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.
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.
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.
The following fields are located below the Client Invoice Items Grid and apply to the entire Client Invoice:
Tag Button: Clicking on this button will open the Tag Items for an Invoice Window to quickly select multiple Items for invoicing.
Override Button: 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: Click the Edit button to open the Item Window to make any changes to Item Description, Quantity, Location, etc. before invoicing.
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.
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 with Deposit:
Commercial with Deposit:
Modern with Deposit: (showing paid stamp)
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:
Below is the additional Time Supplement page that prints after the Invoice total page (above):
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.
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.