Creating a New Sales Invoice in Trakker Desktop

Invoices can be created directly on the Trakker Desktop App. The following steps explain how

1. Open the Orders Tab
2. Click Add New (Top left of the Orders Grid), this will open a new Sales Invoice (Order)
3. Select the customer from the Customer Drop Down list
4. Select the correct Service and Bill To addresses
5. Click the tab of the type of thing being entered (Product, Labor, Rentals)
6. Click Add New. Will probably be asked to Save Changes. Answer Yes.
7. This will open Product, Labor, or Rentals form
8. Fill In:
   • For Products and Labor, fill in:
     • Select the Product/Labor item from the drop down
     • Qty
     • Price (Automatically looks up the price and fill it in, but it can be edited)
   • Rentals:
     • Select the Rental item from the drop down
     • If Rental Delivery Service fill in:
       • Qty Returned
       • Qty Delivered
       • Price of the delivery Service (Automatically Looks up the price and fills it in, but it can be edited)
     • If Rental Fee
       • Qty Returned = 0
       • Fill in the Qty Delivered as the amount to be billed for the Recuring Rental Qty
       • Price: Fill in the Recurring Fee (by default the Delivery Servicing fee is filled in, so change this)
   • Taxable (1=Yes, 0 = Non Taxable item)
   • Fill in any desired Notes
   • To add another press F10 (Save and New)
   • When DONE with the last one click F9 (Save and Close)
9. The Sub Total, taxes and Grand totals will automatically be calculated
10. Add any other items for all other types (Labor, Products, Rentals)
11. Fill in any additional charges like shipping or service fees…
    • In the fields between the Low Tax and Grand total 2 additional charges can be added
    • If needed, fill in a dollar value and select charge type from the drop down next to it
    • Grand Total will automatically Update
12. Set Qty of Items
    • (below the Grand Total and Re-Calc Totals button) will be Blank and RED
    • Fill in the number to match the Qty of Items in the BLUE value next to the blank red one
13. Assign Invoice Number
    • If the companywide setting is
      • Prebuilding for mobile device, or Companywide Setting Not Enabled
        • Then invoice MUST be completed by a mobile device to get an invoice number
      • enabled, there is a menu item on the top of the Sale Invoice (Order) form for
        • Assign Invoice Number
        • Click it
        • The Invoice number will be filled in
        • The In Review checkbox will be checked
        • The Red ReCalc button and Red Qty of Items should be removed
        • The date signed will be filled in with the CURRENT date and time
          • NOTE: This can be changed by
            • unchecking In Review
            • Record Save
            • Click the menu item Change Date Signed
            • Answer Yes
            • The field is now unlocked
            • Fill in a properly formatted Date and time
              • MM/DD/YYYY HH:mm:SS AM/PM
14. Preview the Invoice
    • Record->Print Preview (SINGLE)
    • Select the invoice format to preview
    • This will open a report that is what the customer would be emailed if you finish this invoice
15. Invoice can still be edited if needed.
    • To edit existing items double click line item in appropriate tab
    • To add a new item, repeat steps above as needed
    • Continue to next steps when ready to complete
16. If invoice format going out is not the DEFAULT Auto Invoice format (for example if this is a manually created recurring rental invoice and a different format is used) select that invoice from the Invoice Drop down (found below the customer address information
17. Review the AutoInv field to ensure that this is the correct customer email address desired
    • Customer data, including the Auto Invoice Email address can be accessed via the OPEN button next to the customer drop down field
18. Uncheck the In Review checkbox
19. F9 (Save & Close)

Invoice will be emailed

The invoice will now be moved from the In Review status to the Invoice Ready status

The next time the auto emailer runs it will email out this invoice to the Customer’s Auto Email Invoice account.

(If the customer does not have an auto email Invoice address, it will be sent to your companies default auto email account)

Oops, I Need to Edit an Invoice

If the invoice needs to be edited, it can now be found in the Invoices list. It can be opened and the In Review checkbox can be checked. F9, Save and Close will then put it into Orders.

Go back to the Orders list and find it and edit it.