When you are ready to generate the invoice, click the Generate Invoice button.
The invoice is displayed. Line and Col (column) indicators are available that correspond to the movement of the cursor in the window so you know where you are on the page at all times. You can edit this invoice, change the invoice format, add paragraphs, change the status of the edit mode, and make formatting changes before you print the invoice.
If you want to make formatting changes, click the Format Options button. Choose which items to print. When you Save the invoice, you are asked if you want to save the changes as the current default. If you save the formatting as the default, these settings will automatically be used the next time you generate an invoice for this client.
To generate an invoice
1. Click the Generate Invoice button on the Billing window. (You can also generate an invoice by clicking the Edit Invoice button on the Client Selection window.)
2. If you have selected to view the Billing Recap window when generating invoices, this window opens first. Enter information as needed. Click Continue.
To edit an invoice
1. Use the text editor to change the text and formatting of the invoice.
If you want to change the attributes of any text, highlight the text and click the font and size drop-down buttons. You can also click the Bold, Italic, and Underline buttons for special effects. These buttons switch on and off.
If you want to change the alignment, click the text paragraph and then click one of the alignment buttons (Left, Right, Center, or Justified).
Click the spell check button to spell check your text.
If necessary, you can insert a page break from the Edit menu. If you need to cut, paste, or copy text, click the Edit menu.
2. To change the Invoice Format click the Format drop-down and select a different invoice format (Free Form, Previous Invoices, Stand Alone Paragraphs, Paragraph/Description By Category, Paragraph/Description By Subcategory, Paragraph/Description By Service Code, WIP Detail By Date, WIP Detail By Category, WIP Detail By Subcategory, WIP Detail By Service Code, Paragraph/Descr – By Engagement Category, Paragraph/Descr – By Engagement
Subcategory, Paragraph/Descr – By Engagement Service Code, WIP Detail – By Engagement Date, WIP Detail – By Engagement Category, WIP Detail – By Engagement SubCategory, WIP Detail – By Engagement Service Code, Project WIP Detail – By Category, Project WIP Detail – By SubCategory, and Project WIP Detail – By Service Code).
3. To add a Standard Paragraph, position the cursor on the text window and click. Then select a paragraph from the Paragraph drop-down.
4. To change the Invoice Status, select the status from the drop-down list. Remember that the five invoice review status descriptions can be customized for your firm (Status Descriptions tab in Firm Invoice Format Setup) and that security can be set by employee for the status descriptions. All invoice status descriptions you do not have security rights to set will be disabled.
5. To change any format options, click the Format Options button. You can customize the invoice for this client by changing the page format, the information that prints at the bottom of the
invoice (A/R Aging and Footer), and the employee information.
Select Print a courtesy line for Write Downs to print the amount that was written down. The words "Courtesy Discount" will also print (unless you change the text on the Custom Text tab of Invoice Formats from the Preferences menu of Administration).
If the Net Sales Tax Applied with Sales Tax check box is selected, the sales tax collected will net against the sales tax calculated.
If you would like to include prior balance information, select the Statement/Invoice Format Options tab. Select to print either summary or detail balance information. If you select balance detail, A/R transactions will print. Select to include detailed activity from the last invoice or the last 30, 60, or 90 days.
6. Invoice totals are automatically checked before printing, but if you’ve edited the invoice, you may want to click Check Totals to verify that the invoice total agrees with the billing total. These totals must agree before you can leave the window. If you are using an engagement or project format (Paragraph/Descr – By Engagement Category, WIP Detail – By Engagement Category, Project WIP Detail – By Category, etc.), Check Totals is not supported.
7. To insert an employee summary in the invoice, position the cursor where you wish the summary to appear and click Insert Employee Summary on the menu bar. You can select from seven different formats for the summary.
8. If you need to exit the window before you print the invoice, click Save/Exit to save the invoice. The invoice will be saved and a pair of glasses will appear in the first column of the Client Selection window indicating that an invoice has been generated.
If you have changed the format you are asked if you want to save the changes as the invoice format default for the client. Answer accordingly.