In this Article: Show
See also:
Invoices List View, Invoices List View
Line Item Entry Screen versus Invoices Rapid Entries Screen
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.
Line Item Entry - used to edit the line items found in an Invoice and accept payments. See: Invoice Line Item Entry Screen
Rapid Entry - used to edit the line items found in an Invoice and accept payments. See: Invoices Rapid Entries Screen
Data Entry button - click to view the Line Item Entry Screen. If the invoice date is from the previous month, an additional button appears: Allow this Invoice to be Modified.
Done button - click to return to Form View
Prints only the current Invoice.
Set the quantity and style of Invoice that you preset from the Main Menu under the Invoice Options tab.
Invoices may also be printed directly from the Data Entry > Enter A Payment > Receipts screen.
You may also save the document as a PDF file (option must be set to first preview the document).
Immediately print (no printer dialog, no print preview) a receipt for the current Invoice in a small-form receipt format.
Is designed to print only to receipt printers.
Automatically send a PDF of this email to the customer.
When clicked, a PDF of the current Invoice is created and saved
to your Documents/FrameReady Documents
folder.
If FrameReady's Outgoing Email settings are set to Client,
then:
Your computer's default email software
opens, with a new message. The customer's email address is inserted
into the To: field, the word "Invoice" and the Invoice number
is inserted into the Subject field, and a PDF copy of the Invoice
is attached.
If FrameReady's Outgoing Email settings are set to SMTP,
then:
A new message window opens, the customer's
email address is inserted into the To: field, the word "Invoice"
and the Invoice number is inserted into the Subject field, and a PDF
copy of the Invoice is attached.
Type in your own personal message before clicking on the Send button.
You must have a folder in your Documents folder precisely named "FrameReady Documents" in which FrameReady can store the PDF files.
Creates a blank Invoice using the next sequential number.
Use this button to create an Invoice to sell retail items (e.g. artwork, art supplies, giftware, etc.) which are not posted from a related Work Order.
The Customer’s Name is entered from the Data Entry screen.
The Cust Note field displays on the Contacts screen, Work Order screen and Invoice screen but does not transfer to printed documents (e.g. “Do not accept personal check”).
If marked, these boxes indicate in which language documents will be printed for this customer. English is the default language unless French or Spanish check boxes are marked.
Does not apply to Gift Certificates, there you may instead directly choose the preferred language of the recipient.
Phone number fields automatically populate after you enter the Customer Name on the Data Entry screen.
If a customer qualifies for a tax
exemption and it does not appear in the tax exemption fields,
then click on the field.
A dialog box appears allowing the
user to enter the customer's tax exemption number.
Customer Tax Exemptions apply to the entire Invoice.
Customer tax exemption numbers are stored on the customer's record under the Terms tab in the Contacts file.
If the customer has a tax exemption but is making a purchase that does not qualify for an exemption, i.e. for personal use, then click on the Not Tax Exempt checkbox and the tax is included on the Invoice.
The Marked field is a general purpose field that may be used to identify any group of records to be found later.
See also: Using the Marked Field
The Multi Site field indicates the location where the invoice was created (only available on FrameReady Multi Site version).
The Invoice number is automatically serialized as new Invoices are created. The Invoice number can only be deleted or modified in level4.
The current Date is automatically entered onto the Invoice as the creation date. When posting to an Invoice from a Work Order this field is filled in automatically.
When setting up FrameReady for the first time this field can be changed in order to enter outstanding Invoices from a previous accounting system.
The status of an Invoice: Paid in Full; Deposit; Unpaid; Void; Void Memo. FrameReady automatically calculates the status.
This display cannot be modified or changed but is searchable using the Find feature.
The Total Due shows the balance of all outstanding Invoices for this customer.
It is displayed in order to provide the opportunity to ask the customer if they would like to pay for their other outstanding Invoices at the same time as the current transaction.
Click the Total Due field (it's also a button) to find all outstanding Invoices for this customer.
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.
For corporate orders, enter a PO number.
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.
Filled automatically from the Work Order (if the option was defaulted in Work Order Options or Invoice Options). Otherwise it can be changed here.
Filled automatically from the Work Order (if the option was defaulted in Invoice Options). Otherwise it can be changed here.
(The small, orange rectangle found to the left of each line item entry)
Click to switch to the corresponding Work Order, if applicable.
See also: Line Item Entry Screen
The Balance field displays the Balance due for the current Invoice only and not for the current customer.
Text entered into the Inv Note field only appears on the current Invoice screen. It will not appear anywhere else or on the printed Invoice.
If you wish to have any notes printed on the Invoice, the only place you can enter them is in the Description field of a line item.
All payment information in this section is auto-filled by the Data Entry screen.