New Invoice Window - Invoice Tab

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The first tab on the New Invoice Window is the Invoice Tab.  Here all active Items for a Project are listed, and may be "tagged", or selected, to appear on a Client Invoice.  Items can be tagged by either clicking on the check box in the Tag column, selecting the Item on the Client Invoice Items Grid and hitting the Space Bar on the keyboard, or by clicking on the Tag button.

 

invoice - invoice

 

Proposal Number (Proposal No.): By default, Design Manager will display all active Items in the Project on the Invoice Items grid.   However, you can input or search for a specific Proposal to only view Items included on the Proposal.  When a Proposal Number is entered, it will also appear on the Client Invoice document.

 

Date: This is the date that the Invoice is created. As Sales Tax is recorded on a calendar-basis, it is the Invoice Date, rather than the Fiscal Month, that determines which month the Sales Tax for a given Invoice is to be paid.

 

Transaction Description (TX Desc.): You may optionally enter a brief description of the Invoice for your future reference.

 

Manager/Salesperson (Mgr/SP):  You may optionally record the Employee code for the manager, designer, or salesperson associated with the Invoice.  This information defaults from the Salesperson/Manager on the Project Window - Info Tab.

 

Show All:  Select this option to display all Items within the Project, including Items previously invoiced to the Client, on the Client Invoice Items Grid.  Complete and Inactive Items will continue to not be displayed, however.

 

Client Invoice Items Grid

This grid lists and displays information for each Item to be invoiced to a Client.

 

Tag: Click on this check box to "tag" an Item to include it on the Invoice.  To untag an Item, simply click on the check box a second time to remove the check mark.  You do not have to include all Items on an Invoice.  As Items are tagged or untagged, the pricing and deposit totals change at the bottom accordingly.

 

Location (Loc.):  This column contains the Location Code and Name of the Item.

 

Group:  If the Item Groups option on the Company Advanced Options Window - General Tab is selected, the Item Group will be displayed.

 

Reference Number (Ref. No.):  This column contains the Design Manager Reference Number assigned to each Item and is useful for finding the Item on the Specifications Window.

 

Last Proposal Number (Last Prop. #):  The number of the most recent Proposal upon which the Item was included.

 

Description:  This column contains the first few words of the Item’s Description.

 

Quantity (Qty.):  The Quantity of the Item that will be invoiced.

 

Price:  The total selling price of Item as recorded on the Item Window - Item Tab.  The Price will match the Invoice Price if the Item has been invoiced previously or is in Override mode.

 

Quantity to Date (Qty. to Date):  The Quantity to Date is the total quantity of the Item included on prior Client Invoices.

 

Invoiced to Date:  The invoice amount for the Item included on prior Client Invoices.

 

Invoice Quantity (Inv. Qty.):  The current quantity of the Item to be invoiced.  This is the quantity that will be appear on the Invoice you are presently creating.  The Invoice Quantity can be changed using the Override button.

 

Invoice Price:  The current price of the Item to be invoiced.  This is the price for the Item that will be appear on the Invoice you are presently creating.  The Invoice Price can be changed using the Override button.

 

Override:  A red check will appear in this column to alert you that the Item is in Override mode.

 

Merchandise:  The portion of the Item price that is categorized as Merchandise is displayed in this column.

 

Freight:  The portion of the Item price that is categorized as Freight is displayed in this column.

 

Design Fee:  The portion of the Item price that is categorized as Design Fee is displayed in this column.

 

Installation:  The portion of the Item price that is categorized as Installation is displayed in this column

 

Labor:  The portion of the Item price that is categorized as Labor is displayed in this column

 

Time:  The portion of the Item price that is categorized as Time is displayed in this column.

 

Time Entry Date:  This column will display the entry date most recent Time Entry associated with the Item.

 

Estimated (PO) Cost:  The Total Estimated Cost of Item as recorded in Specifications.

 

Actual (Vendor Invoice) Cost (Act. (Vendor Inv.) Cost):  The Total Actual Cost of the Item from previously recorded Vendor Invoices.

