INVOICE BOTTOM

INVOICE EDIT

Editing an old or new Invoice is done on the above screen. This screen has 3 main modes.
(1. View mode.{ When first loaded} )
(2. Changing the Top eg. Name, Address, ect.)
(3. Changing the Bottom eg. Parts and Prices ect. )

INVOICE VIEW MODE

The Above buttons change between modes.
The first two button are the Edit Bottom and Edit Top change modes.
The next two let you move though the list of Invoices by clicking them or hold down the [Ctrl] and the arrow keys [left] for down one Invoice and [right] for up.
Note: In View mode the [Pgdn] and [Pgup] keys will scroll though the Invoice pages if you have a multi-page Invoice .

View Invoice Totals: On the LOWER RIGHT hand side is a button called View Totals this let you see totals for { Parts Cost, Total Mark Up, Parts Total, Total Labour, Total Sales Tax, Total of Invoice,) and also whether a part payment has been made and how much. The invoice shows all of the totals for the invoice you have selected or just written; not paid, name to whom the invoice was written to, print status and invoice status along with other information.

VIEW MODE OPTION BUTTONS:

New: Allows you to write a new invoice which is the same as writing a new invoice on the main menu.

Client Notes: Shows the customers Note field for a quick look or edit.

Load Old: Allows you to quickly load a different invoice. It simply asks for the invoice number and you can then load it. You could also load other invoices by using the up and down arrows at the top right hand corner of the screen. These buttons can also be accessed by holding down the Alt key and pressing the up and down arrow keys on the keyboard which will allow you to flick through the invoices one by one.

Copy Invoice: Lets you copy this Invoice or anther one to create a new Invoice

Pay: Is used to pay the invoice into the bookkeeping section. (For more information see Pay in the change mode further on in this section).

Set Printer : This allows you to change printer drivers and set up your printer. When faxing, select your fax driver then press the print button and the invoice will be printed to the fax. The fax number will then be loaded in to the clipboard so it can be pasted (CTL + V) into the fax number field in you fax software.

Print: Will print the invoice, quote or job card - depending on the invoice status. Different types of printing can be changed by the set-up button on the Main Invoicing menu.

Delivery: Will print an invoice as a delivery docket.

All: Will print all unprinted invoices, quotes or job cards.

E-Mail: This will send the invoice to an E-mail file (.eml) or a HMTL file (.html). The E-mail file is made ready to send as E-mail. The HMTL file can be dropped into your Windows E-mail program as an attachment. The E-mail address is also sent to the clipboard so it can be pasted (CTL+V) into the address field in the E-mail software.
NOTE : If a green box is around this button then this customer has an Email address.

Exit: Will exit the invoice top back to the main menu. It does not save anything before you exit as it will have already been saved through previous actions.

View Totals: Clicking this button locks the totals in view. Click View Buttons to unlock.

CHANGE INVOICE TOP

Change top: Allows the invoice to be put into change top mode. The change mode can be achieved in a couple of different ways. This can be done by pressing the change top button or by clicking on one of the name, address, post code, job number, etc or status fields. It can also be obtained by double clicking on one of these fields. Double clicking will set the cursor on that field to be edited. In change mode the buttons at the bottom of the menu will change. Use one of the previous methods to enter change mode. The buttons at the right of the screen will change to the change mode buttons. The fields for inputting the name, address etc will change in colour as well. This indicates that you are in change mode.

In change mode there are 6 buttons along the bottom. These buttons are:

Save & Exit: This allows you to save any changes you have made and exits back to the invoice top.

Client Notes: Shows the customers Note field for a quick look or edit.

Replace: This is used for replacing the account on this invoice. You use replace to replace the account with someone else's account. Simply typing someone else's name does not change the account number, you must use the replace button. Changing the name and address on the invoice top will mean that when a statement is written, the invoice stills goes to the customer that has that account number regardless of the name at the top of the invoice. Take caution when using the replace button if replacing the invoice with someone else's name.

Log Service: Is used to record an Invoice as the last service or last Invoice for that account. By clicking on this button, it will enter the Invoice number and date into the customer's account records. This will indicate the last service done for this account customer.
Note: Service is logged to the account number on the Invoice so if the Invoice has a master linked account it will log to the master account how ever if you wish to log to the Slave account log at the "MAKE A NEW INVOICE WINDOW" when making the Invoice.

Up-date All : Is used for repetitive invoices only. Its purpose is to change the status of all invoices within the selected prefix from the invoice displayed to the end of the file not from the beginning of the file. It will automatically change the status of each invoice not printed and paid status to not paid. If an invoice was previously unpaid it will automatically double the amount as an overdue payment. If an invoice has had this done and has been paid previously it will automatically remove the extra payment. The up-date will only work for repetitive invoices with a prefix from 1 through to 9.

Changes to the name and address data can be done by simply typing in the information or clicking on the Option button to change the status. When you have made the desired changes click on the Save/Exit buttons to save the changes. Note this dose not change the account details only the top of the Invoice.

CHANGE INVOICE BOTTOM

Jump to Change Bottom - Option Buttons. see below

Invoice Pages : ( Note pages depend on type of Invoice layout )
The invoice bottom can have 20 items per screen. There's 20 lines in a non-multi-page Invoice and 80 lines in a multi-page. To go between the top page and the second page simply press the Page Down or Page Up keys on the keyboard. You can also click on the Scroll Bar on the right hand side of the screen. If the second page has not been created, the program will ask if you would like to create a second page. If you do not need the second page, ignore the message.

