Estim-Quote

The number of the Estimate/Quote corresponding to the job for this invoice. If the job has no estimate/quote, this field will be blank in the invoice.

Quote Amt

The quote amount corresponding to the job for this invoice. If there is no quote amount for the job, this field will be blank in the invoice.

PO Number

The Purchase Order Number corresponding to the job for this invoice. If the job has no PO Number, this field will be blank in the invoice.

PO Amount

The amount of the Purchase Order corresponding to the job for this invoice. If there is no Purchase Order for the job, this field will be blank in the invoice.

Shipping

The shipping option assigned to the job. If there is no shipping option assigned to the job, this field will be blank by default in the invoice.

Ship Date

The shipping date assigned to the job. If there is no shipping date assigned to the job, this field will be blank by default in the invoice.

Terms

The terms assigned to the job. If there are no terms assigned to the job, this field will be blank by default in the invoice.

Price Structure

The price structure used for the job. If there is no price structure assigned to the job, this field will be blank by default in the invoice. Changing price structures in the invoice will change the values in the Price column of the Invoice Items section, and as a result, the totals will be recalculated using the newly assigned price structure.

Tax Structure

The tax structure assigned to the job. If there is no tax structure assigned to the job, this field will be blank by default in the invoice. If a tax structure is assigned, tax will be calculated for each line item in the invoice with the TX checkbox enabled. Changing the assigned tax structure will recalculate the tax for each line item in the invoice with the TX checkbox enabled.

Deposit

This policy generates a single line item with the Customer Deposit code which is to be set up by the Administrator. Job Manager suggests to invoice the deposit in the amount of the total job price less the total of the existing invoices.

Job Manager requires that all deposits for a job must be balanced in future invoices.

Progress, Summary

This policy creates a single line item with the Progress Payment description and suggests to invoice the amount of the job total price less the amount of the existing invoices. The invoice item is not matched to any job invoiceables. This policy does not track invoiced amounts of invoiceables.

If deposit invoices have been issued for the job, a deposit line item will be added to credit back the outstanding deposit amount to the customer. See "Invoicing Scenario Example" on page 310 for more information.

Progress, Itemized

Progress, Itemized, Charges Grouped

Complete (Final)

Complete (Final), Charges Grouped

Correction

Correction, Charges Grouped

The policies listed to the left create detailed invoice. Each invoice item is matched to a job ordered item or to a job charge (or group of job charges with same code). If other invoices exist for the job, additional invoice items may be added to credit back the outstanding deposit and invoice items that are not precisely matched to job invoiceables.

These policies are preferred for progress billing scenarios since they track invoiced amounts for job ordered items, and help issue future invoices only for the uninvoiced portion of ordered items.

The difference between Complete, Progress, and Correction policies will appear in the context of creating an invoice. See "Creating an invoice" on page 296 for more information.

TX

This checkbox is used to determine whether or not tax will be charged for the line item. Checking the TX checkbox will charge tax, clearing it will not charge tax. Tax will be calculated according to the assigned tax structure when enabled. See "Tax Structure" on page 282 for additional information.

Date

This field can be used to associate a date with an invoice line item.

Code

The unique identifying code for the task, materials order item or customer deposit in the line item. New line items can be added by typing a valid code and pressing Tab. If creating free-form line items, the code field is not used.

Description

The descriptive label for the line item. If creating free-form line items, type a description in this field.

QTY

The quantity of items for which the customer will be invoiced. If using fill items to populate the invoice list, the quantity will be taken from the corresponding item on the job.

Note: Qty is used in conjunction with Price to determine the Total for the line item.

Unit

The units for the line item. This field is used in conjunction with the quantity field to describe the line item to be invoiced.

Price

The price to be invoiced for each unit of the line item. This is used to calculate the total for the line item. Prices for ordered items, tasks, and materials that are defined in the system and used in the invoice are taken from the Price Structure assigned in the Price Structure field (See "Price Structure" on page 282 for additional information). Custom values can be entered in the Price field for each line item.

Note: Price is used in conjunction with Qty to determine the Total for the line item.

Total

The total for the line item (without tax). This is calculated as follows: QTY * Price = Total. Line item totals do not include tax.

