INVOICE SETUP

The setup section allows you to change your invoice print-outs and setups. There are several check boxes, these being:

500 Invoices Only Per Book: This function reduces the amount of invoices from 999 invoices per book to 500 invoices per book. This option is of benefit for hard disk storage and also memory. If you are backing up to 1.44mb floppy disks then you must set to 500 only as the file will be to big to backup to floppy disks.

Show Tax on Invoice: This function does not show the tax if the check box has not been checked. It will also not show the tax totals if the tax amount = 0. When printing the item total will not have GST on them if GST is turned on.

GST Box: When this box is checked, the words Tax Invoice will be placed on the top of the Invoice and word "GST" in the bottom totals.

Tax Before Mark-up: When checked the tax is calculated before the mark-up. When un-checked the tax is calculated after the mark-up has been added. This box should be unchecked if GST is checked

Hide Mark-ups on Screen: If your screen can be viewed by your customers and you do not wish them to see your mark-ups, checking this function will hide the mark-ups on the screen as best as possible. Don't forget that the mark-ups are really there, they just cannot be seen.

Resize Lists to Screen Size: When checked the Customer, Ageing, Service and Invoice List screens will resize so that more items are viewable on the screen. (requires 600x800 resolution or higher).

Ask before printing Tax invoice: When this box is checked, The invoice program will prompt if you want a Tax invoice or a normal invoice printed. This button is useful when you are printing a copy of receipts, not as Tax invoice.

Round Invoice Total to 5 Cents: When this box is checked the invoice totals will be rounded to the closest 5 cents.

Total items to 2 decimal places (OFF): This can help with totals not adding up right as the computer will work out to 4 places eg.( 5.0098 x 100 = $500.98 ) or at two places eg.( 5.01 x 100 = $501.00 ) select the best way for you.

Show Documents Buttons in Blue: When checked all document button will turn blue if there is documents attached to the customer or Invoice selected. NOTE do not use with phone networks as it will slow down the computer.

Don't print part numbers on Invoice: Having this checked stops the printing of part numbers on the invoice only if parts have been selected from the Price Book. It also changes will also disable the next option on screen "Put part numbers in a column " as part numbers are not printed.

Put part numbers in a column: This option can only be used if above option is off. The Description is indented to make the part number look like it is in a column by its self.

Don't ask before printing item amounts: When this option is checked the option to not print amounts is disabled therefore all item totals are printed. When unchecked a questioned box will appear asking whether to print or not, item totals.

Don't print items with amounts. Only (TOTALS) and (LABOUR): When ticked only Manual text lines without amounts will print along with (Total) , (Subtotal) and (labour) macro's lines will print.

[Invoice/Statement] not [Invoice] on top: When this box is checked the invoice will read "Invoice/Statement" when it is left blank it will read "Invoice".

Automatically put Tax Rate in Tax Column: When this box is checked the preset tax rate will be automatically put into the tax column.

Put item tax amount not rate in tax column on printout: If you are using amounts that are not to large this option will put the tax amount in the tax column not the percentage on the Invoice printout.

Put paid Invoices on Statements to ?? days old : If you wish to show paid Invoices on you Statement printouts then set the number of days old to go back in the input box.

Show Printed Invoices Only on Statement and Ageing Screens: This function when checked will only show invoices that have already been printed on the statements and the ageing screens. It ignores any invoice that has not been printed yet. When the box is left blank, it will show unprinted invoices as well.

Rename Order Field:
Rename Spare Field:
Rename Job Field:
Rename Code Field:
The above four fields can be renamed to fit your type of business

Print Spare field on Invoice Print-out: This will add this field to the Invoice Print-out

Print Code field in invoice print-out: This will add this field to the Invoice Print-out

Input Boxes

Note 1-3: These fields allows you to have 60 characters of text as a note on your invoice. To see the position of these notes on the invoice it is recommended to print an invoice to see where the text will be printed. These are general notes and should not relate to terms or other conditions. eg In these notes you may have your terms and conditions of sale or general messages like "Merry Christmas". Do not put things like "Please pay this on statement" as these notes will not only appear on statements or invoices but on quotes and receipts and credit notes so these messages should be general.

Not Paid: This note will appear on any invoice that is not paid and only on not paid invoices.

Paid: This message will only appear on paid receipts.

Over Due: The overdue message will appear only on overdue invoices which are not paid.

Statements: The statement message will only appear on a statement.

Quote: The quote message will only appear on quotes.

Buttons

The Load last Save will load the last saved settings from any computer on the network.

The Del Last Inv Button will allow you to delete the invoice that was last created. A box (containing the details of the last invoice) will appear so you can make sure wether you want to proceed.

The Invoice Layout Button will show the Invoice Layouts window.

The Setup button allows you to setup your printer within the Windows environment. Normally this does not need to be done however sometimes you may wish to access your printer setup and it can be done through the setup section using the printer setup button.

When you have set all of your options, click Ok to save.
To abort any changes click the Exit button and you will return to the main menu.

ARE YOUR DATES PRINTING THE WRONG WAY?
THEN YOUR COPY OF "WINDOWS" IS NOT SET TO THE RIGHT COUNTRY SETTINGS IN CONTROL PANEL !

INVOICE LAYOUTS

The Invoice layouts section allows you to set options for printing:

Invoice Layout set to No: Selects the invoice layout to use.

Statement Layout set to No: Selects the Statement layout to use.

Job Card Layout set to No: Selects the Job Card layout to use.

Delivery Layout set to No: Selects the Delivery layout to use.

Quote Layout set to No: Selects the Quote layout to use.

Print Letter Head: If your forms for invoices and statements etc, have got pre-printed letterheads, then turn this option off. If you have used the letterhead designer and wish to have the letterhead put onto your invoices check the box and it will in-turn put the letterhead on the top of your invoices etc.

Show Retail Price ( form layouts 1, 2 & 3 ): If the customer is a trade or wholesale customer the retail price will print on the invoice to let them know how to much to charge when reselling goods.

Itemized Statements (form layout 3 only): When printing statements with this option turned on the statement will print all the items on the invoices onto the statements.

Print Invoice 2 Times: This will automatically print two copies of the invoice when checked.

Print Statement 2 Times: This will automatically print two copies of the statement when checked.

Print Boxes in Colour Blue: This will print boxes on your invoices in colour. It will slow the printing process down considerably as colour printing is a lot slower than black and white printing.

Print on White Paper and Draw Boxes for Invoice: When checked the invoice or statement will print all of its own form boxes. This is only used when printing on blank paper.

Edit form 2 Bottom: This button brings up a free text input window which lets you type in anything you wish to be put on the bottom of the Form 3 layout. There are 3 Font sizes for the text in this box to give some variation .

When you have set all of your options, click Ok to save.