Creating An Invoice

Creating An Invoice

Invoicing in Job Manager is done on a per job basis through the New Invoice and Invoice Details pages. These two pages are nearly identical. The main difference is in their use. The New Invoice page is used for defining an invoice in order to add it to the database. The Invoice Details page is used for reviewing and modifying an existing invoice.

Procedures

Creating an invoice

Note: Invoices may be created from multiple locations inside Job Manager, including from the New Invoice link available in the Job Details page. This procedure describes creating an invoice from the Invoices tab.

Click the Create Invoice link above the header in the Invoices tab. The Create Invoice - Select Job to Invoice page will appear.

Specify the invoicing policy and the additional search criteria, such as job number, job number range, customer name, CSR, etc. By using multiple search criteria to restrict the search, the number of jobs returned as results can be reduced. Conversely, not specifying any invoice policy will return results for all invoiceable jobs.

Note: If you specify an invoicing policy here, when the invoice is created in step 4, the invoice type will be set and invoice items will be filled according to the selected policy.

Click Search ( ). The results of the search will be listed. Large numbers of results may span multiple pages.

Note: Job Manager applies the invoicing policy chosen by the user to build the list of jobs in the search results. If the user selects the "Deposit", "Progress, Itemized" or "Progress, Summary" policy, only jobs with the status "Open" or "Closed" will be in the list. The "Complete (Final)" policy allows only closed, but not billed jobs to be included in the list. The "Correction" policy allows only billed jobs in the list.

Locate the Job you want to create an invoice for and click the corresponding "Create Invoice" link. The New Invoice page will appear for the corresponding job.

Type a number for the Invoice in the Invoice Number field. If autonumbering has been enabled, the Invoice Number field will have the text "<auto>" in it. Saving the invoice with this text in the field will assign the next sequential number to the invoice automatically.

Note: Administrators may configure the system to not use autonumbering at all, to use autonumbering with the option for users to override it, or to use autonumbering without providing the ability for users to override it.

Set the invoice date in the Date field. If invoice backdating has been enabled, the date specified in the Invoice Backdating page will be used as the default invoice date. If invoice backdating has not been enabled, the current date will be used as the default invoice date.
OPTIONAL: Select another customer from the Customer popup. The default customer is the customer associated with the job. If another customer needs to be billed, this can be changed to any other customer defined in the database. Additionally, Bill To and Ship To information can be modified directly on the invoice without changing the information in the original customer record.
OPTIONAL: Change invoice type in the Type popup located in the Invoice Data panel.

Note: The invoice may change its type from "Complete" to "Partial". This restores the closed status of the job. The "Partial" type may be changed to "Complete" only for closed jobs.

OPTIONAL: Add new or edit existing line items as needed by applying a policy, or by manually adding coded and free form items. For detailed instructions, refer to "Filling items using policies" on page 299, "Adding a coded line item to an invoice" on page 300 and "Adding a free-form line item to an invoice" on page 302.

Note: Lines in the list may be moved or deleted and blank lines may be added to the list using controls in the Line Item List. See "Line Item Controls" on page 288 for additional details.

OPTIONAL: Modify existing invoice line items as needed. For detailed instructions, refer to "Editing an existing line item" on page 302.
Click Add ( ) to add a record of the invoice to the database (with the "Invoiced" status) and make it available in the system.

Note: The final invoice cannot be saved until all customers are compensated for all deposits they made for this job.

At this point, an invoice has been created and saved to the Job Manager database.

Filling items using policies

Line items may be added to the list automatically if an invoicing policy is selected during the create invoice procedure (See step 2 in "Creating an invoice" on page 296 above). Alternatively, line items may be added to the list by selecting a policy from the Fill Items list.

Click the Fill Items link and select a policy to use to populate the Invoice Items list.

Additional information on policies available in this list is provided in the "Fill Items List" on page 284.

Adding a coded line item to an invoice

Select an empty line to fill with data. If no empty lines appear in the invoice items grid, click More Items ( ) to add more empty lines.
Click the Magnifying Glass icon ( ) next to the empty Code cell. The Task List will appear.

Select a task from the list. The task list will close, and the selected task will appear in the corresponding invoice line item. Code, description, unit and price fields will be automatically filled.

Tip: If you know the code of the task you would like to add, you can type it directly into the code cell. If the code you type matches an item in the task list, the description, unit, and price fields will be automatically filled. If the code you type matches none or more than one item in the task list, the task list will open, allowing you to search for and/or select the item you want to add.

TIP: You may enter one of the special symbols: an asterisk (*), a dollar sign ($), a plus sign (+), or a pound sign (#) and press Tab. Using an asterisk will prompt Job Manager to retrieve a listing of all the tasks, materials, order items, or customer deposits defined in the system. Use a dollar sign to retrieve a listing of all customer deposit codes registered in the database, a plus sign to retrieve only order items, and a pound sign to retrieve only tasks and materials.

Type the quantity of the line item in the Qty cell. This will indicate the quantity of the product or service and will allow Job Manager to automatically calculate the total price for the item once the unit price has been established.
OPTIONAL: Click the TX checkbox to enable/disable tax from being calculated for the line item. When a checkmark appears in the TX column, the appropriate tax will be calculated based on the tax structure associated with the invoice. Tax will not be calculated for the line item if the TX checkbox is unchecked.
OPTIONAL: Click on the Date cell and enter the date as needed, or click the Calendar icon ( ) and select the date from the popup calendar.
OPTIONAL: Change the value in the Price field of the line item to recalculate the Total for the line item. When an item Total is changed, the item is re-matched to job invoiceables.
Repeat this procedure as necessary for each line item you wish to add to the Invoice Items list.

Note: Lines in the list may be moved or deleted and blank lines may be added to the list using controls in the Line Item List. See "Line Item Controls" on page 288 for additional details.

Adding a free-form line item to an invoice

The procedure for adding a free-form invoice line item is similar to the "Adding a coded line item to an invoice" procedure described above. Start editing with any editable field, such as TX, Description, Qty, Unit, Price. The Code cell is not used for the free-form items. Job Manager will automatically calculate the total price for the item once the quantity and unit price have been established.

Editing an existing line item

The procedure for editing an existing line item is similar to the "Adding a coded line item to an invoice" procedure described above. Select any existing line item and proceed as with adding a coded line item or free form line item.

Related Topics

"Invoices" on page 272

"Invoices Home Page" on page 275

"Suggested Job Price" on page 277

"Understanding Invoice Information" on page 278

"Reviewing An Invoice" on page 303

"Accounting Integration And Invoice Workflow" on page 307

"Invoicing Scenario Example" on page 310

"Invoice Distribution" on page 319

"Setting Up Invoice Backdating" on page 335

"Generating An Invoice List (Invoice Find)" on page 337

"Posting An Invoice" on page 341