Invoice Toolbar ControlInvoice Toolbar ControlEach form has a toolbar that provides access to additional forms, reports, or functions. Click on the appropriate toolbar button to select the feature you want. Some toolbar buttons drop down to provide additional choices.
This button will close the Repair Quote Form and return you to the Main Menu.
This button will filter the records for the time period you choose. You have the capability to select any number of days as the time frame for current records. If you decide you want only 60 days of records to be available for viewing or editing, you select <Select Invoice Timeframe> from the menu bar.
A dialog box will open allowing you to type in the number of days you want invoices to be current for. The number you select will be the default until you change it. Once you change a 'Time Frame', click on the <Current> button to filter the records for that time frame. Note: regardless of the timeframe for current invoices, no invoice will be deleted until you specifically delete it or use the 'Clear Paid Invoices' to remove paid invoices. You can always change the timeframe to a larger number of days to see any invoices generated during that timeframe.
Click on the arrow next to <Print> to enable selection of previewing or printing the current invoice. If you select <Print Invoice>, it will go directly to the printer without opening. You can also print a mailing label for the current invoice customer. This label sized for a USPS priority mailing label you can get for free from the post office. This is also the same size as a monarch envelope.
Click this button to add a new Invoice.
Click this button to save the current Invoice.
Once you have completed an invoice, you should lock it so that it cannot be accidentally changed. This will not prevent you from unlocking the invoice and changing it, but will prevent unintended changes.
When you lock an invoice, only the customer data and repair items data is locked. You can still edit the shipping and freight data.
Each time you move to another record, close the invoice form, or add a new record, if the current record is not locked, you will be asked if you want to lock it. IMPORTANT: If you choose not to lock the invoice and then close the Invoice form, the invoice you created will revert to a quote. You will then have to find the record in the 'Quotes' and create an invoice from the quote. No data will be lost though. This method makes it easy to switch between quote and invoice as necessary. IMPORTANT: If you use the record selectors at the bottom of the form to move between or add a new invoice after unlocking an invoice, you will not be asked to lock the invoice and it will automatically revert to being a quote only. Always use <New Invoice> to create a new invoice, and/or lock the current invoice before closing or adding a new invoice.
If you need to change an invoice you have locked, simply click the 'Unlock' button to allow editing.
If you linked a picture file in your repair quote for reference, you can view the picture after you create an invoice from the quote. Click on the <Picture> button and if a picture exists for the current record, a popup form will open to display the picture.
