Customer Invoices

The customer invoice area allows you to enter invoices for your customers. A customer invoice is entered, changed as needed, and then posted when it is completed.

If a customer job number is entered on the invoice, the invoice's item cost and charges will update the job cost screens for that job number when posted. An Invoice may be created from a customer estimate ( a customer estimate in Estimate History ). You may change an invoice's customer information if it is derived from an estimate. Invoices create general ledger distribution to update your revenue and cost accounts.

Inventory items marked as stocked items will update your inventory counts and general ledger inventory account.

In the customer invoice area, the posting of invoices allows for the automatic assignment of invoice numbers. In the service dispatch area, all invoices are considered service invoices that are entered based on technician invoices pads and the invoice numbers must be entered on the work order entry screen.

Customer Invoice Screens

Customer Invoice Browse Screen

Customer Invoice Entry Screen

Customer Invoice Entry Screen - Parameters

Customer Invoice Entry Screen - Line Items

Customer Invoice Entry Screen - Line Items - Detail

Customer Invoice Entry Screen - Totals

Customer Invoice Entry Screen - Site Information

Customer Invoice Entry Screen - Estimate Information

Customer Invoice Data

• Order Number:  A unique customer order number for each order. This number is automatically assigned from the company parameters file. If you want your orders to start at another number, go to the Company Parameters to change the next available Invoice number.
• Order Date:  The customer work order entry date. This date is system assigned.
• Invoice Number:  The unique customer invoice number for this order. The invoice number would come from a technician invoice pad if the work order was invoiced in the field. Invoice numbers can be assigned at posting for invoices not associated with an order written at the customer site.
• Invoice Date:  The invoice date for this customer order.
• Customer Billing Information:
  • Bill To: The customer number from the customer file. A customer number must be entered before line items can be entered.
  • Bill To Name
  • Bill To Address Line 1
  • Bill To Address Line 2
  • Bill To City
  • Bill To State
  • Bill To Zip Code
  • Bill To Contact Person
  • Bill To Telephone Number
  • Bill To E-mail address
• Customer Service Location:
  • Location: The service location number from the customer file. A service location number is not required. It is used for customers with multiple service locations. A residential customer with only one location would not need multiple service locations. The service location is not required. Information from the billing information defaults to the service location when the billing number is entered. Service location information can be changed without requiring a service location id.
  • Location Name
  • Location Address Line 1
  • Location Address Line 2
  • Location City
  • Location State
  • Location Zip Code
  • Location Contact Person
  • Location Telephone Number
  • Location E-mail address
• Based on Estimate: An order may be based on an accepted estimate from the estimate history.
• Post Invoice: Post this invoice in the next invoice posting batch.
• Print Item Price: Print the item price for the customer on a customer invoice printout.
• Appointment:
  • Telemarketer: Which telemarketer made the service appointment.
  • Appointment Date: The service date that the technician should be at the customer location.
  • Appointment Time: The time the technician should arrive at the customer location.
  • Service Type: What kind of service call is this. Service types can be entered by your company.
  • Priority Call? Is this a priority call to be dispatched as quickly as possible.
  • Map Grid Coordinates: The map book page and/or grid number of the service location.
  • Region of City: The area of the city of the service location. Example: Southwest, North, etc.
  • Problem/Instructions: The problem called in by the client and drive instructions / home entry instructions if any.
  • Technician: The technician number and technician name:
  • Dispatch Time: When the technician was dispatched to perform this service call.
  • Tech Arrived: When the technician arrived on the service location.
  • Tech Finished: When the technician finished the service call.
  • Diagnosis / Repair: The diagnosed problem by the technician and the suggested repair.
• Parameters:
• Invoice Type: The invoice type will be either a Separate Item Invoice or a Lump Sum Invoice.
• Customer Type: Customer types as defined by your company.
• Customer Tax Exempt Id.: A tax exempt number from the customer, if the work is tax exempt.
• Customer Discount: The customer discount allowed on all items. The discount may be changed at the line item level if not all items are discounted.
• Customer Terms: The terms given to this customers. Terms are set up in the terms file.
• Sales Tax Code: The sales tax code to properly tax the line items. Some companies must use sales tax codes to tax based on the work location. Others use just one sales tax code for all jobs.
• Sales Tax Rate: The sales tax rate will show based on the sales tax code entered.
• Customer Purchase Order: The purchase order issued by the customer for this work.
• Job Number: A job may be assigned to the Invoice to start the process of maintaining associated Invoiced and actual costs based upon a job number. Use job costing only when the job requires more than just one invoice and/or the equipment is not listed on a per invoice basis. Costs are maintained on an invoice to show profitability per invoice. Jobs are set up for work performed over a longer period of time with costs needing to be tracked before the work is completed.
• Truck: The truck that will be used for the equipment for the work.
• Technician: The technician dispatched to perform this service call.
• Tech Assistant: The technician helper on this service call.
