Let's get started and get those jobs invoiced!
There are a variety of options for Invoicing such as Jobs, Sales, Contracts, and Miscellaneous. This article will delve into Job & Consolidated Invoices and their respective Job Credit Notes.
Getting There
All invoices use different templates in the Default Communication Center.
You can get to the three Invoice modules by heading to the:
Finance Menu.
Then select either:
Job Invoice
Consolidated Invoice
Job Credit Note
Submit a Job
Before you can start invoicing, you need to submit the job, only then can you proceed.
You can submit a Job via the Action Tray.
The Submit Job button.
Or the Bulk Submit option.
The process for submitting the job is the same, however, what and how you deal with these will be different depending on the outcome required.
Generate a Job Invoice
To access Job invoices:
Navigate to the Finance menu.
Then, click Job Invoice.
Here you can filter for the invoices you wish to invoice.
You can select the invoices with the tick boxes or choose all of them with the Select All Invoices button.
Set the Invoice Date.
Then, click Generate Invoice.
Success! You will not be left with any invoices that match the previously set criteria.
You can repeat this process depending on the criteria and the Invoice Date you want to set.
Invoice History
In this window, you can see all your historical invoices.
From the Action Tray, you can Print, Edit, and Attach documents.
When you edit an invoice, you have a limited number of fields you can alter:
Customer Address
Site Address
Call Details
Date - this is the invoice date
Order Ref
All other fields can only be changed on the Job or in Customers Settings.
When you are done, click Save.
Create a Job or Job Consolidated Credit Note
The process for creating a Job or Consolidated Credit Note is the same.
To start:
Head to the Finance Menu.
Then, select Job Credit Note.
You can click the ellipse to find the job you want to credit.
Next, enter your search details.
When you select a job, the Job details will appear. These are the details you can credit.
Enter a Date for the Credit Note.
Then, add a Description To Appear On Credit Note.
Finally, you can edit the item types via the Action Tray or deselect them with the tick box.
When you edit an Item Type, the editor window will open.
Click the pencil (edit) icon to make any changes. You can adjust the Amount or quantity.
You can click the tick icon to update it.
Click Save when you have made all of your changes.
If you need to change the Credit Note reason:
Click the Credit Note Reason ellipsis.
You can then create a new reason with the +Add button.
Last but not least, it is time to print the credit note.
The credit note will download as a PDF file.
Generate a Consolidated Job Invoice
You can get to the Consolidated Job invoice area by:
Navigating to the Finance menu.
Click on Consolidated Generate Job Invoice.
Customer Account.
Set the Invoice Date.
Invoice at Branch level or Company Level.
Select the invoices using the tick boxes or select All.
You will see a message on the setting for this Customer and how they receive their documents - in this example "This account has been set for Printing"
To edit the Order ref, going to the action try edit.
Once entered, click the tick to save.
You can preview the Invoice in a new window via the eye icon.
Click Generate Invoice.
Click OK.
Helpful Warnings
These tell you when the field is required as set per the Customer settings, i.e Order ref is required on the invoice.
Congratulations! You have now Invoiced Jobs and Issued Credit Notes.