Bizz Wizz PDA Remote Invoicing

See Also:  Installing PDA Invoicing , PDA Syncing to PC.


The PDA Remote Invoicing Program is found on the "Programs Menu" on the PDA and is called "BW-Invoice"

Main Menu

1: When BW is running click here if the screen saver or the back light turns off. The click will turn the back light back on.
2: Your business name will be displayed here after the first sync.
3: Pressing this button will start a new Cash Invoice (see Invoice Name)
4: Pressing this button will show your Customer List, allowing you to select a customer for new Invoice.
5: Pressing this button will show your Parts List to let you find details on stock items.
6: Pressing this button will show your Archive's List screen (see List Archives)
7: Pressing this button will show the Last Invoice created (see Invoice Name)
8: Pressing this button will show a list of all current Invoices (see List Invoices)
9: Clicking here will close the Bizz Wizz Remote Invoicing Program.
0: Pressing this button will show your Setup screen (see next picture)

SETUP SCREEN

0: Type the name of your stock price file.  Do not put the ".###" on the end.
1: When BW is running click here if the screen saver or the back light turns off. The click will turn the back light back on.
2: Type in the Maximum size for an array of items found.  If you have a file of 15000 Parts, listing the full list is slow as it uses up memory on the PDA. If you set the list array size to 500, this will help your memory usage. This will not stop you from Finding and seeing your stock, but when you "Find" or use "Hot Keys find" it will only list up to 500 parts found,  in most cases the Search for parts you are looking for will only find and list a few parts anyway.        
3: If using Points per dollar set the Points per dollar here.
4: Sort your Parts list by Part Number or Part Name Description.
5: Select to use G.S.Tax or Sales Tax
6: Pre-Set Tax rate
7: Type the Name for the Code field on the Invoice eg: this field could renamed as "Rego" if you were a mechanic.
8: Type the Name for the Spare field on the Invoice eg: this field could renamed as "Speedo" if you were a mechanic.
These are fields that you can use as tags for your customers to group them or record some information about them.
9: Ticking this box will automatically show the on-screen keyboard when you click or enter an Input box.
You may choose to turn this off if you have a real (hardware) keyboard attached.

10: (Off by default) Your data file can be stored on the memory storage card  but if you do so you will not be able to use the Sync option in Active Sync to do the sync. From a Storage card you must plug the card into the main "BizzWizz" computer to read "Storage card" data directly.
Archives can also be kept on the "Storage card" if the Archive option is checked

11: Tick to Print letterhead on the Invoice printout from the PDA. Uncheck when using a pre-letter headed paper.
12: Tick to Print item totals for each Part line on an Invoice printout.
13: Tick to Print part numbers on each part item line on an Invoice printout.
14: Tick to print on a narrow width Printer and Un-tick for a A4 Printout.
15: Tick to have a message box to ask whether you want to print the Invoice totals.
16: Cancel setup and return to the main menu.
17: Ok and save setup.
18: Tick to show the on screen keyboard.
19: Tick to put a pin number on deleting a invoice.
20: Input your user number 1- 20
 

LIST CUSTOMER and MAKE A NEW INVOICE

1: Quick find input box just type in the first few letters of the company or surname to find a customer. You can also type in the account number. Note if you can not find the customer this way try the "Find" button at "15".   
2: This is the selected customer.
3: Use this button to scroll up and down the list of customers.
4: Customer address details.
5: Click to dial Customer phone number.
6: Click to dial Customer fax number.
7: Click to dial Customer mobile number.
8: Contact name.
9: Spare field data.
10: Code field data.
11: This button will email the selected customer. The button has a green background if the customer has an email address recorded.
12: This button will print the selected customer's details. 
13: This button will let you change the selected customer's details (see next pictures below)
14: This button will let you add a new customer's details (see next pictures below)
15: The "Find" button lets you do a more detailed search for a customer (see Find Customers)
16: Returns to the screen that was showing before this screen.
17: Click to show the on screen keyboard
18: Selects the highlighted customer and starts a new Invoice for that customer (see Invoice Name)
19: Scrolls the list up one page.
20: Same as pressing Select (see 18)
21: Scrolls the list down one customer.
22: Scrolls the list up one customer.
23: Scrolls the list down one page.


