PROGRESSIVE INVOICING

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1 Progressive Invoicing You can progressively invoice out part(s) of a job that has not been completed. This is done by selecting the lines in the job to copy over to a new or an existing invoice. You can cost a job or contract by adding items or labour directly to it or by allocating materials from purchases. Selected lines can then be copied to an invoice. Part of the job or contract can be invoiced out without closing off the job. You can select a particular line or a block of lines to copy to an invoice. The job or contract will show you which lines have previously been invoiced and you can easily see those lines that still need to be invoiced. All the line items remain in the source job or contract and are included in the costing in the costing tab. When all lines have been invoiced, you can delete the job or mark it as inactive and then delete it in the next financial year. Once you have part invoiced a job, you would not return to the job and click on job finished. Remaining lines should be copied to a new invoice. There is an option to hide inactive jobs, so that the completed jobs are not displayed in the job list. You can copy the lines to a NEW invoice or to an existing invoice. The invoice (whether new or existing) is updated instantly. After you have copied the lines to an invoice, you will need to open the invoice to edit, add any further text or information and print it. You cannot copy lines to an invoice that is in a previous financial year, has been receipted or that has been locked in a GST report. You will receive a warning if you try to copy to an existing invoice if it has been printed (but not receipted or locked in a GST report). In contracts this can be used as an alternative to progress claims. If you are using full inventory, using progressive invoicing can be used to update the stock levels. If you use the progressive invoicing option you must be aware of what is happening so you need to turn on this feature. When you initially turn on this feature you will need to enter a password. This is to prevent inadvertent use by unaware or unauthorised users. To turn on Progressive Invoicing: Single User: (Not using User Names and Passwords). Go to [Setup/Preferences]. Click on the [Single User Prefs] tab. Check the [Copy Lines to Invoices] box. You will be asked for a password which is KEEPINGTRACK. Click on [OK]. Multi User: (Or using User Names and Passwords). Log in using an administrator password and go to single user mode. Go to [Setup/User Names and Passwords]. Click on the user that you want to allow access to progressive invoicing. Click on [Edit Transactions] tab. Check the [Copy Lines to Invoices] box. You will be asked for a password which is KEEPINGTRACK. Click on [Update]. Heathmont VIC 3135 t f Page 1 of 6

2 Copying Lines to Invoices To copy one line to an invoice: Open the Job or Contract. Right mouse click on the line in the job. Left mouse click on [Copy line to Invoice]. To copy multiple lines to an invoice: Hold down the [Ctrl] key on the keyboard. Left mouse click on the required lines in the far left column. This will highlight the lines. Take your finger off the [Ctrl] key and Right mouse click in the middle of the highlighted section and Left mouse click on [Copy line to Invoice]. A list of invoices for this customer is displayed. You can select an existing* invoice or you can click on [New] to create a new invoice. The new invoice that is created uses the next invoice number available and will have the same job number, reference and job address and as the source job. Heathmont VIC 3135 t f Page 2 of 6

3 In the source job the copied lines will be in faded print. To see which invoice the line was copied to, left click on the line and you will see the invoice details in the top right of the screen. To delete a line To delete the line from the target invoice before the source job has been saved. For e.g. if you have selected the wrong lines or included some lines that you did not want copied, Right mouse click on the line in the top right of the screen and Left mouse click on [Delete Link]**. Alternatively say No to Save the Changes when you close the job. Exit the job Exit the job Save Changes: [Yes] to Save the changes which will leave the lines copied to the invoice and the lines marked as copied in the job. [No] to Save the changes will remove the lines from the target invoice and unlink the lines in the job. Note: If the lines were linked to a new target invoice, the invoice will not be removed. You can either delete the invoice or retain and use to copy the lines to in the future. Heathmont VIC 3135 t f Page 3 of 6

4 Print the Invoice At this stage, the new invoice has been created or the target invoice has been altered. The customer s balances have been updated. The invoice now needs to be printed and sent to the customer. Locate the invoice, add any further text or information (yes you can add more items to the invoice) and print, , fax or save as a PDF. Notes If you delete any of the copied lines from the target invoice (or you delete the target invoice), the copied lines will be unmarked in the job as well. You cannot copy a line to an invoice that has been paid or is included in a GST report. If you attempt to copy a line to an invoice and the invoice has previously been printed, ed, faxed or saved as a PDF, you will see 2 warnings that this is the case. Once, when you copy the line to the invoice, and once when you save the job. It is up to you to be aware that you are changing the value of the target invoice and the amount that the customer owes. The program will let you copy these lines and change the value of the invoice because it is envisaged that you may have noticed that you missed lines to be copied when you printed the invoice and you want to change it before you send the final invoice to the customer. If you have already sent the customer a copy of the invoice with the original figures, you should probably copy any extra lines to a new invoice. If the job has already been saved and therefore the line has already been updated in the invoice, the Delete Link option will not be available. You will need to remove a line from the invoice, open the target invoice and delete the line. This will unlink the line in the Job and will be available to be copied to another invoice at another time. You cannot change any lines in a job that has been linked to an invoice. You can delete a line in the source job or contract that has been invoiced and you will be warned that this is the case. Deleting a line in a job will not remove it from the target invoice. Once you have part invoiced a job, you would not return to the job and click on the job finished. Remaining lines should be copies to a new invoice. You can only use this function to copy lines to an invoice. The lines cannot be copied to a new job. Labour Items You can copy the labour item lines to an invoice. In this case the Employee Time Analysis report will not include the labour lines in the source job if they have been copied to an invoice. Heathmont VIC 3135 t f Page 4 of 6

5 Job List The job list will help you with the status of the current jobs. Jobs that have no lines allocated to an invoice are white. Jobs that have some lines allocated to an invoice are teal. Jobs that have all lines allocated to an invoice are grey. You can either remove the Active check from these jobs or delete them. Hiding Inactive Jobs When you use progressive invoicing, you can mark the completed jobs as inactive by removing the Active check and use the Hide Inactive Jobs option when viewing the job lists. Using progressive invoice in contracts when using inventory items (Stock Control) This is separate to claims. To keep track of your inventory items, you can select lines to copy to an invoice. You will need to open the created invoice and insert a reversing entry to the sales account. Heathmont VIC 3135 t f Page 5 of 6

6 Inventory Items (Using Payperwork for Stock Control) Any inventory items in jobs that have been linked to an invoice will not be included in the Allocated figure in the item records. Insufficient Stock on Hand: When you link an inventory item that has insufficient stock on hand to update the invoice, you will be warned that this is the case. The item will be removed from the invoice and the link removed from the job. Contracts and Inventory If you are using full inventory and contracts in Payperwork, the progressive invoicing function gives you a much easier method of updating your stock on hand figures. In the contract you will be able to see which lines have not been copied to an invoice and therefore still need to be copied so that you can update your stock. Previously you needed to copy the entire contract into an invoice and then keep track yourself of which lines you have previously deleted or wait until the contract was completed before doing this entry. Regularly copy the unallocated lines in the contract to a new invoice. Open the invoice and enter a balancing entry to the sales account to make the target invoice a zero value and save the invoice. Any inventory items in contracts that have been linked to an invoice will not be included in the Allocated figure in the item records. Heathmont VIC 3135 t f Page 6 of 6