Your books in the cloud, and on more than one computer

With Emite Cloud, your books are backed up to the cloud automatically and you can recover them on another computer if this one fails. It also lets you work on two computers or more of the same business —your notebook, a counter at the front desk, the warehouse—: what's done on one shows up on the others at the next sync (every minute).

Your other computer: connecting it with your account

For a computer that you, the owner, use (your notebook, the one at home):

One that already has your books: ⚙ Settings → Emite Cloud → ☁ Connect…, with your Emite Cloud email and password. Your books are uploaded in the background; you can keep working.
A new one: in the welcome, click I already use Emite on another computer — connect my Emite Cloud (or connect it later from Settings). Emite offers to download your books and tells you which number the next invoice will have.

Your settings travel by themselves: the logo, the invoice's colors and font, the theme, the printer, the quote conditions. The language and the inactivity lock stay as each computer has them.

Adding a business computer with a code

For a computer your staff use —a counter, the warehouse— nobody types your password on it: it joins with a code you give.

On the Administration computer (or on the Laptop), ⚙ Settings → Computers… → Add computer… (or F2 in Computers).
Choose what the new computer will do (its role, below), where it is and what it's called —for example, Counter 2— and click Get the code. You confirm with your Emite Cloud account password.
Emite shows an 8-letter code and its QR code. It lasts 15 minutes and works once; if you close the window without using it, it's voided.
On the new computer, with internet: in the welcome, I have a code from the owner — join this computer to their business (if it already has Emite, ⚙ Settings → Emite Cloud → Join this computer to a business…). Type the code, or read the QR with the scanner, and click Join.
The new computer shows Waiting for the owner to approve this computer. While it waits it neither receives nor sends anything of the business, and it makes no invoices, receipts or quotes, not even without internet.
On Administration it appears in Computers as Waiting for your approval. Select it, press F8 and confirm with your password. From then on it receives the business's books and stays joined.

What each computer does

Each joined computer has a role. You choose it when adding the computer and change it later in Computers with F6 (it applies when someone signs in on it again). A Counter or a Warehouse always signs in with its own key: give a computer that uses your account its own key first (F9).

Counter: invoices and quotes when it is the computer that issues today. It takes payments and looks things up. It shows no costs, expenses, purchases or reports.
Warehouse (with Emite Comercio): receives, moves and counts goods and enters purchases. Does not change prices. Does not invoice.
Administration: shows and runs the whole business, including the computers. Invoices and quotes when it is the computer that issues today.
Laptop (no invoicing): makes no new invoices, receipts or quotes: the computer that issues numbers them. Everything else as on Administration: correcting a saved quote, voiding an invoice, payments, reports, purchases, expenses, stock and the computers.

On a counter and on the warehouse the tax details (the company, the timbrado, the Tax ID (RUC), the numbering) don't appear: they are set on Administration and apply to the whole business. A warehouse and the Laptop never issue. Each computer lets in only the staff that fit its role: a cashier doesn't sign in on the warehouse or on the Laptop.

Only one computer issues

So that two invoices never go out with the same number, only one computer issues invoices, receipts and quotes. The others are view-only: they see everything, but don't assign numbers. The Emite Cloud card in Settings tells you which one it is:

✓ This computer issues the invoices.
⛔ Issuing: "the other one" — this computer is view-only.
⛔ No computer issues yet.

If you try to issue on the view-only one, Emite tells you ("This computer does not issue") and explains how to move the issuing.

The one that issues can be a Counter or Administration; a Warehouse or the Laptop (no invoicing), never. On a counter, only the owner can move the issuing to that computer; a cashier can't.

The first time: which computer issues?

With the account connected on two or more computers and none issuing yet, none issues until the owner picks one. When Emite opens, or when you press F4, Which computer issues? appears, listing the other computers on the account:

Yes, issue from this one (or Y) — this one starts issuing and first brings in whatever is on the other.
No — the default answer (Enter and Esc): nothing changes.

Only the owner chooses; other users see the explanation and Back.

If your account is on a single computer, that one keeps issuing on its own, also without internet, and takes over issuing at its next contact with the cloud. A newly connected computer doesn't issue until it knows whether it is alone.

