Welcome to Joy Pilot! Properly setting up your account is the first crucial step in leveraging our accounting software for your business success. This guide will help you populate your account with the essential details, like trading address, start date, and bank account details, and introduce you to adding more comprehensive information to take full advantage of our features.
Note that not all of the information below is essential to use Joy Pilot. Any heading below marked as *ne mean they are *Not Essential for using Joy Pilot.
Accessing Your Business Info
To begin:
Locate your name at the upper right corner of the main navigation bar on the Joy Pilot dashboard.
Click on the small down arrow next to your name to reveal a dropdown menu.
Select ‘Business Info’ from the list to access the platform where you can enter all your business information.
Populating Company Addresses
Trading Address: Enter the address you want to appear on your invoices. If you working from home, this will typically be your home address. By default your Trading Address is shown on all the invoices you create using Joy Pilot.
Registered Office: Input the official address registered with NZ Company Register (this is only available for those who trade through a limited company - sole traders will not see this option).
Note: After saving an address, the system may ask if you wish to add other related addresses. This feature is a shortcut allowing you to update all relevant addresses at once. Alternatively, you can update each address field individually as needed.
Business Registration Info
Review pre-populated fields: Your Registered name, trading name, and company number should be filled in from your sign-up data. Verify these for accuracy.
Next Year End: Your next year end will be 31 March unless you have specifically requested this be changed with IRD.
Adding Users (*ne)
If you need to add another director, shareholder, or employee:
Go to the ‘Users’ section.
Click on "Add User" and fill in their details, granting them appropriate access levels as needed.
Key Dates
Start Trading Date: Specify when you began utilizing your business, which is your first operational day.
Accounting Lock Date: This function locks your records to prevent entry before a certain date. For new businesses, leave this blank initially. After completing your first year, set this to your year-end date to safeguard your records.
Delete Account
Caution: The delete account option is a HARD DELETE and irreversible.
Under legal obligations, we are committed to upholding our clients' privacy rights and ensuring that records are not held indefinitely. To provide an added layer of security, the process to delete your account involves an extra step of verification. You'll be asked to explicitly type the word "DELETE" followed by your password. This step is crucial and is designed to make you pause and confirm your decision. Please proceed with this action only if you are absolutely certain, as once you choose to permanently delete your account, the action cannot be reversed, and all your data will be lost permanently. Again, this safeguard is in place to protect your information and comply with privacy regulations.
To proceed, select the "Delete" option.
You’ll be prompted to type "DELETE" and enter your password to confirm. Ensure you wish to permanently delete all account data before doing so.
Officers (*ne)
Different roles explained briefly:
Directors: Manage the company.
Shareholders: Own the company.
Secretary: Handles administrative duties.
For most JoyPilot users, you’ll embody all these roles. Depending on your role, your name should appear accordingly. To add others, ensure they’re first added as users, then return here and select their name from the dropdown. Then input their date of appointment and role accurately.
Note: by adding their names and roles here you are not giving them access. If you wish to provide them with access please see “Users”.
Financial Settings (*ne)
Conversion Mode: If migrating from another software, this setting helps transfer your records seamlessly. Detailed guidance on this process is available here.
Chart of Accounts: Customize your expense categories here. To edit or add a new expense category, navigate to this area and make the necessary adjustments. To understand the role your chart of accounts plays please visit [here].
Adding Your Business Logo (*ne)
To customize invoices and quotes:
Click on the “Upload Logo” button.
Click on the “Add business logo” button at the bottom of the image screen.
Navigate and select your logo file (JPEG, PNG, GIF are supported).
Use the editing tools if needed to adjust how your logo appears.
Save your changes. Your logo will now appear on all invoices and quotes.
Current GST Settings; Historical GST Settings
If you have registered your By updating these fields, you’re not just keeping your invoices accurate; you’re also unlocking the full potential of Joy Pilot’s GST reporting capabilities.
Accurate Invoicing: With your GST details up to date, Joy Pilot automatically adjusts your invoices to include necessary GST information, making them compliant and professional.
Simplified GST Returns: Joy Pilot can generate GST returns based on your reporting period. This simplifies supplying the Inland Revenue Department (IRD) with the correct information when it’s time for returns.
Additionally, under Historical GST Settings, you can view a record of your company’s GST registration history. It's useful for tracking the instances where your company may have registered for GST, later deregistered, and perhaps reregistered. If your company has only undergone GST registration once, this section will be empty, indicating a straightforward GST history.
By keeping these sections updated, you ensure compliance and smooth operation in financial reporting and tax obligations.
Conclusion
By following these steps, you have laid a strong foundation for your account on JoyPilot, enabling you to streamline your accounting processes and focus on growing your business. Remember, our comprehensive guides are here to help you explore and make the best use of JoyPilot’s broad range of features.