1: Enter name of company or surname of client.
2: Enter first name of client.  NOTE [Should not be used with company names]
3: Enter name of your contact at the company.  NOTE [Should not be used with clients]
4: Enter street name and number. You can record two separate addresses for a contact, eg. one billing address and one mailing address.
5: Enter suburb and state.
6: Enter postcode.
7: Enter street name and number.
8: Enter suburb and state.
9: Enter post code.
10. Select which address you want to mail to.
11: Enter phone number.
12: Enter mobile number.
13: Enter fax number.
14: Enter client's ABN number.
15: Enter client's email address.
16: Spare field.  NOTE  [This field can be re-named in setup].
17: Code field.   NOTE  [This field can be re-named in setup].
18: Enter your terms ie 7,14, 30 days etc.
19: Choose either "End of Month" (M) or "Date of Invoice" (D) to start aging terms.
20: Choose your rate, either Trade (T), Wholesale (W) or Retail (R).
21: Click to change from one mailing address to the other
22: Click to cancel the customer record and changes.
23: Click to save the customer record.
24: Click to show the on screen keyboard


FIND CUSTOMERS

1: Found customer
2: Type in the data that you wish to find.
3: The field or fields you wish to search in. Click on the little arrow for a drop down list.
4: Search Up the list.
5: Search Down the list
6: Clean data to find box and reset for a new search.
7: Exit Find mode and return to the customer list.
9: Selects customer and starts a new Invoice.  Note [you should exit out of find mode first.]
10: Click to show the on screen keyboard


INVOICE
Invoice - Name

0: These fields are filled in for you. They show the customer's details.
1: Job number.
2: When BW is running click here if the screen saver or the back light turns off.  This will turn the back light back on.
3: Shows the the date of the job entered and changes when Printed.
4: Click to Change between Site address and Postal of the client.
5: Order number.
6: Shows the rate of the client. R= retail, T= trade W= wholesale
7: Calculate the terms for the client from either "Date of Invoice" or "End of Month".
8: Shows whether the Invoice is P=paid, I=unpaid, H=hire, L=lay-by, J=job or Q=quote, E=estimate.
9: Press this button to select a different customer to invoice. Takes you to the Customer List screen.
10: Up to 100 invoices are stored on the PDA. These invoices can be downloaded to the main computer by Syncing the two programs. Once an invoice is downloaded, it will no longer be held on the PDA. Only a copy in archives if turned on.
11: The current screen of the invoice. This screen shows all the customer details.
12: The Items tab of the invoice. This shows all the items on the invoice.
13: The Totals tab of the invoice. This shows the total amount, total tax, etc.
14: The Payment tab of the invoice. This shows the payment details, and allows you to record received payments.
15: The Print tab of the invoice. This shows the print options for the invoice.
16: Cancel the invoice without saving.
17: Save the invoice.
18: Click  PH or MOB to dial phone number.

Invoice - Items

1: The customer being invoiced.
2: The number of items on the invoice.
3: Use the scroll bar (or the direction buttons under the screen) to scroll through the items on the invoice.
4: The currently selected item is always highlighted with a red border.
5: The total tax and total invoice amount are displayed here.
6: The current screen of the invoice (click one of the other tabs to show the different screens).
7: Save the invoice and exit.
8: Cancel any changes to the invoice without saving it.
9: Click to show the on screen keyboard.


Invoice - totals

The totals screen shows all the totals of the invoice.


