Getting Started
Introduction to Invoice Manager
Controlling money owed is one of the most vital parts of business. There is an old saying that goes
“The sale is not made until the money’s in the bank”.
From a legal viewpoint, this saying is not true. The sale is actually made when you provide the goods or services and the customer incurs the liability to pay. So while your profit or loss can include sales made on credit, your cash flow can be severely affected if you are not collecting the money owed to you for goods or services provided on credit.
You must have procedures in place to ensure that they are collecting money owed to you and that you are collecting it as quickly as possible. Invoice Manager will help you to prepare your invoices and manage the money owed to you.
It is very easy to use so that it becomes a valuable tool in running your business. However, while it will provide you with the information you need, it cannot collect the money for you.
Many people dislike following up outstanding debts and therefore procrastinate in attending to this function.
Bear in mind that you are providing interest free credit to your customers and many customers (particularly those in financial trouble) will use this facility for as long as you let them. We again emphasize that properly managing money owed to you is one of the most vital management roles in business.
Invoice Manager has 3 sections:
1. Creating sales invoices and managing money owed to you for sales on credit (your receivables).
2. Creating purchase orders and managing money owed by you for purchases on credit.
3. Tracking inventory on goods purchased and sold.
What’s New in Invoice Manager v8?
The User Interface
All the Simplazz 1-2-3 products have been redesigned so there is more consistency across the programs and it is easier to switch between programs. Each section or program now has a color scheme: Cashflow Manager is themed with Blue tabs and background while Invoice Manager is Green. Invoice Manager has sections for Customers (Sales), Suppliers (Purchases), Inventory and Reports that are accessed by clicking on the second row of tabs and allow for a logical workflow.
A major change to version 8 for people using Simplazz 1-2-3 is the integration of the programs into a single application.
The integration of these programs allows for consistency across interfaces, ability to share and cross-reference data, and consolidates a single data file for easy backup and storage.
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Customized Layouts
The methodology for customizing invoice and other layouts has been changed to make the process easier.
Standard Invoice Layouts
Standard invoice layouts for various types of business are included so you can choose the one that is most appropriate for your business. There is also the option to include a remittance advice with credit card options and you can choose whether to print your company details or use your existing letterheads.
The new standard layouts include:
General Invoice – Item Code Layout
General Invoice – No Item Code Layout
Service Invoice
Service Invoice (hours and rates)
Professional Invoice
Medical Invoice
You can view each of the invoice layout settings by clicking on the Options icon when you are in Invoice Manager. Then click on Invoice Layout Settings. Click on the [View] button next to Default Layout to view the selected layout. Click on the dropdown for the Default Layout, select an alternative layout and then click on the [View] button again to view the alternatives.
Statements
It is no longer necessary to process statements. Statements are included as a report and can be printed by selecting the date parameters like any other report. This makes it easier when changes after the statement date are made, but care needs to be taken to keep copies of statements that are sent to clients. Take advantage of the Save As PDF option to save your file copy of statements each month.
Aged Receivables Report
The Aged Receivables Report can now be printed at a selected date. If you need to review your aged receivables for a previous period you can do so.
Inventory Prices
A new feature in the Inventory section opens a page that lists all Sell inventory items so you can modify prices of multiple items. Previously each item was modified separately.
Track Inventory
Invoice Manager now has the ability to track inventory and calculate inventory on hand for items that are purchased and resold. It does not track components that are used in the manufacture of other items, just items that are purchased and resold.
Transfers to Cashflow Manager
Transfers to Cashflow are now a lot easier and form part of the Money In/Payment processing process in Invoice Manager. Transactions can also be allocated to multiple Cashflow Manager columns when recording the transfer.
Search Options
The Search options have been expanded to include Credit Notes and ‘Money In’ as well as sales Invoices in the Customer section, and Purchase Invoices, Purchase Orders and Returns in the Supplier section.
Customer/Supplier Diary
The Customer and Supplier Diary has been made a lot more accessible and functional to make it easier to diarize information about Customers and Suppliers.
Reports
All reports are located in a separate section. Choosing reports and options has never been easier.
Open Invoice Manager
Click on the program icon on your desktop to open the program. For more information see ‘Open the Program’ in ‘Functions Common to All Programs’.
To then open Invoice Manager, click on Invoice in the Select Account section of the Home page or click on the Invoice tab at the top of the page.
Create a New Invoice Manager Account
You will have already created your business file when you first started to use Simplazz 1-2-3. If you have recorded, imported or rolled over any information into the Cashflow Manager section please backup before creating your Invoice Manager account.
When you first click on the Invoice tab or select Invoice from the Home page, you will need to complete the information required for Invoice Manager. A Wizard will assist you to set up your Invoice Manager account. Each of the steps in the wizard will have instructions on what to do.
Note: If you [Cancel] the wizard you will be returned to the Home page as the information requested needs to be completed to activate the Invoice section.
