The Create / Edit Invoice Screen

In This Article

• Introduction
• Create / Edit Invoice
  
  • Invoice Info Panel
  • Customer Panel
  • Financial Panel
  • Comments Panel
  • Products Tab
  • Services Tab
    
    • Edit Service Details
  • Total Panel
  • Payments Panel

Introduction

An Invoice is a commercial document issued by a seller to a buyer containing the details of a sale or rental transaction. In Financials, Invoices are automatically generated when certain criteria are met – for example, when a Rental Return or Work Order is completed. Invoices can also be created manually. 

The Create / Edit Invoice screen is used both when creating new Invoices and when editing existing Invoices. The following article will provide an overview of the contents of this screen.

Create / Edit Invoice

1. Invoice Info Panel
   Contains basic information about the Invoice, including its date, location, and the name of the salesperson who finalized the sale.
2. Customer Panel
   Contains information about the Customer being charged, including whether they are a Cash Customer or an On Account Customer.
3. Financial Panel
   Contains Purchase Order #, payment terms, and tax codes.
4. Comments Panel
   Contains internal and customer-facing comments. Customer-facing comments will be included on the PDF and printed versions of the Invoice.
5. Products Tab
   Contains the products the Customer is purchasing.
6. Services Tab
   Contains the additional services, such as cleaning, refueling, or dismantling services, that the customer is purchasing.
7. Total Panel
   Contains the Invoice’s totals, including products, services, and taxes.
8. Payments Panel
   Contains payment information, balance information, and the Add Payment button.
9. Actions
   The actions available will differ depending on whether you are creating, viewing, or editing an Invoice:
   1. Send for Payment: Visible when creating or editing an Invoice. Click to email a copy of the Invoice to the Customer in order to request payment. The email will contain a link the Customer can use to pay the Invoice online. For more information, see “Send an Invoice for Payment”. If clicked when creating an Invoice, this will also save the Invoice.
   2. View PDF: Always visible. Click to download a printable PDF version of the Invoice.
   3. Email: Always visible. Click to open the Email PDF window, then enter an email address and click “Send” to send a PDF copy of the Invoice to that address.
   4. Create Invoice: Visible when creating an Invoice. Click to save your changes and create the Invoice.
   5. Edit: Visible when viewing an Invoice. Click to switch to edit mode.
   6. Save: Visible when editing an Invoice. Click to save your changes.
   7. Cancel: Visible when editing an Invoice. Click to switch back to viewing mode without saving your changes.

Required fields are marked with a red asterisk .

Invoice Info Panel

This panel contains basic information about the Invoice.

1. Invoice #
   The Invoice’s unique ID in the system.
2. Status
   The Invoice’s current status.
3. Invoice Date
   The Invoice’s posting date. By default, this is set to the date the Invoice was created, but this can be manually overwritten.
4. Type
   The Invoice’s type.
5. Division
   The Division to which the Invoice applies.
6. Location
   The Location to which the Invoice applies.
7. Salesperson
   The salesperson responsible for closing the sale for which this Invoice was created.

Customer Panel

This panel contains information about the Customer to whom the Invoice is being charged. Site information is also included in this panel.

1. Customer Search
   Begin typing into this field to select a Customer from the list of Customers. Note that a Customer must already exist in the system in order to associate them with an Invoice. For information on creating a new Customer, see “Create a Customer”.
2. Customer Information
   Once a customer has been selected, their basic information, including their Customer number and primary address, will appear below the search bar. Note that this information cannot be edited directly from the Create/Edit Invoice screen.
3. Customer Type
   Once a Customer has been selected, their Customer type (Cash vs. On Account) will be displayed here. For more information on Cash Customers and On Account Customers, see “Cash Customers & On Account Customers”.
4. Site Selector
   Use this to select the site to which this Invoice applies. Once a site has been chosen, its site number and address will be displayed below the selector. A number of options are available:
   • Use Billing: Use the primary (billing) address saved to the Customer’s profile. This is the same address that appears in this panel under the Customer’s name.
   • Search Existing: Search through existing sites to find the appropriate site. If you select this option, two additional options will appear:
     • Customer: Search through this Customer’s existing sites.
     • Global: Search the list of global sites.
   • Add New: If the desired site is not yet in the system, use this option to create a new site and associate it with this Invoice. See “Add a Site to a Document” for more details.

Financial Panel

This panel contains the payment terms and tax codes applicable to the Invoice. The Invoice can also be marked as On Hold from this panel.

1. Purchase Order #
   The purchase order number associated with this Invoice. If your client has provided you with a purchase order number, it can be entered here for the purposes of cross-referencing the Invoice with the original purchase order.
2. Terms Code
   Available for On Account Customers only. Use this field to select the payment terms for the Invoice; for example, due on receipt or due on the 15th of the following month. Terms codes are defined in Financials (Classic), under System Maintenance → Configure System Settings → Customer Management → Terms Codes. For more information, see “Terms Codes”.
3. Tax Codes
   The tax codes applicable to the Invoice. Up to 2 tax codes can be selected. Tax codes are defined in Financials (Classic), under System Maintenance → Configure System Settings → Accounting → Tax Codes. For more information, see “Tax Codes”.
4. On Hold Toggle
   Check this box to put the Invoice on hold. Putting an AR Invoice on hold will prevent it from being posted during the Daily Close process. Putting an AP Invoice on hold will prevent it from being posted when running the Post AP Invoices utility, and will also prevent it from being paid if it has already been posted. For more information, see “Hold/Release Current Invoices”.