Invoice - Payment

1: When BW is running click here if the screen saver or the back light turns off. The click will turn the back light back on.
2: You can specify the amount being paid at this time. This is useful for part-payments.
3: Choose the method of payment (Cash, Cheque or Credit Card).
4: Click the Pay button to finalise the payment.
5: Up to 100 invoices are stored on the PDA. These invoices can be downloaded to the main computer by Syncing the two programs. Once an invoice is downloaded, it will no longer be held on the PDA.
6: Cancel any changes to the invoice and exit.
7: Save the invoice and exit.
8: Click to show the on screen keyboard


Invoice - Print

1: When BW is running click here if the screen saver or the back light turns off the click will turn the back light back on.
2: The creation date of the invoice. This is automatically updated if a quote is turned into an invoice. The date can be changed to forward- or back-date the invoice creation.
3: The invoice date is the date of printing. The terms of payment start on this date.
4: You can choose whether to invoice has been printed or not. This option is included in case you are using a billing method other than printed invoices (eg email or delivery)
5: Click this button to email the invoice to the customer. The button is highlighted with a green background if the customer has en email address recorded.
6: Print the invoice by clicking this button. (You will need to be connected to a printer)
7: Click Delivery if you are receiving payment for a delivery.
8: Press this button to create the invoice as an HTML file. These files can be printed or sent via email.
9: Cancel changes to the invoice and exit.
10: Save the invoice and exit.
11: Click to show the on screen keyboard

Invoices - Item Details

1: When BW is running click here if the screen saver or the back light turns off the click will turn the back light back on.
2: This screen shows the part number you have selected selected from the stock file or you can not type in a part number only select from stock.
    [ NOTE this box is greyed out if linked to a stock item or a macro.]
3: This box shows the description of the part or service and can be typed into.
4: If the amount entered includes Tax click on the EX to remove the Tax.
5: If you click on this box it will enter in the default tax amount automatically.
6: If you want to work out the mark up directly from the sell price enter the selling price into the sell box and press M to calculate the new sell amount.
7:Change the quantity number in the Qty. box by pressing the arrows buttons .
8: This box shows or enter price of the item listed. Also see 4 above
9: This box shows the GST tax amount [usually 10 %]   Also see 5 above
10: The button C  will show the sell price and the M button will add percentage you type into sell box.
11: This box shows the quantity number you have entered
12: The amount shown is the GST on the part entered.
13: This shows you the line you are on in this invoice.
14: Clicking on the next arrow will take you to the next line of the invoice.
15: Clicking on this button will bring up the hot keys list.
16: Clicking on this button will take you the Stock files.
17: Clicking on this button will activate the Labour Macro.  You then enter the amount of hours you are charging.
18: Clicking on the scan button allows you to enter an item using a bar code scanner
19: Clicking on the back arrow will take you to the previous line of the invoice.
20: Clicking on this button will create and show you the total of the invoice.
21: Clicking on this button will create and show the sub total of the invoice.
22: The insert button allows you to insert a line before the line you are on
23: When you click on the delete button once it will blank out the existing line of the invoice.  When you click the delete button twice it will delete the line.
24: When you click on the discount button a screen will appear that will allow you to type in the discount percentage.  The discount will be calculated from the total of all lines before the discount line.  See discount window
25: Cancel will cancel any changes to the line if it has not already been saved. Returns to list items.
26: Saves any changes to the line if it has not already saved.  Returns to list items.
27: Click to show the on screen keyboard

Scanning BarCodes (only if your PDA has a scanner)

0: Shows the Item found when scanned
1: Shows the part number being scanned
2: If using a bar code scanner there is no need to to click this button. If you are manually typing in a part number click this button to scan the item.
3: Click this button to decrease the quantity amount.
4: This shows the quantity amount.
5: Click this button to increase the quantity amount.
6: This light blue section is only visible after the scan.
7: This button allows to to cancel and then redo the scan.
8: This button will okay the item and return you to the stock list.
9: Click on this button to scan the next item.
10: The abort button will cancel the scan.
11: This button takes you to the parts list.
12: This tells you which line you are on on your invoice>

13: Click to show the on screen keyboard

1: Click this button to decrease the discount percentage.
2: This shows you the discount percentage.
3: Click this button to increase the discount percentage.
4: Click to okay the percentage amount.
5: Click to abort the discount screen.

