Invoices

This is the list of all of the multi-line sales invoices. However this does only display the locations, handhelds, etc. that the signed in user is allowed to see, as defined in the Handhelds form. If the user is not assigned access to that ‘handheld,’ they will not see any invoices for it here.

• Exported:  Invoice has been exported to accounting system
• Editable: Invoices when checked can be edited.  Will not AUTO Invoice until this has been unchecked (orders, before the Invoice # is assigned can be edited at any time).  Editable Invoices will appear in the Orders list until they Editable is unchecked, meaning ready to Email and Export…
• Qty of the Items:  This is used as a checksum to make sure that the total # of items in the product/labor  list matches the Cabinet/Equipment tab matches what was expected before it will be automatically emailed. (Compare to the CheckSumQty field in the Cabinet/Equipment Tab)
• Status: Status note about the Order or Invoice
• Sent To: Email address Invoice was sent to.  If blank than the invoice has not been sent yet, or perhaps it was manually removed so that it will email out again.
• Date Sent:  The date and time that the invoice was sent.
• Invoice Report: If there is more than one invoice form defined for your company, this drop down can be used to define which will be used when the invoice is autoemailed.  NOTE: This field must be filled in prior to the Auto Emailer running for all completed (non-editable) invoices.  So if this feature is desired the EDIT AUTO INVOICE BEFORE EDITING may be desired to be used as well.
• Status: If the Our Company Settings Default Order Msg is filled in, then when an Android completes an invoice via the Wizard, this box is changed to that value.

RED BOXES: When the order or invoice is opened if the totals do not match up they will be highlighted in RED.  Such as if the Subtotal + Tax does not match the Grand Total, or more often if the Ext. Price totals do not match the subtotal or the Qty of Items does not match the total Check Sum Qty

Special Menu Items:

• Reactivate as Order: If was assigned an invoice number, the handhelds in the field can not do any further work on this order/invoice.  Clicking Reactive as Order will set the invoice # to 0 and allow the order to be edited on a handheld
• Assign Order # as Invoice #:  If the Order is completed but the user on the Handheld did not complete it for some reason, pressing this will assign the Order Number as the Invoice Number so that it can be emailed out to a customer and exported to accounting

Cabinets

The list of Cabinets with the products that were sold in each.

Products

The list of products sold on this invoice.

Labor

The list of labor used on this invoice.

Rentals

The list of Rental Fees or Services with details on this invoice.

Checklist

The list of checklists (if used) filled out with the details on this invoice.

Appointments

If scheduled with the Company Preferences Appts Automatically Create Orders, than all related Appointments to this Invoice/Order will appear here

Time Clock

Times by techs/reps that were used on this invoice.

Payments

This list of payments received into the system for this invoice.

Manually Entering an Invoice from the Desktop

(NOTE: Using this process will not apply products to specific cabinets/equipment)

1. From the main form go to the Orders Tab
2. Click ADD from the top menu. This will open an new Order/Invoice
3. Fill in the customer from the drop down
4. Verify the Service and Bill To addresses
5. Go to the Products Tab
6. Click Add New
7. Fill in the Product field (TAB)
8. Fill in the Qty (TAB)
9. Press F10 (SAVE & NEW) to enter another product
10. Repeat to add each additional item
11. When done entering the last item press F9 (Save and Close)
12. This will bring you back to the Oder/Invoice Scree
13. Click the RE-CALC Total button (below the Grand Total field)
14. Fill in the Qty Of Items to match the Qty of Items from the totals box next to that field
15. If this is to be assigned to a Rep/Tech/Truck use the Location drop down (From the top row to the left of the Inactive checkbox)
16. Click the Assign Order # As Invoice # from the top Menu
17. Answer YES (Are you sure you want to set the Invoice Number to #)?
18. The invoice will automatically email the customer shortly