Moving the issuing to this computer

⚙ Settings → Emite Cloud → 🔒 Unlock to edit.
Issue from this computer… (needs internet).
If the other one has Emite open, Emite tells you what it knows about it (whether it's open, whether it uploaded everything, or whether it has changes left to upload) and asks: Issue from this computer or View only.
Emite waits for the other one to finish uploading its work (a few seconds, up to a minute and a half), brings in what it issued and carries on the numbering. When it's done it shows you the next invoice, quote and receipt.

Nobody has to answer anything on the other computer: it finds out by itself and becomes view-only.

When you open Emite on the computer that doesn't issue

If the one that was issuing was closed normally (with the X) and uploaded everything, this one opens with no questions, takes over issuing and brings in what was done there. That happens only when the owner opens Emite (with the owner's Emite Cloud account) and never if the one that was issuing is a Counter: then Emite asks, and what it suggests is View only. If a cashier or someone with «View only» opens it, issuing does not move and this one stays view-only. A Warehouse or the Laptop (no invoicing) never take over issuing.
If the one that was issuing is still connected — it has Emite open and talked to the cloud in the last two or three minutes, even with an older version — Emite asks you Another computer is issuing: Issue from this computer or View only. If you choose to issue, it waits for the other one to upload its work.
If the one that was issuing stopped talking to the cloud without closing properly — the laptop was left asleep with Emite open (you closed the lid), a power cut, a crash, switched off without closing Emite — it could have invoices it hasn't uploaded yet (or, on an earlier version of Emite, still be invoicing without internet). So this one doesn't take over right away: it waits for the other one to connect to the internet or close properly, or for 5 days to pass without word from it (7 if the other one has not been updated to this version yet). If you have it right there and switched off, the owner can say The other computer is here with me and switched off and issuing moves now (it goes into the audit log); if the other one talked to the cloud a moment ago, the first number waits a couple of minutes more. Enter and Esc wait. If the other one is somewhere else, open it with internet for a moment and close it properly. A laptop that went to sleep a moment ago still counts as connected: you first see the question above, and if you choose to issue, it still waits for the other one in the same way.
If the one that was issuing has not talked to the cloud since this one joined the account — for example, it was the only computer, it was closed last night and this one was connected today —, it may not know there is another one now: opened without internet, it would keep issuing as a single computer. So this one does not take over issuing by itself, even if the other one was closed properly and however long it takes: it waits for the other one to connect to the internet for a moment, or for the owner to say The other computer is here with me and switched off. The same when you choose this computer and none was issuing.

The habit that avoids the wait. Before closing the lid of the laptop that issues, close Emite with the X: that way the other one takes over issuing without waiting. That is, when the owner opens it and unless the one you closed is a Counter.

Invoicing without internet

A single computer (no Emite Cloud, or your account on just one): always invoices, with or without internet, also after restoring a backup. If you just connected it to Emite Cloud, from its first contact with the cloud.
Two or more computers: before giving out a number, Emite confirms with the cloud that this is the computer that issues. With internet you don't notice it: it talks to the cloud every minute and, when needed, asks for a moment before saving. Without internet no number goes out — no invoices, receipts, quotes or notes, and nothing is sent to or voided at SIFEN —: it asks you to Connect to the internet to keep invoicing (on a quote, Connect to the internet to keep issuing quotes), with a button to Sync now, and no number is used. Meanwhile you can look things up, see the reports, record payments and open the PDFs of what you already issued; a payment's receipt is issued once the connection is back. What was done offline reaches the other one when the internet comes back. Voiding an electronic invoice without the cloud does not void it: if it was To send, Emite sends it to SIFEN as soon as the connection is back, and if you don't want it you cancel it at SIFEN once SIFEN approves it. Cancel at SIFEN tells you so before asking for the reason or the owner's password.
You restored a backup: in a business with several computers, before the next number Emite syncs once with the cloud (with internet, a minute). What the backup knew about the cloud doesn't count.
Without the Emite Cloud session: in a business with several computers, none gives out numbers without the session, not even the issuing one (Sign in to keep invoicing). Sign out tells you first what will happen.
You no longer use the other computers: on the issuing one, without the session, F4 offers the owner I no longer use the other computers: from then on it is a single computer and invoices without the cloud (it goes into the audit log). If one of the others connects again, it counts again. Also after restoring a backup: before the next invoice or receipt, Emite shows you the numbers so you can compare them with the paper.
You reinstalled Windows or Emite, or copied the books to another computer: if the business uses a single computer, it invoices as always. If it uses several, sign in to Emite Cloud; if the old installation no longer exists, choose That installation no longer exists when moving the issuing.

