Troubleshoot Invoices

Start here to diagnose any Invoice issues.

Fix “Deposit Only” Invoices

If you are using the rarely used feature “Post A Deposit Only” in your FrameReady, then please note: we have made changes to the way this functions and you will need to do the following after upgrading to version 12.1v6

This is applicable to everyone who has upgraded to FrameReady 12.1v6 and who uses the Deposit Only invoice feature.

Find the Deposit Only Invoices

  1. On the Main Menu, click Find Invoice.

  2. In the “Line Items” section, enter “Deposit on WO” into the Description field (without the quotation marks).

  3. Click Perform Find.

The resulting list shows all the Deposit Only invoices in your FrameReady. The goal is to locate unused Deposit Only invoices so that we can properly mark them as available. If “No records match this request”, then there are no Deposit Only invoices in your program. You can skip the rest of this help article.

Review the Deposit Only Invoices

  1. In the list of results, scroll to the bottom; these Deposit Only invoices are the most likely to not have been used yet.

  2. Click the last entry to view the record in Form View.

  3. In the “Line Item” section, examine to see the Work Order number(s). The goal is to determine if the Work Order has already been posted to an invoice. If you examine the “Payments” section, you may see a payment line for with “Deposit” in the Reference field.
    (Alternatively, go to the Work Order file and perform a find for the Work Order number. Look to see if the “Post to Invoice” button reads “Posted” — if so,  then there is already an invoice; you can click the yellow “Previous” button (top, center) to see the next invoice up the list.)

  4. Click the purple Data Entry button.

  5. In the “Payments” section, if there is a number in the Reference field, then first copy it to the Notes field (to keep it). Click the Edit button (left of the deposit payment line item) to open the payment window.

  6. In the Reference Number field, enter “Deposit” (without the quotation marks).

  7. Click Done.

  8. Now FrameReady 12.1v6 can find the Deposit Only invoice and apply it when you post a Work Order to an invoice.

If the Work Order has already been posted to invoice but no Deposit is found or shown:

  1. Click the Enter A Payment button to open the payment window.

  2. Change the Amount field to match the deposit amount.

  3. In the Tender field, enter: “Deposit” (without the quotation marks).

  4. In Reference field, enter: “Invoice #[number]” (without the quotation marks). For example, Invoice #10034.

  5. Click the Done Go To Form View button.

Tax Exempt Checkboxes are Missing on Invoices

The Problem

The Tax Exempt checkboxes are missing on Invoices and we cannot override.

The Solution

  1. On the Main Menu, click the Setup Data icon.

  2. Open the Fiscal tab.

  3. Confirm that, in your Tax information, the fields Label and Short Form are filled out.

  4. Click Done.

  5. Open an Invoice to confirm that the Tax Exempt checkboxes now appear.

Work Order is posted but the Invoice is not found

The Problem

A Work Order was previously posted to an Invoice; however the “Find Invoice” button displays the error “Invoice not found.”

The Solution

  1. In the Invoices, click Find and search for the Work Order #.

  2. If not found, then go to the Work Orders, click Find and search for that Work Order.

  3. Hover the mouse pointer over the Posted button to see what Invoice# it was posted to. Then do a find in the Work Order file for that Invoice # (bottom-center). This will show all the WOs on that Invoice – it will likely be different customers – but we want to see if there are more.

  4. Then for each, switch to layout mode (with status toolbar) and change to the “Find” layout and then back to Browse mode. Change the Posted field to Not posted for those records. Click Cancel to return to the Work Order.

  5. Verify that those Work Orders have now not been posted.

How to add Work Orders to an existing Invoice

The Problem

The customer already has an existing invoice from this morning but I want to add the work order we created this afternoon to it. How do I add another work order to it?

The Solution

  1. Take note of the new work order number, e.g. A0028.

  2. In the Invoice file, find the customer’s existing invoice. Or search for the customer’s name in the Contacts file and search the blue Invoices/Rewards tab at the bottom.

  3. Once you have the invoice, click on Data Entry. 

  4. Click on Search Item on next available line.

  5. In the Search for Item dialog box type in the work order number. (e.g. A0028) in the Item number field.

  6. Click Search.

    The Work Order now appears on the invoice.

 

 

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