Messages on Invoice
Descriptions can be typed in the part number description field to make up small paragraphs allowing you to put a description of the job prior to your parts and labour. When using the Word Wrap option, the text will word wrap if the next line is blank.

Information on Statement
When an asterisk is put into the first space of the top line of the Invoice Bottom, the text after it will be put on the statement when it is printed. This is for site address or a docket number. If an * is not used, the order number will be used.

Entering Parts and Services
The Invoice bottom allows you to enter parts by typing them in directly. This will not reduce stock levels. It is only when parts are selected from the price book the stock levels are then reduced. This is done by either clicking the Find Part button or pressing the Alt + F keys.

When a part is entered from the price book any changes made to that parts price, tax, mark-up or quantity will be reflected back into the sales within the price book as the part is linked directly to the price book data base. To know whether a part is linked highlight the parts description field. If the whole box is highlighted the part is not linked. If the part number is not highlighted then the part is linked. You cannot change the number of the linked part.
Note: If the Don't Print Part Number is set in the set up, the whole box will not show as well.

Entering data into the invoice bottom is done by simply typing in the information into the correct field then pressing enter. To move between lines you can press the down arrow or the up arrow, or you can click with the mouse on the line you wish to be on.

Price Field: When entering prices, do not use dollar signs or commas. The minus sign in front of the number for negative amounts and decimal points are allowed. The price field shows the current selling price for this item but when the price field is highlighted, it will show the unit's buy price. . The selling price will not total until you are off that line.
When the price field is highlighted you can take the tax off the price {if the g.s.t. tax has not been taken off the buy price} by pressing [Alt]+[C] or clicking the small button at the top of the price column. By typing a price with g.s.t. then typing [C] after will also remove the tax eg. " 220c" [enter] .

Tax Field: Type in the percentage amount only in the tax field. If it is 10% tax, only type in 10.
The way the tax is calculated is determined by your Invoice Setups and is set when the Invoice is first made.

Mark Up Field: The mark up column is also a percentage. If it is 10% mark up, type in 10.
Mark ups can also be calculated. This is done by highlighting the mark up field then pressing [Alt] + [C] or by clicking on the small button at the top of the markup column.. This will display the current retail price for the unit. Type in the retail price you wish this item to be sold for and press enter. The mark up will then automatically be calculated from this price.
You can also just type in the selling price and press "c " straight after eg." 100c " [enter].

Hide/Show Markups : This option at the bottom of the window will let Markups show on the screen. To see markup when hidden just move to the field and the markup will show.

Quantity Field: This can have decimal places and can also have letters after the number. Eg: for 30 metres of rope you can type 30.5M for metres, L for length or mm for millimetres

Editing Function Keys: There are also quite a few editing functions which can be seen by clicking on the Help button at the bottom of the screen or by pressing the [Alt[ + [H] keys. The Key Help button will pop up a window in the middle of the screen. This will show you all of the functions which can be used. All of these functions are used by holding down the [Alt] key and the corresponding letter key.

Alt + T: This puts in a total amount line on the invoice for all items entered on the invoice to that line and gives you the total.

Alt + S: This puts a sub-total on the invoice. A sub-total gives you a total of all parts from the last sub-total or total in the list to the line that you are on.

Alt + L: This adds the Labour Macro to the line which you have selected. The Labour Macro is used to let the invoice know that everything on this line is Labour and will be placed in the Labour Total boxes on the invoice top window.

Alt + Insert: This will insert a new line before the line you have highlighted.

Alt + Delete: This deletes the line that you have highlighted.

Alt + F: This allows you to jump into the price book to select parts.

Alt + [Left Arrow]: The left arrow will move back one cell.

Alt + B: This blanks out the line highlighted.

Alt + D: Will give a discount on the total. NOTE : If the tax rate is not all the same on each item the Discount will not be exact.

Change Bottom - Buttons.
These buttons are:

Exit & Save: This will exit from the Invoice Bottom and save the data to disk.

Client Notes: Shows the customers Note field for a quick look or edit.

Find Part: This allows you to jump into the Price Book to select and bring back parts.

Key Help: This shows you the Key Help windows, showing the editing function detailed previously in the section under Editing Function Keys above.

Abort Edit: Will abort any changes made within this editing session and also replaces any stock back into the price book.

Print & Save: Will print the invoice and save it.

Multi Pages : This button is activated when ever there is only 1 page present. If 2 pages have been created then this button is not activated. By selecting this button, screen 2,3,4 will be created.
Note: Number of pages depends on the Invoice Layout.

Delete Multi Pages 2,3,4: This button is activated whenever there is more than page 2 present. If page 2,3,4 has not been created then this button is not activated. By selecting this button, page 2,3,4 will be deleted.

Word Wrap option, the text will word wrap if the next line is blank or beep only if word wrap is off.

Check Spell: This will allow you to check the spelling within the part number and description field. Words with numbers at the beginning of them will be ignored. When this button is pressed the spelling on each line will be checked. If a word is found that is not in the Check Spell Dictionary the spell check invoice bottom window will appear. Any words that have been found to be misspelt have several options they are:

Option 1: Ignore - misspelt word.

Option 2: Ignore All - re-occurrences of that misspelt word within the invoice bottom.

Option 3: Change - Will allow you to change the word with any one word from the suggestion list that is highlighted. In-turn, corrects the spelling.

Option 4: Change All - Will allow you to change all re-occurrences of that word within that invoice bottom.

Option 5: Add - Will add the misspelt or unrecognised word to the dictionary therefore the next time it appears it will not be recognised as misspelt.

Option 6: Cancel - This will cancel and close Check Spelling.

To close the invoice bottom, press the Exit & Save Button.