Invoices

Invoices allow Customers to be charged for Products and Services performed. These can be standalone charges, items on a specific Job, or from multiple Jobs performed for the Customer.

The Summary tab displays the primary details of the Invoice, including Customer, Date, Due Date, and Total.

To raise a new Invoice, click the New button and enter a CustomerID (or use the search button). This will calculate the Invoice Due Date based on the Customer's Payment Terms (or use the Default Terms if the Customer doesn't have any specified).

New Invoices can also be being raised directly from a Job, which will automatically set the Customer details. The Invoice # can be automatically generated also, or manually set based off the option in Setup.

Once created and populated with Items, use the Invoice Status dropdown to close the Invoice, flagging it ready for posting to an accounting package, or able to be emailed or printed and sent to the customer.

Once the main Invoice details are set, Items to charge can be added by clicking the Invoice Items tab, then the + button under the appropriate tab. Cost and Price to charge is set on each record in the same way as on the Job Items tabs. The Tax used on each will default to the Invoice's default Tax Code, the Customer's default Tax Code, or the Employee/Product's default tax code. If the Invoice was raised from a Job, all the uninvoiced Items from the Job will have been added (TSM Pro and Enterprise allows you to select specific Items in the Invoice Job dialogue). Further Items from other Jobs can be added by opening the Uninvoiced Jobs tab.

The Invoiced Jobs tab lists all Jobs from which Items have been added to the current Invoice.

The Invoiced Jobs tab lists all outstanding Jobs for the current Invoice's Customer, which have not been fully Invoiced. Click the Invoice Job button next to each record to add the Job's uninvoiced items to the current Invoice. Doing this in TSM Pro and Enterprise will bring up the Invoice Job dialogue, allowing the selection of which Items to add from the Job.

The Payments tab lists all Payments (Cash Receipts, Credits, and Credit Notes) received against the current Invoice. Click the + button to create a new Cash Receipt.

Credit Notes record refunds to a customer. To raise a Credit Note, create a new Invoice and add the appropriate Time, Parts, Fees, and Expenses you wish to refund, but make the Quantities for each of these negative.

The Credits notes module lists all Credit Notes which are outstanding (have been raised but not fully applied to Invoices). To pay an Invoice using one of these Credit Notes, click the Eye icon next to the Credit Note record in list view, and in the Outstanding Customer Invoices grid, check the Apply box next to each Invoice to pay, then Save. The Total Available and Total Applied appear in the top right of the screen. Any amount not applied will remain on the Credit Note, and can be used to pay Invoices at a later date.