Invoicing

The invoice will show the billing address, the balance due, the type of invoice, the orders associated with the invoice, the due date and more.

Invoice Orientation

Below are the different sections of an invoice. Depending on the permissions your SME Administrator created, you may not have access to all the areas described below.

1	New – create new combined or itemized invoice. Search – search open, invoiced or all invoices. Navigate – jump to invoice by invoice number or recently viewed invoices. First, Prior, Next, Last – tab through invoices. Refresh – refresh window to see calculated fields update. Edit – click to make changes to an invoice. Delete – click to delete the invoice (permissions needed) Print/Email – print or email the invoice. The printed invoices can be customized in the Reports module.
2	Invoice Status – Open or Closed.
3	Actions – Rollback invoice, apply deposit, post credit and more. Activities – set activities for the invoice (remind yourself or others to take action on the invoice)
4	To be printed – if checked the invoice is added to batch print. After the batch print is processed, you have the option to clear out all the “to be printed” flags. If syncing SME with QuickBooks, you will setup what will sync by default. Based on those settings, these check boxes will be automatically checked. Export to QuickBooks – If checked, the invoice hasn’t synced with QuickBooks yet. It will transfer on the next sync and the checkbox will be unchecked once synced. Export Bill to QuickBooks – If checked, the bill for the subcontractor on the invoice hasn’t synced with QuickBooks yet. On the next sync, the bill for the subcontractor will be added to QuickBooks. Export PO to QuickBooks - If checked, the purchase order for the subcontractor on the invoice hasn’t synced with QuickBooks yet. On the next sync, the PO for the subcontractor will be added to QuickBooks.
5	Select a filter to view Open, Closed or All invoices then use the navigation to tab through the filtered view.

Details and Settings Tab

Invoice # - invoice number is generated based on the Next Invoice # in the Setup module. Reference # - The order number the invoice was generated for. Balance due- Calculated field showing the balance due on the invoice. Invoice Date – Automatically populated based on the date the invoice was generated. Terms – Invoice terms for that customer. Due Date – Due date based on the invoice date and the terms. PO# - If the order being invoiced has a PO number, the PO number will carry over to this field. Billing Status– If you are syncing SME with QuickBooks, the billing status will be imported from QuickBooks. You can use this field to void an invoice, or click Actions > Void Invoice. Make sure you uncheck Export to QuickBooks so SQLink doesn’t try to sync the voided invoice. Invoice Type – This field is not editable and shows the type of invoice (combined, itemized, partial, fixed, dollar amount, percent)

Types of Invoices

When creating a service or install order, select the Invoice Type. The type you select will change how the order is invoiced. Watch the video or read the description below.

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Combined

This converts the entire order to a combined invoice. This is a good option for good tracking because all the details are in the order rather than replicated on the invoice. Below is a screenshot of a combined invoice. When you create a combined invoice, you cannot edit the individual items on the invoice. You can combine multiple closed orders into one combined invoice.

To add additional service and install orders to a combined invoice:

1. Select the Service Orders or Install Orders tab.
2. Click Add Service to Invoice or Add Install to Invoice.

3.The window that opens will display all of the open and closed orders with the invoice type of combined for that billing company. Double click on the order you want to add to the invoice.
4. You will receive this message: “The order has been fully invoiced. Close it?” Click Yes to close the order.
5. The order will be listed on the Service Orders or Install Orders tab.

Itemized

Converting an order to an Itemized Invoice will duplicate all the items on the invoice for further editing, providing more flexibility in changing the invoice after it’s created. Below is a screenshot of an itemized invoice. Notice all the tabs from the order are available in the invoice.

Partial

Selecting the invoice type of Partial allows you to select individual items on the order to include on the invoice. Generate multiple invoices for the order until all items on the order are invoiced.

When generating a partial invoice for an order, the Invoice Order window will open (image below). Here you can select which items you want to include in the invoice. At the bottom of the window, you will see remaining total to be invoiced.

1. Click Clear All.
2. For Service and Labor Items, check in the Include column to include the item on the invoice.

If you are select material to include on the partial invoice, you will need to expand the material line to select which material you want to include on the invoice.

1. Click on the material line you want to include on the invoice (1 in image below).
2. Check in the Include column (2).
3. Make sure the Inc Count column has the right quantity you want to include on the invoice (3).
4. Click OK.

Fixed Total

If you choose the invoice type of Fixed Total on an order, you can enter a fixed amount for material, labor and services. When you choose Fixed Total invoice type, SME adds an additional tab on the order called Fixed Rates shown in the image below. You enter in the fixed rates for labor, materials and services and the invoice generated will use this amount, not the itemized amount based on the labor, materials and services added to the order.

