Search:     Advanced search

Creating a New Invoice

Article ID: 105
Last updated: 10 Sep, 2014

Invoicing from Case List Accounts tab

In the Case List, Select your case then go to the Accounts tab - here all completed invoices for this case are displayed. Click the Invoice button to begin the invoice wizard.

Generally you can leave this step unchanged for 'standard invoices', however if specifically doing an invoice for a 'single cost that requires immediate invoicing' or a 'milestone cost' then be sure to check the appropriate box:

Click the invoices you don't wish to include and a red line will be drawn through them to indicate that they will be excluded from the items to be invoiced.

If you have a large list and you wont be invoicing most items simply click the Exclude All button then just select the items you wish to invoice.

The last step allows you to change the invoice number (should be automatically applied to invoice but can be changed here), purchase order number, terms and note templates can be added.

You should now be able to see the invoices you've added in the Case List > Accounts tab.

Invoices that have been completed may also be viewed in the Reports menu > Invoices.

Invoicing from QuickLinks

From the Quicklinks menu, selecting the Invoice dropdown begins the 5 step invoice wizard...

The first step displays ALL costs available to be invoiced by the type of cost:

  • Balance of unbilled Cases - all standard costs. This can be a useful tool to view all unbilled costs quickly.
  • To be invoiced immediately
  • Milestone costs

After clicking on next, the second step will display...

The invoice criteria will need to be selected before any of the totals will be displayed.  The default billing period displays the earliest uninvoiced cost to the most current.

For Standard invoices, select the following:

  • Business Division(s)
  • Service Contracts
  • Bill To
  • The options for date range and invoice numbers
  • Standard invoices or invoicing immediately or milestone costs (all mutually exclusive)
  • Exclude options are available to avoid low or zero value invoices from being produced as well as other invoices which aren't complete (eg no claim number etc) and closed cases.
  • For invoices that need to be grouped by the Bill To, click on this checkbox.

Once the criteria have been entered, clicking on Next brings up step 3 where the user can choose to accept all invoices or exclude some invoices and add purchase order numbers if required

To exclude an invoice, simply click on the selected invoice and it will display a red line through it to indicate it will be excluded.

Add any terms and invoice notes (both of these options can be edited via the Options, Common lists interface). Then click on Complete to produce the invoices.

Once the invoices are produced, they can be emailed as PDF's.  Note that the PDF format provides best format of all the presented options available at the top of the screen.  If the email/print options do not appear, the invoices can be reproduced via the Invoices Report.

Printing an Invoice without shading

If exporting the invoice to PDF the invoice shaded areas will appear, in some cases you may not want these to appear for scanning purposes.

To disable the shaded areas simply select the 'Print' option rather than export to PDF to print the document directly through the printer, the document will then be clear of the shaded areas.

Documents with shading look like this (accessed through PDF export):

Documents without shading look like this (accessed through Print button):

 

Removing the printer heading and footer

The when using the Print option to print an invoice directly, the printer will have its own heading and footer for that document:

This can be removed by unchecking the Headers and footers under the options section to the left:

* Margins can also be customized here using the 'Margins' option.

Also listed in
folder User manual -> Accounting -> Invoicing

Prev   Next
Missing or Cut Off Comments     How to Change the Sequence Numbers of Invoices