0: When BW is running click here if the screen saver or the back light turns off the click will turn the back light back on.
1: Click to select which fields you want to search in.
2: Type in what you want to find, ie a part number or description.
3: Click to show quick find hot keys.
4: Click to load all parts in this list.
5: Click to refine the item search.  [If you had brought up the toy list, you would click on the refine button to find soft toys]
6: Click on this to search the complete file.
7:  This shows the description of the item selected.
8: This shows the catalogue.
9: This shows the group name of the part.
10: This shows the wholesale, bulk, trade and retail price of the part when you click on the button of that name.
11: This shows the date on the day you have created the invoice.
12: This shows the amount of stock you have of this part.
13: Click this button to return to the previous screen you were on.
14: Clicking on select will put this part on your invoice.
15: Click to show the on screen keyboard
16: Scrolls up and down the entire list.
17: Scrolls the list up one page.
18: Same as pressing Select (see 14)
19: Scrolls the list down one customer.
20: Scrolls the list up one customer.
21: Scrolls the list down one page.
22: When you click this button the  price turns red and display the ex tax price.  The buttons will also turn red.


1: Click to decrease the quantity amount.
2: Click to increase the quantity amount.
3: Quantity input box.
4: Abort selection of part.
5: Ok selection to be put on the invoice
6: Click to show the on screen keyboard

Hotkeys

0: When BW is running click here if the screen saver or the back light turns off the click will turn the back light back on.
1: the back ground turns brown when setting up hotkeys or green to select a hotkey..
2: A hotkey.
3: Return to last screen.
4: Edit or setup new hotkeys.


1: Name on the button
2: Field to search in for the text in the find box.
3: The text to be found.
4: Find in the full parts file or refine in the part already listed on screen.
5: You can select a colour for this button.
6: Cancel the change.
7: Ok the change.
8: Cancel hotkeys. 
9: Click to show the on screen keyboard

LIST INVOICES

0: When BW is running click here if the screen saver or the back light turns off the click will turn the back light back on.
1: scroll bar used to scroll up and down the list.
2: Job numbers. If job number is red then invoice will be synced on the next sync.
3: The text will change colours  if invoice is Paid, Job, Quote or just not paid.
4: Full name.
5: Address on invoice.
6: Deletes the highlighted invoice, you may need a pin number to do so.
   Account number of customer.
8: Invoice Status Yes-paid, Job, Quote or just Not-paid.
9: I f the invoice will sync or not  Y or N.
10: Sort by Job, Date or Name.
11: Print the list.
12: Finds an invoice by typing in part of the name.
13: Return to the main menu.
14: Opens the Invoice to view it.
15: Brings up the Key pad.
16: Scrolls the list up one page.
17: Same as pressing Select (see 18)
18: Scrolls the list down one customer.
19: Scrolls the list up one customer.
20: Scrolls the list down one page.
21: Selected Invoice.
 

LIST ARCHIVES

0: When BW is running click here if the screen saver or the back light turns off the click will turn the back light back on.
1: scroll bar used to scroll up and down the list.
2: Job numbers. If job number is red then the Invoice was synced and is no longer in the main list if a sync has been done.
3: The text will change colours  if invoice is Paid, Job, Quote or just not paid.
4: Full name.
5: Address on invoice.
6: Invoice Status Yes-paid, Job, Quote or just Not-paid.
8: Loads Invoice books 'Down'
9: Loads Invoice books 'Up'
10: Sort by Job, Date or Name.
11: Click to view customers details OR to list all invoices for a customer.
12: Finds an invoice by typing in part of the name.
13: Return to the main menu.
14: Opens the Invoice to view it. ''see below''
15: Brings up the Key pad.
16: Scrolls the list up one page.
17: Same as pressing Select (see 18)
18: Scrolls the list down one customer.
19: Scrolls the list up one customer.
20: Scrolls the list down one page.
21: Selected Invoice.
22: Account number of customer.

View Invoice


1: This is the invoice viewer
2: Scroll up and down to view the invoice.
3: This button creates a html file for this invoice.
4: This will print either a full size invoice or docket depending on what has been entered in set up.
5: Clicking on the return button will send you back to the archive listings
6: Clicking on the email button will email the invoice to the client.
7: This will print out a delivery docket or a full size delivery invoice depending on what has been entered in set up.
8: Clicking on the up and down arrows will scroll up and down the invoice.