Contents - Index

Invoice Maintenance

To create a one-off invoice complete a two-step process:

A. Create the invoice header.  This consists of the due date, invoice number (created automatically), the job code (optional), and a brief description (optional).  You must save the header before you can create the details.   The job code can be included, other wise it is not displayed. Alternatively you can enter a client purchase order.

If the invoice was generated from the Workshop Management billing process do not change the Billing Date. If the date is changed some ledger entries may be found, and billed, but the invoice totals may no longer match the totals of the ledger entries originally selected. 

1. The invoice number is automatically allocated.

2. Payment due date defaults to the twentieth of the following month.

3. Enter either an existing job code or purchase order.  If you enter a job code the invoice details form is different from the nonjob form and includes labour and plant as well as the usual nonjob details.

4. Enter a description of the invoice.  The description helps when selecting invoices from a pick list.  It also helps explain to your customer what it is for.

5. Save the invoice header.  The details section displays.

B.  Create the invoice details.  Enter details line by line. An invoice must include at least one line.  

If the invoice is for a job (not created from the billing process) then details can be made up of stock, labour, plant and other charges you desire.

In that case the following details form activates:

Because the detail is a stock item the form opens with the General and stock tab active.  The Labour and Plant tabs are not activated.  See job invoice details maintenance for more information.

The nonjob details form is as follows:

When you have created the invoice, you can print multiple copies of the invoice.
  • Invoices created as part of a Professionals Workshop Management billing run are linked to client jobs. There will always be a job code in the required field.   

    G.S.T. - Inclusive and Exclusive:

    The final invoice totals (amount to bill and G.S.T.) are printed based on whether your G.S.T. is inclusive or exclusive.  
  • Inclusive - the G.S.T. component is included in the charges.  If using the inclusive method charges already include G.S.T.  For example each line's total consists of the following Charge + Overhead + margin + G.S.T. = total charge.  The invoice displays "This invoice includes G.S.T. of ....". at the bottom.
  • Exclusive - the G.S.T. component is added to the invoice amount.  The total consists of Charge + G.S.T. (the charge already includes overhead recovery and margin).  In that case the invoice shows a separate subtotal for G.S.T.

    Invoices may be cloned.  Cloning creates an identical invoice, of the same client.  The date due is changed to the same day, next month, of the original invoice.  The details are also identical.  To clone an invoice click Clone.  Invoices created using the job ledger billing process cannot be cloned.

    Deleting Invoices

    You can only delete invoices that do not have any payments against them.  To "cancel" a job-related invoice create a write off against the client's debtors record for that invoice.  This enables G.S.T. to be adjusted if you are using the Invoice or Hybrid accounting bases.