• Telemarketer: Which telemarketer made the service appointment.
• Salesman: The salesman who is preparing this Invoice.
• Work Order Memo: A memo area to keep notes about this service call in addition to the other memo areas such as notes about considerations when invoicing, etc.
• Line Items:
  • Item Number: The inventory item number from the company inventory file or vendor price list.
  • Item Description: The item description as pulled from the inventory file or vendor price list. The description may be changed.
  • Taxable: Is this item taxable for sales tax?
  • Stocked: Is this item a stocked item or a non-stock item? Non-stock item do not affect the inventory counts when invoiced.
  • Unit: The sales unit of this item such as "Ea.", "Ft.", "Box" etc.
  • Item Type: Is this item a Materials item or a Labor Item?
  • Quantity: The quantity to be sold to your client.
  • Regular Price: The regular price before any discounts of this item.
  • Discount: The discount percentage for this line item. Originally this is based on the customer discount on the Invoice, but it can be changed.
  • Discounted Price: The price of the item after any discounts.
  • Extended Price: The total price of the sale as calculated ( Quantity times the Discounted Price ).
  • Profit: The profit for this item as calculated ( Extended Price minus Extended Cost ).
  • Cost: The cost of the item as pulled from the inventory file or as entered if it was picked up. Items that are non-stock items will affect the profit amounts but not the cost of goods sold and inventory reduction totals when invoiced.
  • Extended Cost: The extended cost of the item as calculated ( Quantity times the Cost ).
  • Serial Numbers - Required: Do serial numbers need to be recorded for this item.
  • Serial Number: The serial number of the piece of equipment if required. This serial number is used for serial number tracking.
  • Job Cost Code: If a job number was entered on the Invoice, a job cost code for this item is required. The job cost code provides for distribution with the job based on the job cost codes.
  • Inventory Account: The general ledger account for showing the inventory reduction of this item.
  • Sales Account: The general ledger account for showing the sales of this item.
  • Cost Of Goods Account: The general ledger account for showing the cost of this item.
• Totals:
  • Billing Totals:
    • Subtotal: The total of the line items extended price prior to sales taxes.
    • Sales Tax Rate: The sales tax rate based on the sales tax code entered.
    • Sales Tax: The sales tax amount calculated by multiplying the sales tax rate times the taxable sales amount.
    • Freight: Enter the freight charged to the client.
    • Billing Total: The total of subtotal, sales taxes, and freight.
    • Taxable: The sales tax taxable amount of the sale.
    • Exempt: The sales tax exempt amount of the sale.
    • Calculated Tax: The calculated tax based on the taxable sale amount and the sales tax code tax rate.
  • Invoice Cash Receipts:
    • Cash Amount: The cash amount received.
    • Check Amount: The amount received on the customer check.
    • Check Number: The check number of the customer check.
    • Check Date: The check date of the customer check. You may also list as the date received. A separate deposit date is allowed to account for differences in the check date and your actual deposit date.
    • Credit Card Amount: The amount received on the customer credit card.
    • Credit Card Type: Is the credit card a Visa, MasterCard, American Express, Discover, or Other type of credit card.
    • Credit Card Number: The customer credit card number.
    • Credit Card Expiration Date: The expiration date of the customer credit card. Date is entered MM/YY.
    • Total Received: The total of the cash amount, check amount, and credit card amount.
    • Deposit Reference: A reference number is not using the check number for the deposit.
    • Deposit Date: Date to be listed for the deposit document
  • Item Sales:
  • Sales - Materials: Sales of items marked as item type materials.
  • Sales - Labor: Sales of items marked as item type labor.
  • Sales - Total: Sales of Materials plus Sales of Labor.
  • Item Costs:
  • Costs - Materials: Costs of items marked as item type materials.
  • Costs - Labor: Costs of items marked as item type labor.
  • Costs - Total: Costs of Materials plus Costs of Labor.
  • Tech Commissions:
  • Commission - Materials: Commissions of items marked as item type materials.
  • Commission - Labor: Commissions of items marked as item type labor.
  • Commission - Total: Commission - Materials plus Commission - Labor.
  • Profit Margin:
  • GPM %: The gross profit margin percentage.
  • GPM: The gross profit margin amount.
• Site Information:
  • Heater Information:
    • Manufacturer: Equipment manufacturer of heater unit.
    • Model: Equipment model number of heater unit.
    • Serial Number: Equipment serial number of heater unit.
    • Memo: Memo of work done on heater unit.
  • Air Conditioner Information:
    • Manufacturer: Equipment manufacturer of air conditioner unit.
    • Model: Equipment model number of air conditioner unit.
    • Serial Number: Equipment serial number of air conditioner unit.
    • Memo: Memo of work done on air conditioner unit.
  • Service Maintenance Agreement:
    • Agreement #: The customer contract number for the service agreement.
    • Start Date: The date the service contract starts.
    • Ending Date: The date the service contract ends.
    • Amount: The customer contract dollar amount.
• Estimate Information:
  • Work To Be Performed: Enter here the Invoice description as you would present to the client. Anything can be entered here, just as in a word processor.
  • Technician Instructions: Enter here the instructions you would give to the technician as to what he should be doing on this job. Detailed instructions can be placed. A seperate sheet is printed for the technician. The customer does not have to see these instructions. There is also a listing of equipment printout that is very useful for pulling the necessary equipment for the job.