When the one that was issuing opens again without internet

When it closes normally, the computer that was issuing tells the cloud that the other one may take over issuing. If it is later opened again without internet, it doesn't know whether the other one issued in the meantime. In a business with several computers it gives out no numbers until the cloud answers: with internet, within a few seconds.

On a computer that went back to being the only one (I no longer use the other computers), when you issue it asks Did you use the other computer since you closed this one?:

Yes, wait for internet — the default answer (Enter and Esc). With internet, Emite finds out by itself in a few seconds.
No, I did not: issue here — it carries on with the numbering it had.

The owner answers. If you turn on A cashier can confirm issuing without internet in ⚙ Settings → Emite Cloud, a cashier can answer too; on a computer linked to others that option doesn't show, because there no number goes out without the cloud. Every answer is kept in the audit log with who gave it. If the account is on a single computer, or this one doesn't know yet which others there are, it asks nothing.

When closing: nothing is left un-uploaded

If you close Emite with changes that haven't reached the cloud yet, Work not uploaded to the cloud appears: Upload and close (recommended), Close anyway or Cancel. Without internet, the changes stay saved on this computer and upload by themselves when the connection is back; until then the other computer doesn't see them.

Removing a computer from the business

For a computer you no longer use, that broke or that was stolen: in Computers, select it, press Delete (Remove from the business) and confirm with your password.

From that moment the cloud treats it as removed: it can't take over issuing the invoices.
For 30 days it can still upload the invoices, payments and voids it made without internet, so that none is missing from your books. They are only added: nothing already there changes.
It shows This computer was removed from the business: it uploads what it had left and locks itself. Its books stay on its disk; nothing is deleted.

A computer that joined with a code has its own key: when you remove it, it is out right away. One you connected with your email and password signs in with your account, and removing it doesn't take it out completely. So that it is out, first give it its own key: select it in Computers and press F9; Emite gives you a code, which is typed on that computer in ⚙ Settings → Emite Cloud → Move to its own key…. If it was stolen or you lost it, also change your Emite Cloud password.

The staff, one list for the whole business

Without Emite Cloud, users belong to each computer. With Emite Cloud, the staff list is one for the whole business: you add and change people in 👤 Users on Administration or on the Laptop, and it reaches the other computers. If you deactivate someone, they are out on every computer as soon as it receives the change; a computer without internet still lets them in until it connects. If the same user name had been created on two computers, Emite asks you to choose which one stays. More about levels and PINs in Users, access levels and PIN.

Activity: who did what, and on which computer

In 👤 Users, Activity… shows each thing that was done: the date, the computer, the person, what they did (issued an invoice, voided a payment, changed a price, asked to cancel an electronic invoice…) and the details. You filter by period (Today, Last 7 days, Last 30 days) and by computer: so you see everything Counter 2 did today.

On Administration and on the Laptop, with Emite Cloud and internet, you see the activity of every computer of the business.
On another computer, or without internet, you see only that computer's.
The computer recorded on each action is reliable. The name says who signed in with that user and their PIN, but does not prove it: make sure each person uses their own.

The pill: how up to date this computer is

In the sidebar, a computer connected to Emite Cloud shows how fresh its data is. On Administration or on the Laptop, the owner opens Computers by clicking it.

Up to date · 3 s ago (green): it has the latest from the other computers.
No internet since 10:42 (amber): what it does uploads by itself when the connection is back. In a business with several computers, no invoices, receipts or quotes come out without internet (the part about invoicing without internet, above, explains it).
Offline for 3 days (red): for more than two days it hasn't received data from the cloud; check the connection.

Other things on the Emite Cloud card

Sync now — doesn't wait for the next minute.
☁ Up to date or ☁ N changes waiting to upload — if the oldest has been waiting for days, check your internet.
Sign out — disconnects this computer from the cloud.

If despite all this two computers issue the same number (for example, one on an Emite older than this rule that worked for days without internet), the cloud rejects the second one and Emite tells you with a warning.