1. Do you wish to import data from an existing Invoice Manager file?
If you do not want to import files from an earlier version of Invoice Manager, click the [No]
button.
If you are upgrading from an earlier version of Invoice Manager and you wish to import those files into this new ‘business’ file, click the [Yes] button.
The following steps are based on selecting [No] to importing earlier version files. For more information on importing files, see ‘Importing Data from an Earlier Version File’.
Click on [Next] to move to the next step.
S123-1309 65 2. Business Details: Record your Business Name and Number. Details already recorded in other
areas of the program will automatically pre-fill and any changes will apply across the whole program. Click on [Next] to continue.
3. Street Address: Record the street address of your business. Click on [Next] to continue.
4. Postal Address: Record the postal address for your business. If the postal address is the same as your street address, tick the Use Street Address checkbox. Click on [Next] to continue.
5. Congratulations: Click on [Next] to add the data you have just recorded to your Invoice account. The program will then open to the Customers page.
Import Data from an Earlier Version File
When you are creating a new Invoice account and select [Yes] to import an earlier version file, the following steps apply.
NOTE: You can only import one earlier version file, and the data will be imported into the same file as your Simplazz 1-2-3Cashflow Manager records so it is critical that you backup your business file before processing.
1. Import Invoice Manager Data: Select an Invoice Manager file to import: Click the [Browse]
button and select the file to import.
You can import Invoice Manager data or backup files. When you click on the [Browse] button it will automatically look for Invoice Manager data files (.im4). Click on the Down Arrow in the Files of type field to change your selection to import a Version 4 backup file (.bi4)
When you have selected the file click on the [Open] button to return to the wizard. Click on [Next].
2. Business Details: Record or update your Business Details. Details already recorded in other areas of the program will automatically pre-fill and any changes will apply across the whole program.
3. Street Address: Record the street address of your business.
4. Postal Address: Record or update your Postal Address. If the postal address is the same as your street address, tick the Use Street Address checkbox.
5. Congratulations: This is simply a message advising that you have completed the information and your information is now ready to import. Click on [Next] to continue.
You will be asked if you wish to backup the business file prior to importing the data. Click on [Yes] if you have recorded information in any other section of the program and have not backed up prior to importing. Process the backup. The data will then be imported and the program will then open to the Customers page.
If you choose not to import from an earlier version file when creating the Invoice account, you can do so later by selecting the File menu and select Import. Although we have included this option, we highly recommend that you import the file during the wizard process. If you want to do this but are not ready at this time, please [Cancel] and create the Invoice account when you are ready to proceed.
Menus - Invoice Manager
At the top of the page you will find the File, Tools and Help menus that provide you with functions to use from time to time. When you click on these menus, a drop down menu will appear. Position your mouse pointer over the option you require and click to select it.
The following is an overview of each menu item. More information on most items is available in the Help section dealing with the item’s application.
File
Create New Business File: Creates a new business file Password:
Open Existing Business File:
Options to add, change or delete a password Opens an existing business file
Backup: Creates a backup of your file
Restore: Restores a backup file
Import: Imports customer, supplier or inventory data. If you have not previously imported an earlier version file this option will also be included.
Export: Export customer, supplier or inventory information
Exit: Exit the Program
Tools (Customers/Suppliers) Purge Data
Invoice Layout Wizard
Purge records that are no longer active Create customized Invoices
Change Decimal Points Change from 2 to 3 decimal points for invoice calculations Move Invoice to Another
Customer (Supplier)
Move an invoice from one customer (supplier) to another
Remove Money In Remove ‘Money In’ transactions that have been applied to invoices.
Restore Default Column Widths
Restore the column widths in work areas back to the default widths
Undelete Customer (Supplier)
Undelete a customer (supplier) that has been deleted
Unfinalize Invoice Search:
Unfinalize an invoice that has been previously finalized Search for a transaction
Jobs List: Create and manage jobs
Email:
Setup Taxes Check Writer:
Create an email
Setup tax rates and groups for invoicing Select and setup checks to print.
Options: Refer to separate section on Options in Tips & Tricks – comprehensive options that can be used with your file
Help
Invoice Manager Help: Access the comprehensive program Help
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Website
Clear License Details About Simplazz 1-2-3:
Icons – Invoice Manager
See ‘Icons’ in ‘Functions Common to All
Options – Invoice Manager
Each section of the program
‘global’ options and others are specific to the section you are in.
To access the Invoice Manager Options you need to be in the Invoice section of the program.
Click on the Tools menu and select The following options are available:
Customer: Change the title to match you
or patients. Personalize the program for your type of customers.
Extra Column: If you require an extra column in your invoices, click in the checkbox for Show extra column on all forms
Use Check Writer:
will also affect Cashflow Manager Use Job Numbers:
Use Transfers: Turns the transfer function on and off.
can use this function to transfer Cashflow.