To enter a new Customer Invoice:

1. From the Document Entry menu, choose Customer Invoices.
2. In the Customer Invoice Browse window, choose the New button at the bottom right.
3. You do not enter a unique order number. It is automatically assigned to the next order number from the company system file. If the order number has been already used by the system, a caution window will appear.
4. Fill in the remainder of the Customer Invoice screen with the information appropriate for this service appointment or customer order.
5. When you have completed your entries, choose the Ok button to save the information.
6. Choose the Cancel button if you wish to cancel the Customer Invoice entry.

To edit a Customer Invoice:

1. From the Document Entry menu, choose Customer Invoices.
2. In the Customer Invoice Browse window, choose the Edit button at the bottom right.
3. Edit the Customer Invoice information as needed
4. When you have completed your entries, choose the Ok button to save the information.
5. Choose the Cancel button if you wish to cancel any changes to the Customer Invoice record.

To delete a Customer Invoice:

1. From the Document Entry menu, choose Customer Invoices.
2. In the Customer Invoice Browse window, choose the Delete button at the bottom right.
3. Choose the Yes button to delete the Customer Invoice record.
4. Choose the No button if you do not wish to delete the Customer Invoice record.
   

To preview / print the Customer Invoice edit reports:

1. From the Document Entry menu, choose Customer Invoices.
2. In the Customer Invoice Browse window, choose the Customer Invoice Reports menu option at the upper left.
3. Choose the View By option for how the reports will be ordered. The options are:
   • By Order Number
   • By Invoice Number
   • By Technician
4. Choose the print range of Customer Invoices.  The options are:
   • All
   • By selected range.  If by selected range, you may choose the beginning and ending for the report, including the beginning and ending dates.
   • Custom Filter
5. Choose which report you wish to print. The options are:
   • Summary Invoice Report
   • Detailed Invoice Report
   • Invoice Form
6. Choose the Print Report button.
7. The print preview window will appear. Use the page view buttons to size the previewed report, and the page navigator buttons to  scroll forward and backward thru the report pages.
8. To send to the printer, click on the Printer Speed Button at the top left of the print preview screen.
9. The printer dialog box will appear.  Make any changes necessary.  You may change the number of copies, page range, and the designated printer.
10. Choose the Ok button to send the report to the printer.
11. Choose the Close button to end the print preview.

To post the Customer Invoices:

1. From the Document Entry menu, choose Customer Invoices.
2. In the Customer Invoice Browse window, choose the Post Invoices menu option at the upper left.
3. Choose the Invoice Posting options you want. Options that are checked will be performed during the posting operation. The options are:
   • Print Invoice Summary Posting Report
   • Print Detailed Posting Report
   • Print Invoices
   • Print Invoice Background
   • Perform G/L Distribution
   • Print G/L Distribution Report
   • Assign Invoice Numbers
   • Beginning Invoice Number
   • Invoice Date
4. Choose the Start Posting button.
5. If the print posting reports options were checked, the print preview windows will appear for each report.
   1. Use the page view buttons to size the previewed report, and the page navigator buttons to  scroll forward and backward thru the report pages.
   2. To send to the printer, click on the Printer Speed Button at the top left of the print preview screen.
   3. The printer dialog box will appear.  Make any changes necessary.  You may change the number of copies, page range, and the designated printer.
   4. Choose the Ok button to send the report to the printer.
   5. Choose the Close button to end the print preview.
   6. Click on the Ok button if the report was printed correctly. If the report did not print out correctly, choose the No button to reprint the report, or the Cancel button to cancel the posting operation.
6. The Invoice posting operation will begin. The posting operation will:
   • Update the invoice history files.
   • Update the customer aging open receivables file.
   • Update the customer document history file.
   • Update the customer file.
   • Update the inventory file.
   • Update the job files.
   • Create distribution for the general ledger distribution file.
7. When the Invoice posting operation has completed, a message will appear "Invoice Posting Completed.".
8. Click on the Ok button to complete the posting operation and return to the Customer Invoice Browse window.