Debtor invoice management

About

In this section you can manage your debtor invoices. Amongst other things you can add invoice numbers, show invoice reports and export the data to Excel files.

Opening the filter
Click the filter icon  to show/hide the filter. You can filter the debtor invoices by department, client, employee responsible and invoice period. You can also clear the filter by clicking the “Clear filter” button .

Approved

Under the “Approved” tab you can find and manage all the approved debtor invoices within the selected company and filter. The icons in the toolbar give the following options ordered from left to right:

  1. Change invoice date.
  2. Add invoice number.
  3. Show expenditures amounts – this will open a sub-grid which shows the expenditures from the job of the selected invoice.
  4. Show invoice report – this will show the PDF of the invoices selected with a checkmark in the “Choose” column.
  5. Attach invoices to email – this will attach of the invoices selected with a checkmark in the “Choose” column to a new email draft.
  6. Change watermark.
  7. Select all – this will add a checkmark in the “Choose” column to all shown invoices.
  8. Select none – this will remove the checkmark in the “Choose” column from all shown invoices.

Ready for print

In “Ready for print” you can manage all the debtor invoices marked ready for print.

The icons in the toolbar give the following options:

  1. Show invoice report – this will show the PDF of the invoices selected with a checkmark in the “Choose” column.
  2. Attach invoices to email – this will attach of the invoices selected with a checkmark in the “Choose” column to a new email draft.
  3. Set selected invoices to print status ‘Printed OK’ – this will mark the invoices with a checkmark as printed and move them to the “Finalized” tab.
  4. Change watermark.
  5. Select all – this will add a checkmark in the “Choose” column to all shown invoices.
  6. Select none – this will remove the checkmark in the “Choose” column from all shown invoices.

Finalized

In “Finalised” you can manage all the debtor invoices marked as finalized.

The icons in the toolbar give the following options:

  1. Show invoice report – this will show the PDF of the invoices selected with a checkmark in the “Choose” column.
  2. Attach invoices to email – this will attach of the invoices selected with a checkmark in the “Choose” column to a new email draft.
  3. Reset ‘Printed OK’ on selected invoices – this will mark the invoices with a checkmark as not printed printed and move them to the “Ready for print” tab.
  4. Reset ‘Electionically transferred’ on selected invoices – this will move the invoices with a checkmark to the “Electronic delivery” tab so the file for the electronic invoice can be generated again.
  5. Change watermark.
  6. Select all – this will add a checkmark in the “Choose” column to all shown invoices.
  7. Select none – this will remove the checkmark in the “Choose” column from all shown invoices.

Drafts

In “Drafts” you can manage all the debtor invoices marked as drafts.

The icons in the toolbar give the following options:

  1. Show invoice report – this will show the PDF of the invoices selected with a checkmark in the “Choose” column.
  2. Attach invoices to email – this will attach of the invoices selected with a checkmark in the “Choose” column to a new email draft.
  3. Change watermark.
  4. Select all – this will add a checkmark in the “Choose” column to all shown invoices.
  5. Select none – this will remove the checkmark in the “Choose” column from all shown invoices.

Electronic delivery

In “Electronic delivery” you can manage all the debtor invoices marked for electronic delivery.

The configuration of electronic invoicing is described in this article.

The icons in the toolbar give the following options:

  1. Show invoice report – this will show the PDF of the invoices selected with a checkmark in the “Choose” column.
  2. Attach invoices to email – this will attach of the invoices selected with a checkmark in the “Choose” column to a new email draft.
  3. Set status to ‘Electronically transferred OK’ – this will move the invoices selected with a checkmark in the “Choose” to the “Finalized” tab.
  4. Change watermark.
  5. Create e-invoice – this will generate the electronic invoice file.
  6. Select all – this will add a checkmark in the “Choose” column to all shown invoices.
  7. Select none – this will remove the checkmark in the “Choose” column from all shown invoices.

 

Jobs ready for invoicing

In “Jobs ready for invoicing” you can see jobs, which are ready to be finalised. For jobs to be included in this tab, they must meet the following criteria:

  • Has status ready for invoicing
  • Is on a client
  • Employee has access to the job’s client
  • Does not have a final invoice
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