Editing Invoicing
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'''Invoice #''' - invoice number is generated based on the Next Invoice # in the Setup module. | '''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 == | == Types of Invoices == | ||
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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. | 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. | ||
− | + | <videoflash>b4ETBOoSBkU</videoflash><br> | |
<h3>Combined</h3> | <h3>Combined</h3> | ||
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# Make sure the '''Inc Count''' column has the right quantity you want to include on the invoice (3). | # Make sure the '''Inc Count''' column has the right quantity you want to include on the invoice (3). | ||
# Click '''OK'''. | # Click '''OK'''. | ||
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<h3>Fixed Total</h3> | <h3>Fixed Total</h3> | ||
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<br>2. Save the order and notice the '''Fixed Rates''' tab appears (image below). | <br>2. Save the order and notice the '''Fixed Rates''' tab appears (image below). | ||
<br>3. Enter the '''fixed amount''' for labor, materials and services in the Fixed Amount column. | <br>3. Enter the '''fixed amount''' for labor, materials and services in the Fixed Amount column. | ||
− | <br>4 | + | <br>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. |
− | + | <br>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. | |
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[[File:FixedRates.jpg]] | [[File:FixedRates.jpg]] | ||
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<h3>Percent of Total</h3> | <h3>Percent of Total</h3> | ||
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'''**NOTE**''' If you are syncing SME with QuickBooks, the invoice will also be in QuickBooks after your next sync. | '''**NOTE**''' If you are syncing SME with QuickBooks, the invoice will also be in QuickBooks after your next sync. | ||
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== Email or Print Invoice == | == Email or Print Invoice == | ||
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[[File:ReportAvailability.jpg]] | [[File:ReportAvailability.jpg]] | ||
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== Batch Print or Batch Email Invoices == | == Batch Print or Batch Email Invoices == | ||
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[[File:ToBePrintedFlag.png]]<br> | [[File:ToBePrintedFlag.png]]<br> | ||
− | '''Note''' - If you are syncing SME with QuickBooks and you checked the option to '''Set To Be Emailed''' by default, if the | + | '''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. |
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'''Void Invoice''' | '''Void Invoice''' | ||
Click '''Action''' > '''Void Invoice''' to void the invoice. The billing status on the invoice changes to Voided. The invoice is closed and moves the order from invoiced to closed. | Click '''Action''' > '''Void Invoice''' to void the invoice. The billing status on the invoice changes to Voided. The invoice is closed and moves the order from invoiced to closed. | ||
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# Void the invoice in QuickBooks. | # Void the invoice in QuickBooks. | ||
# Void the invoice in SME. | # Void the invoice in SME. | ||
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== Calculate Finance Charge == | == Calculate Finance Charge == | ||
− | In order to apply a finance charge on an invoice, you need to enter a finance charge % on the customer record. When you enter a new customer in SME, you can | + | In order to apply a finance charge on an invoice, you need to enter a finance charge % on the customer record. When you enter a new customer in SME, you can enter the finance charge on the Account tab shown below. |
[[File:Customer_FinanceCharge.jpg]] | [[File:Customer_FinanceCharge.jpg]] | ||
− | You can apply finance charges to invoices for the customer individually, or have SME apply finance charges to all overdue invoices in SME. | + | You can also setup SME to enter a default finance charge for all customers you create. Then you can apply finance charges to invoices for the customer individually, or have SME apply finance charges to all overdue invoices in SME. |
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'''Set the Default Finance Charge''' | '''Set the Default Finance Charge''' | ||
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[[File:SetDefaultFinanceCharge.jpg]] | [[File:SetDefaultFinanceCharge.jpg]] | ||
− | <br>4. Locate the''' Finance Chg''' % field. Enter your finance charge in terms of | + | <br>4. Locate the''' Finance Chg''' % field. Enter your finance charge in terms of yearly finance charge amount. For example, enter 12.0 if you want 12% finance charge per year or 1% per month. |
<br>5. Select '''Save'''. | <br>5. Select '''Save'''. | ||
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[[File:utilities_generateFinanceCharge.jpg]] | [[File:utilities_generateFinanceCharge.jpg]] | ||
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== Apply Deposit To Invoice == | == Apply Deposit To Invoice == | ||
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If you change the address on the site tab or billing tab for a customer record, the address on the invoice won’t automatically be updated. To update the customer address (site tab) on the invoice, Click '''Actions''' > '''Refresh From Customer'''. To update the billing address, click '''Actions''' > '''Refresh from Billing'''. | If you change the address on the site tab or billing tab for a customer record, the address on the invoice won’t automatically be updated. To update the customer address (site tab) on the invoice, Click '''Actions''' > '''Refresh From Customer'''. To update the billing address, click '''Actions''' > '''Refresh from Billing'''. | ||
− | [[File:Actions_RefreshFromCustomer.jpg|left]] | + | [[File:Actions_RefreshFromCustomer.jpg|left]] |
== Change the Invoice Billing Address or Company == | == Change the Invoice Billing Address or Company == | ||
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<br>'''-''' Go to Receivables module > Invoicing. | <br>'''-''' Go to Receivables module > Invoicing. | ||
− | <br>'''-''' Click | + | <br>'''-''' Click Search > Search Open Invoices. |
− | <U>OR</U> simply hit | + | <U>OR</U> simply hit F5 on your keyboard to open the same search window showing all open invoices. |
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+ | [[File:Searchwindow_OpenInvoices.jpg]] | ||
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+ | To use this search view, go to '''Invoicing'''. Click '''Search''' > '''Search View''' and select your saved view. | ||
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<br>'''-''' Double click on the invoice you want to open. | <br>'''-''' Double click on the invoice you want to open. | ||
<br>'''-''' Click on the column headers to sort by the data in the column. | <br>'''-''' Click on the column headers to sort by the data in the column. | ||
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* Click '''Views''' > '''Add/Remove Fields'''. | * Click '''Views''' > '''Add/Remove Fields'''. | ||
* In the Grid Columns window, check the columns you want to add. | * In the Grid Columns window, check the columns you want to add. | ||
− | * Click | + | * Click OK. |
* To save the new view, click '''Views''' > '''Save View'''. | * To save the new view, click '''Views''' > '''Save View'''. | ||
− | + | '''Find all overdue invoices''' | |
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To setup a search view that will show you all overdue invoices: | To setup a search view that will show you all overdue invoices: | ||
<br>1. Go to '''Receivables''' module > '''Invoicing'''. Click '''Search''' > '''Search Open Invoices''' OR hit '''F5''' on your keyboard to open the search open invoice window. | <br>1. Go to '''Receivables''' module > '''Invoicing'''. Click '''Search''' > '''Search Open Invoices''' OR hit '''F5''' on your keyboard to open the search open invoice window. |