add to Home Screen button noted above and Click Add.

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Program Access - Connect via mobile app for iPad or iPhone

NOTE: This 3rd party mobile app for managing payables and receivables is currently only available for users who have an administrative role in the program.

Download Mobill Lite App for iPad or iPhone as follows: 1. Click on the App Store icon

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Bank account set up

The bank account will need to be set up by an authorized signer or someone who can authorize transactions. The instructions for account set up are listed below.

1. Log in to Accounts Payable/Receivable Processing

2. Hover over the gear icon and Choose Settings – Overview

3. Under Your Company, Select Bank accounts 4. Click Set up new bank

5. Check box that verifies you have signing authority or can authorize transactions 6. Check box to agree to Terms of Service

Identity verification process: this is an extra security step to confirm identity (name, home address, last 4 digits of social security number)

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Workflow for Accounts Payable:

NO

YES

NO

YES

Roles for Accounts Payable:

Clerk Approver Payer

Bills are sent to

CloudController payables

system via fax, email

and/or direct upload

Payables clerk processes

the invoices, records the

expenses and enters into

payables system

Need

Approval?

Payer schedules the bill for

payment after

consideration of due date

and cash constraints

Approver reviews and

approves bills

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Each role is unique and serves a vital function in this process. Multiple individuals can be assigned to each role as needed. The Accounts Payable process can be as simple or as complex as needed to maintain internal controls.

Please note: custom roles can be created if more controls are needed.

Clerk:

From the payables module you can:

Receive, enter and manage bills online

Go paperless – all bills will be stored electronically Keep track of due dates

Responsibilities: Upload bills

Process documents Enter bills

Route bills for approval Correct denied bills

Approver:

From the payables module you can: Review and approve bills

Track and share the approval status of every bill Access the audit trail when needed

Responsibilities: Review bills Edit bills

Deny bills and add notes Approve bills

Payer:

3 levels of payment permissions: Pay approved bills

Pay unapproved bills

Record payments outside of Cloud Controller Responsibilities:

Manage cash flow Pay bills on time Schedule payments

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Workflow for Accounts Receivable:

Roles for Accounts Receivable:

Clerk Approver

Each role is unique and serves a vital function in this process. Multiple individuals can be assigned to each role as needed. The Accounts Receivable process can be as simple or as complex as needed to maintain internal controls.

Clerk:

From the receivables module you can:

Create invoices and attach supporting documentation Go paperless – customers can access invoices online Receive payment directly into your bank account Send customers due date reminders

Responsibilities: Create invoices Manage collections

Receive and apply payment and manage cash flow

Approver:

Responsibilities:

Review invoices Edit invoices

Client sends invoice

backup data

necessary to create

invoice

Clerk creates

invoices and obtains

necessary internal

approvals

Clerk sends approved

invoices to appropriate

parties by email or mail

Clerk applies payments and