Creating and Managing Invoices

Creating and Managing Invoices

Create an Invoice (Single Jobs)

To create an invoice for a single job, go to the 'All Jobs Board' and click the header 'Inv' to sort the board by invoice status 'No':


Click on a job number for a job that has not been invoiced to open job details. From here you can add a miscellaneous charge if required (see accounts ‘Adding a Miscellaneous Charge').
If the job is ready to be invoiced, click the ‘Invoice’ button at the top right of the screen:



Create an Invoice (Multi Jobs)

The easiest way to invoice multiple jobs is through the Accounts > Awaiting Invoice screen.
From the 'Manage Invoices/Invoices' screen go to the dropdown menu next to the 'Invoices' header and choose 'Awaiting Invoice':



You can sort the display of the screen by the headers in the green bar by clicking on them.
For example; to view the board by customers, select 'Customer' in the header bar.  Then the customer names will display as sub headers and multiple invoices can be selected for 1 customer. In the example below, 3 jobs are selected which is reflected in the counter next to the Invoice button to show how many jobs you will be invoicing:



Notes
The column header title "Shipping Price" is based off terminology and it will display as 'Freight Price' on some systems.
Terminology for freight/shipping can be set under Admin -> Configure Factory -> Terminology (..../Admin/TerminologyAdmin.aspx).

The value displayed in the 'Shipping/Freight Price' column will be the total amount for all deliveries on the entire order.

The Awaiting Invoice Board has a number of menu options which can be activated/deactivated as required, by clicking the 'Change column visibility' button on the far right of the board:




Alternatively, sales and supplier invoices can be created from the the main menu through Accounts -> Invoicing:



Also, on the 'Invoices' screen click the '+ New' button, and options will be displayed to create a Sales Invoice, a Supplier Invoice, a Sales Credit Note or a Supplier Credit Note:



Select one of the options and the invoice details screen will open. Select a customer/supplier to create the invoice for. Then you can add jobs to that invoice through the Add Jobs to Invoice modal:


Once the invoice is created you have the following options:
  1. Add an additional line to the invoice
  2. Delete lines 
  3. Add additional jobs to that invoice
  4. Save it as a draft 
  5. Approve the invoice.
  6. Once approved, the invoice can be emailed and exported to accouting s

Adding additional jobs to Invoice.

In this example we will add additional jobs to the invoice and approve.
From 'Invoices' screen. click the invoice number to open invoice details screen for invoice to add jobs to. On the invoice details screen, click '+ Add jobs' button:



The Add Jobs to Invoice modal will appear and you will see a list of jobs in the system for that particular customer, that are not yet on an approved invoice. Click the checkboxes to choose which jobs to add:


Click '+ Add To Invoice' and the invoice lines for the selected jobs and/or sales orders will be added to the open invoice. 
When you are satisfied with all the detail on the invoice, click the ‘Approve Invoice’ button to allow printing, emailing and exporting of the invoice:

























Notes
On invoice details, the '+ Add Jobs' and '+ New Line' options will not display if your Invoice has been sent.

Once an invoice has been approved, a line of icons will display at the top right of the screen:


  1. PDF Format: Allows you to choose the invoice template if more than one is available.
  2. Export: This will export the invoice out to your accounting package. You will receive an export success or failure message when exporting the invoice to your accounting package.
  3. Print: This will give you a PDF of the invoice, that can be printed or downloaded
  4. Email: Allows you to enter the client’s details so an email can be sent directly to them.

Emailing Invoices

When emailing invoices from an invoice details screen, select from pre-populated customer contacts or create new contacts on the fly. 
Additionally, you can choose to email yourself, include a payment link or add an additional message to the email:


The contact will receive an email with their invoice attached.
The subject and body will come from your Invoice Template setup and if you enter any message (see previous screenshot) it will appear in the email where the placeholder {ExtraText} has been placed in the template.

Below is an email sample, a PDF of the invoice will be attached for client to view:


Manage Invoices

Invoices and Credit Notes are managed from Accounts -> Invoicing -> Manage Invoices.  All invoice in the system will show on this board:


Users can choose to view all invoices or filter invoices based on their statuses of Draft, Approved, Sent, Exported, Internally Invoiced, and Voided.
This done by clicking the green filter button for the options you would like to view:



Clicking on the magnifying glass, next to the invoice number, will bring up the 'Create Credit' option. Clicking on the Invoice number will open the invoice details.

Changing invoice mode

Some sites are set up so that the user can select the invoice mode, and invoicing delivery mode, on creation. When this is set a modal will appear automatically on the invoice screen when it is loaded:


Options for invoice mode are:
  1. Line per item, with freight combined (no option for delivery mode will show as delivery costs will be combined)
  2. Line per item, with freight separate
  3. Line per operation, with freight separate
  4. Line per general ledger account, freight separate
Options for invoicing delivery mode are:
  1. Line per order
  2. Line per delivery
  3. Line per delivery, and split items per delivery, except misc charges
  4. Line per delivery, and split items per delivery, including misc charges
When the 'Invoice mode per item' button is set to YES, this gives the option to set different invoice modes per item:


If the setting for the Invoice Creation modal is disabled, a 'Change mode' button will display on-screen:


Clicking this will open the invoice creation modal and present the same invoicing options.

More Invoice Options

Further options can be accessed via the drop-down ‘hamburger’ menu at the top right of the screen:



From this menu you can:
  1. Create a draft copy of the invoice 
  2. Create a credit note against the invoice (see credit note screenshots below)
  3. Exclude this invoice from overdue checks (this will apply if you have auto hold settings applied to overdue customer accounts)
  4. Mark as ‘Internally Invoiced’ if you do not need to export the invoice (this would be for things like counter sales)
  5. Apply a payment to the invoice (see payment option screenshots below) 
  6. View invoice history
You can send a payment link via the Invoices Board:




Create Credit Note

Choosing 'create credit note' will open the following screen allowing you to create a credit note for the invoice, click approve credit note.



Once you’ve approved the credit note you will see a new invoice number for the same amount as your original invoice but the type will be ‘Sales Credit’ rather than invoice and it will display in red to highlight it on the invoice board:



Month End Settings

printIQ has the ability to stop invoices being created to the previous month. By default, this is set to 'No Close Off' so users can create an invoice for any previous month if they want to.
Other options for this setting are 1st day of the month, 2nd day of the month, 3rd day of the month and so on, up to 31st day of the month.
  1. This can be adjusted client by client by a setting on the Customer Details screen. 
  2. Setting is named 'Last day of the month to invoice the previous month'.
  3. If these needs to be set to '5th day of the month'  for example, please contact printIQ support and we can change the back-end setting to apply this for all customers.
    This will mean that on the 6th day of the new month they will not be able to create invoices for the previous months.

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