Creating An Invoice

  1. Click the Create Invoice link above the header in the Invoices tab. The Create Invoice - Select Job to Invoice page will appear.
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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.
  7. 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.
  8. 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.
  9. OPTIONAL: Add new or edit existing line items as needed by applying a policy, or by manually adding coded and free form items.
    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.
  10. OPTIONAL: Modify existing invoice line items as needed.
  11. 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.
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