Review and Edit Sales Invoices

A companywide rule can be set for Invoices created in the field can be configured to always go into review mode before they are emailed out.

Other times an invoice has been completed, and possibly sent to the customer but it needs to be put back into an edit/review mode to make some adjustments and get resent.

Invoice Needs to be put into Review Mode

If an invoice was created and already put into the INVOICE list but needs to be edited.

1. Find it in the Invoice List and open it
2. Check the In Review checkbox.
3. Press F9 (Save and Close).
4. This will then put it into Orders List.

Invoice in Order/Review List

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

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. Adding an Item
   • Click the tab of the type of thing being entered (Product, Labor, Rentals)
   • Click Add New. Will probably be asked to Save Changes. Answer Yes.This will open the appropriate form
     • 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)
6. Editing a RENTAL
   • NOTE: When editing a rental after these changes are made and the invoice is saved there is a step below that is also needed (See EDIT RENTAL QTY)
     • Go to the RENTALS Tab
       • Find the item to change and open it (double click)
       • Change the qty to the correct qty
       • Record->Save & Close
     • If this rental service consumes a product, go to the Products tab
       • Find the associated product and open it (double click)
       • Change the quantity to the correct qty consumed to reflect the change above
       • Make sure the correct taxable value is set (0 = NON Taxable, 1 = Taxable)
       • Record->Saven & Close
7. When it closes IF
   • LOCATION FIELD (above office notes) is BLANK
     • That indicates this was created in the office
     • THEREFORE it will Automatically Re-Calc the Totals and Taxes
   • Location Field as a value filled in
     • That indicates this was created in the field and completed on a Mobile Device
     • Therefore this will NOT Automatically Re-Calc
     • So if any of the total fields are RED click the Re-Calc Totals button
8. Validate 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
9. Check Qty of Items
   • (below the Grand Total and Re-Calc Totals button) may be Blank and RED
   • Fill in the number to match the Qty of Items in the BLUE value next to the blank red one
10. Remove any email address from the Sent To field (so that it will email/re-email the invoice)
11. 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
12. Invoice can still be edited
    • 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
13. 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
14. 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
15. Uncheck the In Review checkbox
16. F9 (Save & Close)

Verify and Adjust Rental Qty if Needed

1. Open the Customer (Can click the OPEN button next to the customer name on the invoice)
2. go to the RENTALS Tab
3. Check the current Renal Qty to see if it needs to be changed
   1. Can open the Rental item and click Record->History
   2. You should see if the quantity was changed by this invoice (based upon date and user) and how what the value was before so you can decide if it needs to be corrected
   3. Close the Record History
   5. Fix the rental QTY
   6. Record-> 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)