Support Options
The help documentation, screen shot videos, quick start guide, blog and FAQs are all available for free with
your purchase of Aplos Software. If you would like an extra level of support, you may try our email support free for
30 days* and then sign up for the support plan that best meets your needs. With email support you will
receive a response to your question from one of our experts within 24 hours.
Have you looked at our screenshots/videos and reviewed our blog?
You can find information on many common topics as well as step by step instructions to help you.
How do I change the
size of the Aplos screen?
To change the size of your Aplos screen either grab
the lower right corner to scale in and out or hit the maximize/restore down button in the top right. You can also
minimize the screen by clicking on the minimize button in the top right.
How do I add or delete
something?
Generally, to add something you click on a + button or
just click directly where you want to add something. Generally, to delete something, roll your mouse over the item
and click on the X that appears.
What is a fiscal
year?
A fiscal year is your accounting year. If you are
not sure, your fiscal year defaults to a calendar year beginning January 1.
How do I set up
my chart of accounts?
We have preloaded the software with some
standard accounts. If you are happy with these and have no starting balances, then you are done. On the other hand,
If you would like a little more control or have accounts from a previous relationship then please add/delete/edit
accounts to match your needs. You can also add your starting balances, add funds, and set an annual budget for your
favorite income and expense accounts. I would recommend viewing your chart of accounts report before going much
further to make sure you have everything set up how you would like.
What is the
difference between an account and a group?
An account is where you track your money; a
group is made up of accounts with similar tastes in music. Well, not exactly. Actually, a group is made up of
accounts with similar characteristics. For example a group of expense accounts that are all used to pay for operating
your facilities (like, landscaping expense, rent expense, telephone expense, etc) may be grouped together. On your
chart of accounts report for instance, you will see subtotals by expense so you can easily see how much it takes to
run your facility.
How do I add an
account, group, or fund?
To add an account, click on the orange + in the
account name column, to add a group click on the black + cleverly labled "Add New Group," and to and a fund click on
the orange + next to the word "Funds" on the top right of your screen.
How do I delete
an account, group, or fund?
Click the X that appears when you hover over
that account, group, or fund. To make sure you don't do something you will regret later, you may only delete a fund
when there are no transactions associated with it, a group or fund when there are no accounts associated with it, and
so on and so on...no wait, that's it. And I thought this would be harder.
How do I set a
starting balance for an account?
If you already have an amount in an account,
click on that account, enter the starting balance in the top right of your screen, select the fund you want the money
associated with and click "set".
How do I enter a cash
transaction?
Select a cash account from the account dropdown menu,
click on the highlighted "Enter a new transaction here" row, and enter at least the date, payee, account and amount.
What is the "enter tax
deductable contributions" bar for?
If you receive several contributions to your
organization at one time or during one event and would like to enter them all at once you should open this section.
When you enter transactions here, Aplos automatically updates your people database and your giving statements report.
Why am I asked to select
a fund for some transactions?
Aplos automatically associates the right fund with a
transaction that includes an income or expense account, as you have assigned in the account maintenance screen.
Transactions that do not involve an income or expense account prompt you to assign them to a fund. This is needed to
properly practice Fund Accounting.
How do I see how much
money is in my checking account?
On the Cash transaction screen you can look in the
balance column or look at the line graph on the lower right part of your screen. On your dashboard you can find any
account balance by select the account and the date. I didn't even mention reports yet — Aplos is more flexible
than a yoga instructor.
How do I see how much
money is in each fund?
On the cash transactions screen you will see a bar graph
in the lower left corner. Hover your pointer over each fund to see the balance. You may also choose your balance
sheet report and drag and drop your fund fields into the report.
How do I enter a
non-cash transaction?
Click in the account name column to select an
account, input the amount of the transaction, type a memo describing the transaction and click the post button. The
post button will only work when the transaction is in balance, date is selected and a memo entered.
What is the people
database screen for?
The people database is for tracking people, addresses,
birthdates, giving amounts, favorite restaurant, etc. Seriously, because there are dynamic fields you can track
whatever you would like to.
How do I edit a person?
Click on the person's name in the left column and then
click the edit button on their profile.
How do I add a new
field to track?
Once in the edit mode, click on the "Add new field
button" in the top right of a person's profile. It will automatically add that field to everyone in your database. It
will only show on the person's profile if there is data in the field.
How do I upload a
photo?
Hover your pointer over the silhouette and click the
upload new photo button. (You might want to compress your photo before uploading it to save space on your hard
drive).
What reports are
available?
To keep it simple we have listed eight commonly used
reports. They are the Chart of Accounts, Trial Balance, Balance Sheet, Income Statement, Income Statement by Month,
Transactional Report, Giving Statement, and my personal favorite, the Custom People Report.
How do I edit a
report?
You can select specific accounts or dates in the
lower left of the screen. You can resize columns by grabbing the edge of a column and dragging it left or right. You
can drag and drop fields from the column on the right. If you still haven't gotten your fill of editing, you can even
export to a spreadsheet and edit some more.
How do I export a
report?
Click on the export drop down menu in the lower right
of your screen to export to a spreadsheet or PDF. Now you can email your mom the PDF report you have just created
— she will be so proud.
How do I print a
report?
Click on the print button in the lower right of your
screen. Some computer settings will cause the printer dialogue box to popup behind other open programs. If this
happens to you, you won't be scared — you are prepared. Just click on the printer dialogue box, select your
settings and you are on your way.
* Your 30 days of free email support starts the day of your first email request.
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