NEW INVOICE FORMAT DOCUMENTATION. New Invoice format documentation for CHIP version

Transcription

1 NEW INVOICE FORMAT DOCUMENTATION New Invoice format documentation for CHIP version

2 COPYRIGHT Information in this document is subject to change without notice. The software described in this document is furnished under a license agreement or non-disclosure agreement. The software may be used or copied only in accordance with the terms of those agreements. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or any means electronic or mechanical, including photocopying and recording for any purpose other than the purchaser s personal use without the written permission of Code House. Code House AUSTRALIA Postal: Suite Halifax Street ADELAIDE SA 5000 Telephone: (08) sales@codehouse.com.au TRADEMARKS C.H.I.P. is a trademark of CODE HOUSE. Windows and Windows Help are registered trademarks of Microsoft Corporation. Delphi and Paradox are registered trademarks of Borland Corporation. Other brands and their products are trademarks or registered trademarks of their respective holders and should be noted as such. Rev CHIP2003 Page 2

3 INTRODUCTION This document outlines how to access the new invoice format and how to set up the system settings, preferences and fields that determine the information that will be printed on, Reprinted and Free Form invoices. The invoice format has been designed to provide our Clients with an option to have an invoice that meets the needs of current day businesses that is both modern and practical. As the format is very different to that which you are currently using we advise that you turn on the application to use the new invoice format in a test database first so that you can print dummy invoices and decide how you would like your invoice to look and feel prior to sending it to your Clients. When you decide to implement it in your live database(s) use the same settings as those set up in your test database to ensure the invoice appearance is the same as that tested. If you have any questions or feedback in relation to the new invoice format please do not hesitate to contact our office on or support@codehouse.com.au Page 3

4 TABLE OF CONTENTS NEW INVOICE FORMAT... 5 INVOICE SYSTEM SETTINGS... 6 INVOICE PREFERENCES... 9 CLIENT INVOICE SETTINGS TIMESHEET INVOICE SETTINGS Page 4

5 Chapter 1: NEW INVOICE FORMAT NEW INVOICE FORMAT To use the new invoice format you need to turn on the following application preference under Tools Menu Preferences Group Name: Entity: Customer Invoice Format Click Select 0002 from the drop down list in the Current Value field Click Save When this preference has been selected all, Reprinted and Free Form invoices will be printed in the new format. The new invoice format will use the same system settings, preferences and fields that you have previously set up for the current invoice format but there is also some additional settings that you may wish to use. The following Chapters will outline all the system settings, preferences and fields that will determine how your invoice will look and feel. Page 5

6 Chapter 2: INVOICE SYSTEM SETTINGS INVOICE SYSTEM SETTINGS Invoice system settings are set up via Tools Menu Options Company Details Your Company Details displayed at the top left of the invoice are sourced from this tab. If you are using an alternative billing address then your Company Details will be sourced from the Billing Company Details tab Note: this tab is only available when the application preference below under Tools Menu Preferences has been turned on. Group Name: Debtors Entity: Use Company Billing Address for Debtors Page 6

7 Chapter 2: INVOICE SYSTEM SETTINGS Banking Where EFT and BPAY details are to be displayed on invoices the details will be sources from the Banking tab. An additional Remittance field has been added to this tab to enable Users to enter an address that will be displayed as the Remit To address displayed with the EFT details on the invoice. Note: EFT Details will now be displayed in the remittance section at the bottom of invoices along with BPAY details if applicable Debtors If you wish to display Debtor Ageing on tick this check box Where you have selected to use an alternative remittance address as the Invoice address these details will be sourced from the Alternative Remittance Address section on the Debtors tab. Page 7

8 Chapter 2: INVOICE SYSTEM SETTINGS Messages There are several different types of notes that can be displayed on and where they are to appear on all invoices they are entered on the Messages tab. Direct Debit Remittance Notes Any notes entered in this field will be displayed directly under details of the last timesheet For direct debit invoices only these notes will be displayed under the Invoice notes. This field has been added to enable Users to enter any notes that they would like to appear on the bottom of the remittance section on the last page of the Invoice. Sample remittance section on new invoice: EFT Detail and Remittance (from Debtors tab) Remittance Notes (from Messages tab) Page 8

9 Chapter 3: INVOICE PREFERENCES INVOICE PREFERENCES There are several application preferences that will determine the information that is displayed on your invoices and how it will be displayed. Application Preferences can be amended via Tools Menu Preferences Select the Preference from the look up menu Click Edit Amend the Current Value field of the preference as required and click Save Remember when selecting preferences that they will impact on all printed in the entire database. GROUP NAME ENTITY DESCRIPTION Debtors Invoice Number Prefix If you wish to have a prefix in front of the system generated invoice number enter it in the Current Debtors Debtors Debtors Debtors Debtors Payment Options BPAY Reference Number Length Display Payment Terms on Invoice Use Company Billing Address for Debtors Age by Pay Period If Clients have the option to pay by BPAY select BPAY in the Current Value Field and enter the Company BPAY details in the Debtors Tab under Tools Menu - Options In the Current Value field enter the number of digits that are to be used as the reference length (excluding the prefix) To display Payment Terms on tick the Current Value box. Payment Terms then needs to be assigned to the Client in the Administration tab of the Client Record. To display the Company Billing Address entered under Tools Menu Options on Credit Notes and Statements tick the Current Value check box Tick the Current Value box if you want to Age invoices by creation date instead of processing date. Page 9