1. Create an order and on the Details and Settings tab select Invoice Type – Fixed Total.
2. Save the order and notice the Fixed Rates tab appears (image below).
3. Enter the fixed amount for labor, materials and services in the Fixed Amount column.
4. Add labor and materials to the order as you normally would. The Fixed Rates tab will show you your cost in the Item Cost column. Compare costs to your fixed rates by viewing the Item Profit column.
5. When you are ready to invoice the order, your customer will receive an invoice for the fixed amount set on the Fixed Rates tab.

Percent of Total

When generating an invoice for an order with % of Total Invoice Type, you will be prompted to enter the percent of the balance you want to convert.

Dollar Amount

When generating an invoice for an order with $-Dollar Amount invoice type, you will be prompted to enter the dollar amount you want to convert to an invoice. SME will allow generation of multiple invoices based on the dollar amounts. It will keep track of how much has been converted towards the total.

Invoice a Percent of a Fixed Invoice

If you setup a fixed invoice and you are ready to invoice the order, a fixed invoice will invoice the total order. If you need to invoice a percentage of a fixed amount, you will need to change the type of invoice to a percent or partial invoice and change the way you enter the items on the order.

1. Create a service item in SME called Service fixed total
2. Create a material item in SME called Material fixed total
3. Create a technician in SME called Labor fixed total

Now start adding the fixed total amounts to the order on the Order Items tab:

4. Select the Order Items tab on the service or install order.
5. Click New Service and select the Service fixed total item. Enter the fixed service total in the Price field. Enter 0 in the Cost field. Click OK.
6. Click New Material and select the Material fixed total item. Enter the fixed material total in the Price field. Enter 0 in the Cost field. Click OK.

7. Click New Labor and select the Labor fixed total technician. Enter the fixed labor total in the Unit Price field and make sure Billable Qty is 1. Enter 0 in the Scheduled Qty and Unit Cost fields. Click OK.

When you add labor, materials and services to the order, make sure you do not fill out the price field. Only fill out the cost field for these items. The only items on the order that should have prices in them are the three fixed total placeholder items you added. The partial or percent of total invoices generated will be based on the total of the three.

Invoice an Order

To find the orders that are ready to be invoiced, you will need to search for all closed orders.

To find all closed orders:
1. Select the Service or Install module.
2. Click Search, select Search Closed Orders.

3. The Search Closed Orders window will open.
4. Double click on an order to open. You can then use the same tools for searching closed orders as you can with searching open orders. (e.g. adding columns, adding filters)

Quick Invoice For orders with the invoice type of Full-Itemized or Combined, you can click Quick Invoice and an invoice is generated and the order status moves to “invoiced”. To see the invoice, go to Invoicing in the Receivables module.

Actions > Generate Invoice For any invoice type you can click Actions and select Generate Invoice. To see the invoice, go to Invoicing in the Receivables module.

Actions> Generate Final Invoice Use Generate Final invoice if you are doing a Dollar Amount, % of total, or partial invoice and you want to make sure the rest of the invoice is generated without having to get it exact. For example, if you did 33.3%, then 33.3%, then you would want to just generate final rather than figure out that you need to invoice 33.34% for the final.

**NOTE** If you are syncing SME with QuickBooks, the invoice will also be in QuickBooks after your next sync.

Email or Print Invoice

Once the invoice is created it should be immediately sent to the customer.

1. Go to the invoice.
2. Click Print/Email.
3. In the menu, everything above the horizontal line is a report you can print. Select anything below the horizontal line to email the report to your customer.

A common invoiced used is the Standard Invoice – Order Items report.

To remove some of the reports from the Print/Email menu:

1. To to Reports module > Customize Reports.
2. Click Search > Search Standard.
3. Double click on the report you want to remove from the menu.
4. Select the Availability tab.
5. Uncheck Invoicing (circled below).
6. Click Save.

Batch Print or Batch Email Invoices

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If you want to use the Batch Print/Batch Email feature, you will want to set SME to set new invoices you create in either the Batch Print or Batch Email queue.

1. Go to the Setup module > Company > Order section
2. Click Edit
3. Check either Set To Be Printed flag on New Invoices or Set To Be Emailed flag on New Invoices
4. Click Save

Once you have your default options set, when you create a new invoice, the To Be Printed/ To Be Emailed flags will be checked and set up in your queue (shown below)

Note - If you are syncing SME with QuickBooks and you checked the option to Set To Be Emailed by default, if the customer doesn't have an email address, the invoice won't be able to sync to QuickBooks.