Matches Job

The amount that is matched between the invoice line item total and the total uninvoiced amount for the corresponding job charge(s). This value will be the lesser amount of the two totals.

If an invoice line item is linked to multiple job charges (as can be the case when a Grouped policy is used), the invoice line item total will be matched to corresponding uninvoiced job charge totals from earliest to most recent.

If creating a manual item in the invoice, there will be no Matching Job value for the invoice line item.

After saving the invoice, the Matches Job amounts will also be visible in the "Invoiced" column of the job's Ordered Items list. This helps users issue future invoices only for the remainder of the ordered items prices, [and thus provide sensible details to the customer]. Matched charges will also show as "Billed" in charge reports (eg: Job Charges Report, Workday Summary Report, etc...).

More Items ( )

Adds additional blank lines to the bottom of the list. When the invoice is saved or the items compacted (see below), blank lines at the bottom of the list will be removed. Blank lines that are between line items will be retained.

Compact Items ( )

Removes any blank lines at the bottom of the list. Blank lines between line items will be retained.

Delete ( )

Deletes the currently selected line.

Move Up ( )

Moves the currently selected line up in the list.

Move Down ( )

Moves the currently selected line down in the list.

Tax Description

The description of the tax.

Rate (%)

The rate at which the selected items are taxed. This is defined by the assigned tax structure.

Taxable Amount

The total of invoice line items for which the TX checkbox is enabled and consequently, for which tax will be charged

Tax Amount

The tax amount charged.

Subtotal

The sum of all invoice item totals.

Freight

The charge for freight that will be applied to the current invoice. This information is carried directly from the Job (if present).

Tax

The amount of tax that will be charged on the current invoice. This value is the sum of Tax Amounts in the Tax Information table.

Total

The sum of the Subtotal, Freight, and Tax fields. This will be recalculated whenever subtotal, freight, or tax information changes.

(A1) Existing [Other] Invoices :: Invoiced (Subtotal)

This field shows the sum of all other invoices for the job. If no other invoices exist, the value of this field will be "0.00".

(A2) This Invoice :: Invoiced (Subtotal)

This field shows the subtotal of the current invoice. The value displayed in this field will always match the Subtotal value in the Invoice Totals section of the page.

Note: Remember, if deposits are being credited in the invoice, this value might be lower than the expected total of invoice line items.

(A3) Total To Date :: Invoiced (Subtotal)

This field shows the sum of all invoices, including the current invoice.

(A4) Billing Target (Quote + Alterations) :: Invoiced (Subtotal)

This value indicates the suggested total price for the job. For information on how this is calculated, refer to "Suggested Job Price" on page 277.

(A5) Remains to Invoice/Issue Credit :: Invoiced (Subtotal)

This value indicates the amount left that needs to be billed in order to meet the current billing target. This value will be a negative number if the sum of the total invoices to date exceed the billing target value.

(B3) Total To Date :: Job Cost

This field shows the total cost of the job as the sum of all costs of all job charges and purchases. This will be empty if there are no charges or purchases associated with the job.

(C3) Total To Date :: Markup %

This field shows the current percentage of markup for the job. Markup shows the difference between price (subtotal) and cost relative to the cost, in percent (eg: if total job cost to date is $1,000 and the subtotal invoiced to date is $1,300, then markup would be 30%). This field will be empty if there are no charges or purchases associated with the job. The value in this field will be a negative number if the total job cost exceeds the subtotal amount invoiced to date.

Deposits and Other Over/Under Billing

(Column)

The cells in this column calculate their values according to the following general formula: The sum of the difference between invoice item totals and the amounts matched to job invoiceables. This difference is usually due to deposits, use of free-form items (unrelated to job), or to deviation of invoice pricing compared to job prices.

(D1) Existing [Other] Invoices :: Deposits and Other Over/Under Billing

This cell shows the Deposits and Other Over/Under Billing value for all other existing invoices for the Job.

(D2) This Invoice :: Deposits and Other Over/Under Billing

This cell shows the Deposits and Other Over/Under Billing value for the current invoice.

(D3) Total To Date :: Deposits and Other Over/Under Billing

This cell shows the Deposits and Other Over/Under Billing value for all invoices to date.

Other

All other cells in this table are always empty. Only cells discussed above are capable of displaying data.