10 Chapter 3: INVOICE PREFERENCES Invoice Include Zero Charge Items Show Items that have not been charged to the Client on the invoice tick the Current Value check box Employee Label Show Job Title on Invoice Show Award/ Employment level Use Trading Name on Show Pay Period End Date Only Show Classification on Invoice Display by Employee Surname Customer Invoice Format Header Colour This feature enables you to change the Label for Employee name ie: You could have it show as Apprentice or Contractor. Enter the label you would like used in the Current Value field. To display the Employees Job Title as it appears in the Timesheet Management screen tick the Current Value check box. To Display the Employee Award or Employment on invoices tick the Current Value check box. The Award level will be sourced from the Award tab in the Employee record. Where the Employee is not on an Award the level will be sourced from the Administration Tab of the Employee Record. To display a Clients Trading Name on Invoice tick the Current Value check box. The trading name will be sourced from the Client Record. Where no trading name has been entered the Client Name will be displayed. Displays the PPE as Date Paid on the Invoice rather than start and end pay period dates To display the Classification as recorded on the General Tab of the Employee record on the Invoice tick the Current Value check box. For Multiple Timesheets per Invoice, this will display the Employees by Surname and not timesheet number Sets the colour the Header Row for Timesheet information displayed on To select the colour click on the Current Value field and then select the colour from the colour palette. Page 10

11 Chapter 3: INVOICE PREFERENCES Application Customer Invoice Format Odd Row Customer Invoice Format Even Row Use Alternative Remittance Address as Invoice Address Show Pay Slip Number on Pay Slips and Sets the colour of Odd rows for Timesheet information displayed on invoices Select colour as outlined above Sets the colour of Even rows for timesheet information displayed on invoices Select colour as outlined above To address the invoice to the Alternative remittance address as entered on the Debtors tab under Tools Menu Options tick the Current Value check box Displays a User defined Pay Slip reference number on Pay slips and. This reference number is entered in Payslip # field in the Timesheet Management Screen. Page 11

12 Chapter 4: CLIENT INVOICE SETTINGS CLIENT INVOICE SETTINGS Some invoice settings can be set up so that they only relate to specific Clients. These settings are entered via Client Administration. General Tab The Client Name (Trading Name) and Address is sourced from the General tab Where the Client has a Postal Address this will be used as the invoice address The Address Invoice To field also enables you to enter a name invoices are to be addressed to. This name will be displayed at the top of the Company and Address on the Invoice. If invoices are being ed to Clients the Address(s) will be sourced from the field on this tab Where the invoice is to be ed to multiple address they can be entered in this field separated by a comma Administration Tab All other invoice settings specific to a Client are selected or entered in the Invoice/Payroll Options section on the Administration tab Page 12

13 Chapter 4: CLIENT INVOICE SETTINGS Break on Contact To address invoices to Clients based on Contacts tick this check box This will open an additional field in the contacts tab that will enable you to enter a different address for the Contact if required. Where no address is entered against the contact the Client address will be sourced from the General tab. To Client Contact the invoice is to be addressed to is sourced from the Invoice Contact field in the Hiring Management screen. Show Supervisor on Invoice Check this box if you want the Supervisor assigned to the Employee in the Hiring Management screen on the invoice Where single timesheets per invoices are being created the Supervisor will also be displayed in the Address field of the Invoice Terms This field is used to assign payment terms against the Client Where the preference to display payment terms on invoices has been selected the terms displayed on the invoice will be sourced from this field Invoice Notes To display notes on that are relevant to this Client only they can be entered in this field. These notes will be displayed prior to the general notes entered on the Messages tab under Tools Menu Options Page 13

14 Chapter 5: TIMESHEET INVOICE SETTINGS TIMESHEET INVOICE SETTINGS The settings and preferences outlined above will determine many of the details that are sourced from the timesheet to be displayed on invoices. The Timesheet details are displayed together on the invoice The Start, End and Date Paid fields on the Invoice are sourced from the Display SPP and Display EPP. Note: If these dates are incorrect they can be changed in the View Timesheet screen prior to processing the invoice. The P/O Number can also be amended in this same screen. The Invoice Notes entered in the Timesheet Management screen will be displayed directly under the Pay Item Grid for the Timesheet. Note: When reprinting invoices generated prior to using the new invoice format the timesheet invoice notes will also appear with the general invoice notes Page 14