How to create an invoice

Introduction

The Invoice tab is used to create an invoice on the job. In the Invoice header tab you can enter information that relates to the current invoice.

Creating a new invoice – invoice types


When you click on the ‘Create new invoice’ button you will be given the option of choosing different invoice types.

Final invoice: this invoice will close the job (dependent on system setup) and will normally be the last action you do on a job.
Credit note: this invoice type will credit an earlier issued invoice fully or partially.
Invoice on account: this invoice type will keep the job open for further invoicing and expenditures entry. You usually use this invoice type when you want to pre-bill the customer on a fixed amount (eg. 20% of the price quote value).
Partial invoice: this invoice type will keep the job open for further invoicing and expenditures entry. You usually use this invoice type when you want to invoice expenditures that have already been entered on the job (eg. hours entered for the last month). Read more about Partial invoicing.
Consolidated invoice: an invoice type that will allow you to invoice multiple jobs one 1 invoice. Read more about Consolidated invoicing.

Copy data from…
In the copy data from drop-down you are given the choice of copying data to your invoice.

Invoice date
If you see this box when trying to create an invoice, you should take a look at system variable 813. This system variable lets you decide how many days back in time an invoice can be created

Copy invoice button
The copy invoice buttons allows you to make a copy of the current invoice. You can also use this functionality when you want to create a credit note based on an invoice.

Approve/un-approve invoice
The approve invoice button will approve the invoice and lock it for editing. Un-approving the invoice allows editing again.

 

Finalise
The finalise button will insert the next available invoice number on the invoice. Visibility of the button depends on system variables 11 and 12.
Warning: when an invoice has been finalised you cannot no longer change it.

Note: Company variable 37 will prevent the job from being closed if there are still expenditures on the job which have not been partially invoiced.

Changing invoice title
If you do an invoice on account or a partial invoice you can change the invoice title to be invoice instead.
You can set the default invoice titles in the settings.

Currency
The currency you set on the invoice will also affect the amounts in the invoice lines. Let’s say you have copied the expenditures into the invoice and all expenditures have been entered in your local currency and you want to invoice in another currency. The system will then re-calculate and update the invoice line amounts to the currency selected. It will determine the currency rate by matching the invoice date and the currency rate date and find the best match according to these dates.

You can set or change the currency here:

Read more about currency here.

Language
Changing the language on an invoice will not affect the text you have written (it does not do an online translation), but it will show translated activities texts (if these are translated in the system) so you don’t have to translate them every time.
It will also change other basic system data eg. date format.

Adjusting Print layout
The Print layout presents a large number of options to get the invoice layout exactly right when you want to send the invoice to your customer.

The invoice is built up by Phases and within phases you can add invoice lines. Basically you should consider if you want to show activity lines or only the Phases. 

Example with Show phases and Show phase price:

Example with Show phases and Show phase price and Show all invoice lines:

Debtor
The debtor is the paying customer. You can have multiple paying customers on your customer and choose between them when you would like to send an invoice. Usually Administrators will add debtors to the system.

Delivery debtor
A delivery debtor address on the invoice is required in some countries to justify where the actual work was done.

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Phases

Phases are used to group invoice lines. A phase contains a number, a name and a description.

Invoice – Phases

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Invoice lines

In the Invoice lines tab you calculate the invoice amount by inserting activity lines from the drop down menu. The prices from the Price list are used.

Invoice – Invoice header

Picking activity lines
In the Activity column you will see a list of activities to insert. The activities list is generally divided into 3 categories of activities being; hourly based activities, material activities and external purchases activities. The activity name should reflect the category.

Administrators can add new activities to the list and also adjust (and create new) price lists in Settings/ Price list & activities.

Built-in calculator
WorkBook has a built-in calculator that you can use in the amount fields. Example:

Using the toolbar buttons
You can use the toolbar buttons for various actions, the primary being adding and deleting rows:

Using the Extra column
If you want to add extra amounts use the Extra column to do this. An Extra amount is useful for example when you want to add to an external purchase without changing the external margin column.

Changing the activity text
You can easily change the suggested activity text simply by writing something else in the activity name:

There is no limit on how many characters you can write.

Page breaks

You can choose to manually insert page breaks on the invoice.

The column on the far right gives you options as to where the page break should be depending on the chosen activity.

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Comments

In the Comments tab you can add text that will be shown in the invoice report.

Invoice – Comments

Mark a invoice as paid

In WorkBook you can chose to either manually set the invoice as paid or have the system automatically set the invoice as paid. This is controlled by system variable 787.

If this system variable is active then you need to set the invoice as paid. You can do this on the job under invoice.

 

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Invoice back in time

If you wish to invoice back in time you need to set system variable 813

If you change this system variable you can determine how far back you may make an invoice.

The error you get when you try to invoice will look like this

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