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Creating a New Invoice Template

Article ID: 47
Last updated: 08 Sep, 2014

If a new Invoice Template is required, the administrator can do so via the Options Menu.

However we recommend that you contact Bizexpress and we will set this up for you.

  1. Select the Invoice Template tab, and click on +New
  2. Enter in the details of the:
    • Template Name (a new name for this template)
    • Template Interface (use the standard one unless you need a different format)
  3. Then enable/disable each of the required fields that are to appear on the invoice.

Grouping Options:

These options allow you to group invoices in 3 ways:

  • Standard Invoice

If selected allows you to order by Date and Time or Date and Charge code.

  • Group by Charge code, Description and Date
  • Group by Charge code and Month

A table describing the field entries and their corresponding iinsight entries is provided below:

Enabled/Disabled Fields

Description

Location

attention

The contact person of the Bill to

Companies menu Select Company - Company contacts tab - contact

address

The company address of the Bill to

Companies menu> ...Company> Company Details tab> Address

amount

The total amount of the invoice including GST

Case List menu> costs > New activity or item

case

Case number

Assigned at New Case entry, Case List

claim

Claim number

Case List>Case Details tab

client

Client

Client name from the Case Number

clientaddr

The client's home address

Case List menu> Case ... address, suburb, state etc

code

Cost Charge code

Charges List menu> Codes tab

consultant

The Assigned to person

New Case Wizard Step 5 & Case List – Case tab, Other – Assigned to

consultant.id

The Comcare Consultant ID number (appears in invoice as ID Number)

Admin Menu, User Details tab- Consultant ID

consultant.provider

The Assigned to Provider Number

Admin Menu, Manage Team drop down- Select person and Edit to enter Provider No.

costcase

Case number

Case List menu> Case

costclaim

Claim Number (appearing in the cost table)

Refer to "claim". Same number but different position on page.

costdetails

Cost details

Add/Edit Activity, Details field

costs.amount

Cost amount

Calculated by iinsight – total of individual cost plus GST (if applicable)

date

The date of the Invoice

Case List menu> Accounts - auto

date.of.birth

The date of birth of the client

New Case entry, Case Type (1st screen) – DOB field.

date.of.injury

Date the injury to the client occurred

New Case entry, Case Type (1st screen) – Date of injury field. Or Case List menu> Client tab> Occurred field.

dateofissue

Issue of date

Automatically assigned when invoice issued

dateofreferral

Referral date

New Case entry. Or Case List menu> Case tab, Referred on field.

description

Service contract

Charges List menu> Service contract list

email

The email of the primary contact

Admin Menu> Manage users dropdown> ... name> User details tab> User ID/email

employer

Employer of client

New Case entry. Or Case List menu> Client tab, Employer field.

excGST.amount

Excluding GST amount

Automatically populated by iinsight

fax

The fax number of the Bill to

Companies menu> ...Company> Company contacts tab> ... contact> edit...> Fax

gst

GST amount applicable

Automatically populated by iinsight

injury

The injury that has resulted in the client being referred

New Case Wizard, Step 1 –Nature of injury & Client tab, Other Details - Nature of injury

invoiceno

The unique number which defines the invoice within iinsight

Case List menu> Accounts – automatically assigned

manager

Case manager

Designated during New Case entry, Case List> Assigned to

manageremail

Case manager email

Admin menu> Manage User – Select User >User ID/email

notes

Cost notes

Case List menu> Notes tab

office.provider

The Provider number for the location

Admin Menu, Manage Teams – Team list – Select Team and Edit to add/modify Provider No.

paymentterms

The terms agreed to in relation to the payment period

Options menu> Common Lists tab> List type: Payment Terms

phone

The primary phone number of the Bill to

Companies Menu> Company details tab> Phone1

position

The position of the Bill to

Companies menu, Select Company - Company contacts tab – Edit contact - Position

Purchase order number

A field to enable a purchase order number to be displayed in the invoice

Quicklinks Invoice wizard and single invoice

pre-injury.employer

Previous employer

New Case Wizard Step 2 & Client tab, Other Details - Employer

provider

The Service Level Contract Provider Number.

Charges Menu, Select Service Contract – Provider No.

provider.name

The name of the service provider

provider.name.cost

Treating Psychologist

Assigned to if Roles not implemented. Enable/disable function in Options, Invoice Template if field required.

rate

Cost Rate

Case List menu> Costs Tab> Edit... item

referralsource

Referred by

New Case entry. Or Case List menu> Case tab, Referred by field.

service provided to

In a company case, the department or area where the service was performed.

Case Wizard Step 1, contact details.

time

Cost time / Qty

Default time set up in Charges Menu> Select Service Contract and Activity > Duration (hours) or Time Frame (days). Can be modified when adding Activity.

total.amount

Total amount payable

Calculated by iinsight – total of line items.

total.gst

Total GST payable (inc GST)

Automatically populated by iinsight

user.provider.number

The Assigned to person's provider number

Admin menu, Select user – User details, provider number.

If you enable all fields, these will be displayed in the invoice as in the example below:

Ensure you select your new invoice template in the Case List > Case tab so that when you generate an invoice your template will apply to it:

Cloning an Invoice Template

The Clone Invoice Template is extremely useful for clients who wish to have a new Invoice Template similar to an existing Invoice Template but with a new name and perhaps need one or more fields enabled/disabled as required.

Cloning an invoice template is an easy task: go to the Options Menu/Invoice Templates Button and then highlight an existing Invoice template you wish to cloneThenselect the Clone button as shown below marked with arrows:

After you have selected Clone, you need to give the Invoice Template a name as shown below and you may then disable or enable any fields you require to be excluded/included different to the template you cloned it from then select OK.

Grouped Invoice Templates

Although there are advantages for using grouped invoices there are also some disadvantages for using grouped invoices, please see the below information which should help you decide if you wish to use them or not:

  1. Invoices grouped and not grouped can’t be printed in one go (there is a selection for reporting):
  2. In the Finance page, Invoices and Transactions tab was built for individual invoices. They won’t work with grouped invoices.
  3. In the Accounts tab, grouped invoices can’t be printed as the invoice isn’t created “per case”.
  4. Grouped invoices can’t be created from the case (only via quick links).
  5. Grouped invoices require specific templates.
 

​Grouped Invoice Templates settings can be found in the Options > Grouped Invoice Templates tab:

Also listed in
folder Training manuals -> Accounts training

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Electronic Invoices     Creating a New Invoice Letterhead