Comments Panel

Use this panel to capture any additional information about the Invoice not covered elsewhere.

1. Customer-Facing Comments
   Comments entered here will be visible both within Financials, and on the PDF Invoice available to the Customer.
2. Internal Only
   Comments entered here will only be visible within Financials.

Products Tab

This tab lists the Products purchased on this Invoice.

1. Product Information
   This table contains information on the Products (rental and sale) that have been added to this Invoice.
   • Product #: The unique identifier of the Product.
   • Product Description: The Product’s description. Hover your mouse over the information icon to view more details.
   • Type: Whether this Product is being rented or sold. Note that rentals cannot be performed via Invoice creation; any Product added to your Invoice will be sold, not rented. If you wish to rent out a Product, you can do so by creating a Contract instead.
   • Qty: The quantity purchased. If the Product is a bulk Product, this field will be editable.
   • Rate/Price: The Product’s sale price. This field is editable. Using this field to change a Product’s price will only affect the current Invoice; the Product’s original price will continue to be used by default for all future Invoices.
   • Total: The total cost of purchasing this Product. Equal to Qty * Rate/Price.
2. Product
   Products included on the Invoice are listed here.
   • Click the bin icon to remove a Product from the Invoice.
3. Rental Products/Sales Products Toggle
   Use this to switch between adding Rental and Sale Products to the Invoice. The type of Products that appear when using the search bar is determined by this toggle. Note that rentals cannot be performed via Invoice creation, so any Rental Products added to the Invoice will instead be sold to the Customer.
4. Search Bar
   Begin typing in this field to search for Products to add to the Invoice. This will search by Product #, Description, and Vendor Product Number.
5. Products Subtotal
   The total pre-tax cost of all the Products included in the Invoice. This is equal to the sum of all totals for each individual Product. Note that Customer-level discounts do not apply when creating Invoices manually; the Rental or Sales Discount % on the Customer’s account will have no effect on this total.

Services Tab

This tab lists the additional services to be added to the Invoice, such as refueling, relocating, or dismantling services.

1. Service Information
   This table contains information on the services that have been added to this Invoice.
   • Service Code: The unique identifier for the service.
   • Service Description: The service’s description.
   • Unit Cost: The per-unit cost of the service.
   • Qty: The quantity of the service ordered. This field will be editable if the “Prompt for Quality” option is selected for the service in Financials (Classic). See “Service Codes” for more information.
   • Total: The total cost of the service. Equal to Unit Cost * Qty.
2. Service
   Services included on the Invoice are listed here.
   • Click the pencil icon to edit the details of a service. See “Edit Service Details” for more information.
   • Click the bin icon to remove a service from the Invoice.
3. Search Bar
   Begin typing into this field to search for services to add to the Invoice. The services available in this list can be edited via the Service Codes screen in Financials (Classic). See “Service Codes” for more information.
4. Services Subtotal
   The total pre-tax cost of all services included in the Invoice. This is equal to the sum of all totals for each individual service. Note that Customer-level discounts do not apply when creating Invoices manually; the Rental or Sales Discount % on the Customer’s account will have no effect on this total.

Edit Service Details

Clicking the pencil icon next to a service in the Services tab will open the Edit Service Details window, allowing you to modify some of the information for that service.

1. Quantity
   Use the - and + buttons to decrease or increase the quantity of the service ordered, or enter an amount directly into the field.
2. Price
   The price per unit of the service.
3. Tax Codes
   The tax codes applicable to the service. Up to 2 tax codes can be selected. 
4. Total
   The total pre-tax cost of this service. Equal to Quantity * Price. Note that as this is a pre-tax total, it will not be affected by selecting different tax codes.
5. Cancel Button
   Use this to close the window without saving your changes.
6. Save Button
   Use this to save your changes and close this window.

Total Panel

This panel contains the totals for the Invoice.

1. Products and Services
   The total costs of the products and services included on the invoice, as established in the Products tab and Services tab.
2. Damage Waiver
   The cost of the damage waiver included on the Invoice, if any. 
3. Taxes
   The cost of the taxes on the Invoice, as established in the Financial panel.
4. Grand Total
   The total cost of the Invoice.

Payments Panel

This panel contains the total balance due and can be used to add a payment to the Invoice. Note that because the balance due is first calculated when the new Invoice is saved, it will be blank during Invoice creation.

1. Deposit Applied
   The dollar amount of any deposits applied to the Invoice is displayed here.
2. Payment
   The amount that has already been paid toward the Invoice. 
3. Card Fee
   The amount the customer has paid in credit card fees for this Invoice. Credit card fees are managed in Financials (Classic); see “Credit Card Fees” (article forthcoming) for more information.
4. Amount on Account
   On account Customers only. The amount on this Invoice that is currently being applied to the Customer’s account.
5. Balance Due
   The total balance due for the Invoice.
6. Add Payment Button
   Use this to add a payment to the Invoice. As payments cannot be added to Invoices that have not yet been created, clicking this button will also save the Invoice. For more information on paying Invoices, see “Pay an Invoice”.