Creating an Invoice

There are two methods for creating an Invoice. You can open the Quote form, find the appropriate record, and click on the <Invoice> button found on the toolbar. The second method is to click on the <Invoice> button found on the main menu. This choice is best if there was not quote previously provided. If you do choose to create an invoice from a previously generated quote, almost all the fields will be filled in as shown in the example below. The only fields you will be required to complete are the 'Ship Via', 'Shipped Date', 'Method', 'CreditCard' (if used), and the 'Paid' checkbox. You can of course edit any automatically completed fields, including the repair items subform fields.

Invoice Number

This number is an automatically generated number. It cannot be changed or edited. It prevents duplicated invoice numbers. If you have created this invoice from a previously generated quote number, the quote number automatically becomes the invoice number.

Customer

If the quote is for an existing customer, click on the 'Customer' drop down list (yellow field). All previously entered customers will be available to choose from, sorted by last name or company name. If the customer is new, fill out the customer data fields.

Ship To

The ship to address is automatically filled with the customer's address. You can edit it as necessary.

Ship Via

You can enter the 'Ship Via' method manually or select one of your normal methods from the drop down list. To edit the list of common shipping methods, double click the field to open the 'Shippers' form.

Salesperson

The employee's that provided the quote will automatically be entered here. To edit the list of employees, double click the field to open the pop up form for adding/editing to the employee list. To select an employee from the list, click on the arrow and the list will drop down. Scroll down the list and choose the appropriate name.

Invoice Line Items

This is a subform. Any records you enter here will be unique to the item on the current invoice. You are not limited to a specific number of repair item lines. The subform has a number of fields. You are not required to complete them all. However, you must enter at least one item on one line to have it appear on the printed invoice. If the invoice was created from a previously entered quote, the quote line items will be automatically entered on the invoice. You can add/edit as necessary.

This field is available for entering a numerical number to identify the line item.

Click on this drop down list to select a repair item from your repair list. If you select an item from this list, the Description and Unit Price fields are automatically filled in with what you have entered in your Price List. You can change any description or unit price selected from the list on any line item and it will not affect your master price list. If you need to enter an repair item that is not in your price list, ignore this drop down list and just enter the description and unit price manually.

As noted above, this field is automatically filled in when you select an item from the v drop down list. You can add/edit to the description or just manually type a description in.

This number in this field will be muliplied times the Unit Price (less discount) to give you the extended price.

As noted above, this field is automatically filled in when you select an item from the v drop down list. You can change the unit price that is automatically entered or just manually type a price in.

The discount field is available if you decide to give your customer a break on the line item price. You must enter a numerical number representing the discount percentage followed by a % sign. This percentage will automatically be deducted from the unit price.

This is the total line item price. It is automatically calculated for you by adding (unit price x qty) - (discount % x unit price x qty). You cannot change this field manually.

The subtotal is automatically calculated by summing up the extended price for all line items entered. You cannot change this field manually.

You must manually enter the estimated or actual freight in this field to have it added to the total quoted price.

The total quoted price is automatically calculated by adding the subtotal and freight. It cannot be changed manually.

Date In

This date will be copied from the original quote or will be the date you create the invoice.

Shipped Date

This date field will be initially blank. If you are shipping the item the same day as you create the invoice, you can double click the field to enter today's date.

Payment Terms

This drop down list provides you a way to know how you expect to get paid for the repair. It is automatically copied from the original quote if it was entered there. Otherwise, you can just select from the drop down list or manually enter the terms.

Payment Method

This drop down list provides you a way of noting how the customer has paid or is to pay for the repairs. You can edit this drop down list by double clicking the field to open the pop up form.

Credit Card No.

If you choose to track the customer's credit card number, you can edit it here. There is a certain risk to maintaining customer credit card numbers and you must make the choice whether or not this is something you will do.

Paid

This checkbox allows you to mark the invoice as paid or not. You can also use the 'Cleared Paid Invoices' to mark an invoice paid without having to open the 'Invoice' form.