Invoices Form View

Invoice Form View Explained

There are Three Invoice Screens

  1. Form View - this is the default view and is used to manage Invoices and perform tasks, includes List View. You cannot edit the line items on this screen.

  2. Data Entry or Line Item Entry - used to edit the line items found in an Invoice and accept payments. See: Invoice Line Item Entry Screen

  3. Rapid Entry - used to edit the line items found in an Invoice and accept payments. See: Invoices Rapid Entries Screen

Use these Buttons to Move Between Screens

  • Data Entry button - click to view the Line Item Entry Screen.

    • If the invoice date is from the previous month, then an additional button appears: Allow this Invoice to be Modified.

  • Done button - click to return to Form View.

Top Nav Buttons

 

Contacts Information Section

Invoice Details Section

Line Items Section (edit using the Data Entry Button)

To enter information, use the Data Entry button to switch to the Line Item Entry screen; otherwise line items are locked and cannot be changed.

Payments can be entered by clicking the Data Entry > Enter a Payment button.

PO # Field

  • For corporate orders, enter a PO number.

Terms Drop-down

  • Choose payment terms from the drop-down or click Edit... to modify the list.

Caution: Product items on an Invoice with Terms of 48 Hour Approval will not be removed from inventory until the terms are changed. To remove the item from inventory, go the Invoice and click on Terms. A message appears asking if you want to update the inventory at this time. Click Yes and select a term other than 48 Hour Approval.

Sales Rep Field

  • Filled automatically from the Work Order (if the option was defaulted in Work Order Options or Invoice Options). Otherwise it can be changed here.

Due Date Field

  • Filled automatically from the Work Order (if the option was defaulted in Invoice Options). Otherwise it can be changed here.

All Button

  • Automatically find and list all the Work Orders on the Invoice.

Go Button

  • Click to switch to the corresponding Work Order, if applicable.

QuickBooks Category Button

  • Visisble when using the QuickBooks Online integration.

  • Click to view or set the QuickBooks category.

  • See also: Line Item Entry Screen

Balance Field

  • Displays the Balance due for the current Invoice only and not for the current customer.

Invoice Notes and Payments Section

 

 

 

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