Sales Invoices

Owned by Mark Jason Brumpton
Last updated: Jun 21, 2021
4 min read



Overview

Next Invoice NumberThis shows the next available Invoice Number - this number will be assigned to the next Invoice Run
ResetThis button will untick any selected invoices even if they are not showing on the current filtered screen - we recommend pressing this before starting an invoice run to ensure that no previously selected Jobs will be accidentally invoiced
Invoice DateIn this section you can set the date that this Invoice will show, for single Job invoicing you can set the date to the Delivery date of the Job, however this will not work for combined invoices as the Delivery dates may be different

Filter

Similar to the Browser you can use this to define a search for specific Jobs in the Jobs Waiting To Be Invoiced window
Produce InvoicesUse the upper drop-down box to determine the type of invoice you wish to run, the lower drop-down box is used to select the template to use for printing.
Total CheckUse this information to quickly see if there are any discrepancies between estimated total and actual total for the selected Jobs, Unmarked Total will show the total estimated price for all unchecked Jobs, No Marked Jobs will show how many Jobs have been selected in the Jobs Waiting To Be Invoiced window. If there are any differences between Actual Total and Estimated Total, these can be highlighted in the windows by clicking on the Show Differences button and will appear in the list highlighted with a red background.
Re-Print (Preview)This allows you to view and re-print past Invoices and invoice batches, you can also use this to re-send previously sent invoice emails.
Match Jobs From FileIf you have a file containing a list of Jobs that have been paid by a customer before you have invoiced them, you can use this to match the job numbers with the outstanding invoices.
Jobs Waiting to be InvoicedThis is a list of Jobs that have been completed but not yet invoiced, this is your pool that you select from to run invoices
Job DetailsWhen you select a row from the Jobs Waiting To Be Invoiced (as in click the mouse on the row NOT tick the tickbox ), the details of that Job will be displayed here

How to produce an Invoice

  1. In the Invoice Date section select whether to Use Delivery Date or enter a date to be used on the invoice
  2. From the list of Jobs Waiting To Be Invoiced select the Jobs that you wish to invoice and tick the Process Tickbox
  3. In the Produce Invoices section select the Action, this is the Type of Invoice that you are creating, Preview invoices will create the report for you to view but will not commit the invoice, it is advisable to run this type first as this means that changes can still be made. Commit and Preview Invoices will create the report for you to view and print and will also commit the invoice to the system and remove it from the window. Commit and Email Invoices will create the report for you to view, email it to the respective customers and will also commit the invoice to the system and remove it from the window.
  4. Here you can also select Detailed invoice that will produce a separate Invoice for each job ticked, or Combined invoice which will combine all jobs for each customer onto a single Invoice.
  5. In the Produce Invoices section select the Inv. Template, this is the style of the report that you wish to create
  6. Click on the green Go Button to run the report and process the Invoice.
  7. When the report is generated (except for Preview) it can be printed. If you have processed multiple Invoices in one go then each will be created on a separate sheet and each can be viewed by clicking on the Left and Right arrows at the top of the report screen (see Reports)
  8. If you are unable to tick the Process tickbox then this means that some additional information is required on this Job before it can be invoiced. This could be that the customer requires a Purchase Order before it will allow an invoice to be created - this can bee added to the Job in the Jobs Waiting To Be Invoiced window by clicking on the relevant row under the PO Number column header. Another common cause is that the Job requires confirmation of Hard Copy - this can be updated by selecting the Job in the Jobs Waiting To Be Invoiced window and in the Job Details window ticking the Hard Copy tick boxes (N.B. any changes to this section will require you to click on the Save icon at the top right of the Job Details section in order to update the record.
  9. Once an invoice (or batch of invoices) has been committed they will be removed from the Jobs Waiting To Be Invoiced window. These have now been commited to Journease and a batch file will have been created. This Batch file can be exported for use in your accounts package (see Create Accounts File).
  10. If you wish to re-print any Invoices that have already been committed to the system, this can be done by entering the Invoice number or Batch number in the top right section of the screen and clicking the green Invoice button. Likewise clicking on the re-email button will email the invoices to the respective customers.