 

Estimated (Proposal) Price (Est. (Proposal) Price):  The Total Estimated Price of the Item as recorded in Specifications.

 

Requested Deposit:  This columns contains the amount of Deposit Required from the Client for an Item.

 

Received Deposit:  The sum of all Deposits from the Client currently recorded for the Item.

 

Sales Category Code:  The code of the Item's Sales Category, if one had been assigned.

 

Last Invoice:  The Number and Date of the most recent Client Invoice upon which the Item was included.

 

The following fields are located below the Client Invoice Items Grid and apply to the entire Client Invoice:

 

Total Invoice Price (Total Inv. Price): This is the total price of all Items to appear on the Invoice.

 

Sales Tax: Any Sales Tax being charged will be displayed.

 

Deposit: Any Deposit monies received from the Client for the Items being invoiced will appear in this field.

 

Retainer: Enter the amount of Retainer to be applied to the Invoice into this field, if necessary.

 

Balance Due: The Balance Due is the Total Invoice Price plus Sales Tax less any Deposit and Retainer amounts.

 

Available Retainer (Avail. Retainer):  The sum of all unused portions of Retainers recorded for the Project.  This field is useful in determining how much, if any, Retainer should be utilized on the current Client Invoice.

 

Tag Button: tag Clicking on this button will open the Tag Items for an Invoice Window to quickly select multiple Items for invoicing.

 

Override Button: override Click this button to open the Override Invoice Price Window where you can change the Invoice Prices, Quantities, and Taxable Amounts for Items.  For more information, see the Override Invoice Price Window.

 

Edit Item Button: edit item Click the Edit button to open the Item Window to make any changes to Item Description, Quantity, Location, etc. before invoicing.

 

Layout: layout The Layout displays a new window for the Project Tree View and allows you to edit the order that Locations, Groups, and Items appear on a printed Proposal.  By default, the Items will be in Location Code order, followed by their Group, then with each Item in Reference Number order with its Group.  To change the order, you can select and drag an Item, Group, or Location to the desired position.  Locations can be arranged in any order.  Items can be arranged in any order but only in their respective Group and Location.  If you want to move the Item to another Location or Group, click the Edit Item button on the Proposal Tab and change the Location or Group as necessary. Note:  Groups will only be displayed if the Item Groups option on the Company Advanced Options Window - General Tab is selected.

To Learn more about using the Layout window, click here.

 

 

Generating Invoices

Click on the OK button to generate the Invoice.  Upon doing so, it will be listed on the New Client Invoices Grid on the Client Invoices / Finance Charges Window - New Tab for printing an posting.  More information on printing the Invoice will be discussed in Printing and Posting  Client Invoices later in this chapter.

 

 

Invoice Style Examples

 

Residential:

Invoice_Residential

 

 

Residential with Deposit:

Invoice_ResidentialWithDeposit

 

Commercial:

Invoice_Commercial

Commercial with Deposit:

Invoice_CommercialWithDeposit

 

Modern:

Invoice_Modern

 

 

Modern with Deposit: (showing paid stamp)

Invoice_ModernWithDepositShowPaidStamp

 

 

Residential Invoice - with Time Supplement – this style of Invoice shows the total of the Time entry, then adds a page at the end of the Invoice that lists the details of the Time entries on the Invoice. The beginning page(s) shows the Item in Total:

invoice example with time supplement pg 1

 

 

Below is the additional Time Supplement page that prints after the Invoice total page (above):

invoice example with time supplement pg 2 - detail of charges 

 

 

Residential Invoice - with Show Time Details: This Time Invoice option shows the Item and each time entry broken down. It lists the Employee, Activity, Date, Hours, Rate and Totals all on the same page as the Invoice.

invoice example with show time details

 

 

Residential Invoice - with Show Start/End (SE) Time: This Time Invoice option shows the same information as Show Time Details does above, but adds the Start and End Times to the Time Entries.

invoice example with show time details and SE times