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Invoice Body
Invoice Header
Quote - (OPTIONAL) Check this box if you wish to make this a Quote. When you are ready to make it an Invoice just uncheck the box and click on the Save button.
Date - (REQUIRED) By default the current date will be displayed. If you wish to change the date select from the drop down calendar the date you wish to use.
Invoice # - (REQUIRED) The program will automatically generate a Invoice # for this Invoice. This value starts with the value you put in the setup Invoice settings and will increment by 1 each time you create one, however you may change it before you add the first item. After that it will be saved and cannot be changed.
Purchase Order # - (OPTIONAL) Enter the Purchase Order # that this Invoice is being written against. If you have selected through Report Setup to automatically create an Invoice when you create a Purchase Order then this field will be automatically filled in with that Purchase Order Number.
Sales Representative # - (OPTIONAL) If you have users logon when they use the software then by default their userid will be placed here. If however you wish to change it then select from the drop down list the Sales Rep you wish to use, or if not present in the list just add it. It will be added to the list for future use.
Customer # - (REQUIRED) Enter the Customer # that the Invoice is being applied for or select from the drop down list the Customer you want to use.
Last Name - Automatically filled in when Customer # is selected.
First Name - Automatically filled in when Customer # is selected.
Company Name - Automatically filled in when Customer # is selected.
Shipping Address - (OPTIONAL) Select from the drop down list the Shipping Address for the Customer. If the phrase USE MAILING ADDRESS appears then this field will be disabled.
Rebilling - (OPTIONAL) Select from the drop down list the rebilling cycle if you plan to use the same invoice to bill the customer. This will tag the Invoice so that when that time frame is reached the Invoice is copied and the printed for the Customer.
Invoice Discount Rate (%) - (OPTIONAL) If the Customer has a discount rate then it will appear here. However if the Customer does not have one then enter the percent the Invoice should be discounted. This applies to the whole Invoice minus shipping and taxes. (They are computed after the discount is applied.) Enter the value as a decimal. i.e., 6.5% tax rate would be entered as 6.5 not .065. Make sure you enter the decimal where you want. Entering a value like 65 will be saved as 65%.
Customer Account Balance - Displays the current balance of the customer.
Totals
Displays the running totals for the different items on the Invoice.
Buttons
Add - Add a new Invoice Item to the Invoice.
Change - Change the highlighted Invoice Item information.
Delete - Delete the highlighted Invoice Item. Unless you have a backup of the data file you will not be able to recover a deleted set of records.
Save - Saves any changes you made and returns to the Main window. (Note if you have checked the Auto-Print box in the Reports Setup this button will display Save & Print.)
Cancel - Cancels any changes you made and returns to the Main window.