Business Details: Change the Business Name or Cash Invoice Settings:
Cashflow ‘Money In’ Record Cashflow as well as the
have cash transferred as you create the function or you also have the option to
Contact Details: Change the phone numbers, fax number and email address.
Currency Symbol: Change the currency symbol used in your business.
Customer Types Settings:
with different selling prices Invoice Layout Settings:
include a remittance advice on your invoices.
Link to the Simplazz 1-2-3 Website
Clear registration and activation information.
Information about your Simplazz 1-2-3 program
Invoice Manager
Functions Common to All Programs’.
Invoice Manager
Each section of the program – Cashflow Manager and Invoice Manager has Options
‘global’ options and others are specific to the section you are in.
To access the Invoice Manager Options you need to be in the Invoice section of the program.
menu and select Options, or click on the Options icon on the tool bar:
The following options are available:
Change the street or postal address.
Advanced Preferences: The following options are available after selecting Advanced
Picking Slip Name: Change the name to print on Picking Slips e.g. Packing Slip, Delivery
Change the title to match your business. For example, you might have clients, or patients. Personalize the program for your type of customers.
If you require an extra column in your invoices, click in the checkbox for Show extra column on all forms and then type the name for the column
Writer: Turns the Check Writing Option on and off. (This is a global option that Cashflow Manager).
Use Job Numbers: Turns the Job Number Option on and off.
Turns the transfer function on and off. When the transfer function is on you can use this function to transfer money received at the time of creating the invoice,
Change the Business Name or number.
Cash Invoice Settings: Select the settings for transferring Cash Invoice ‘Money In’
‘Money In’ Record. Options include to transfer all, none or selected cash receipts to as well as the Cashflow account and column for the transfer. Select ‘Transfer All’
have cash transferred as you create the invoice, “None’ if you wish to use the ‘Transfers’
function or you also have the option to make the decision at the time.
Change the phone numbers, fax number and email address.
Change the currency symbol used in your business.
Customer Types Settings: Select to use and record descriptions for multiple customer types with different selling prices.
Invoice Layout Settings: Select the default layout style for your invoices and wheth
include a remittance advice. Select a layout to use as the default. Upload a logo graphic to use
67 program.
Options. Some are
To access the Invoice Manager Options you need to be in the Invoice section of the program.
icon on the tool bar:
The following options are available after selecting Advanced
Change the name to print on Picking Slips e.g. Packing Slip, Delivery
r business. For example, you might have clients,
If you require an extra column in your invoices, click in the checkbox for for the column.
Writing Option on and off. (This is a global option that
When the transfer function is on you money received at the time of creating the invoice, to
‘Money In’ to the . Options include to transfer all, none or selected cash receipts to
Select ‘Transfer All’ to , “None’ if you wish to use the ‘Transfers’
Change the phone numbers, fax number and email address.
Select to use and record descriptions for multiple customer types
and whether to . Upload a logo graphic to use
Print Settings: Choose whether to use your pre-printed letterhead or print your company details. Also select margins and fonts for your invoices.
Microsoft Word Setup: Set up templates to print invoices etc. using MS Word 2000 or later.
Rename Business File: Change the file name.
Customer Types
The program allows you to record different Customer Types that can have different prices e.g. Retail and Wholesale customers. Use Customer Type 1 for your most regular customer group.
1. Click on the Options icon and select Customer Types.
2. Click on the checkbox for Use Customer Types.
3. Click on the checkbox for each customer type you wish to use and type a description e.g.
‘wholesale’ into the Description box.
4. Click on the [Save] button.
When adding or modifying a customer you can assign a Customer Type. This will appear when adding invoices and will default to the unit sale price for that Customer Type.
Invoice Layouts
The program includes standard layouts for your type of business (and you can choose whether to include your company details or print on your company's pre-printed letterheads)
The standard layouts include:
General Invoice – Item Code Layout
General Invoice – No Item Code Layout
Service Invoice
Service Invoice (Hours and Rates)
Professional Invoice
Medical Layout
You can view each of the invoice layout settings by clicking on the Options icon when you are in Invoice Manager. Then click on Invoice Layout Settings. Click on the [View] button next to Default Layout to view the selected layout. Click on the dropdown for the Default Layout, select an alternative layout and then click on the [View] button again to view the alternatives.
You can customize your layouts if the standard layouts do not meet your needs (see Invoice Setup Wizard), or
You can print some reports such as invoices to Microsoft® Word if you have Microsoft Word 2000 or later installed. Select templates by clicking on the Options icon and then Microsoft Word Setup.
Templates are located in the folders specified. You can use these, or create your own. If you create your own templates, click on the Browse button and browse to select your template files. More information is included in the section on ‘Printing with Microsoft Word’.
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Standard Layouts
To select a standard layout:
1. Click on the Options icon and select Invoice Layout Settings.
a. Click on the down arrow for Default Invoice and select the layout you require.
b. To include a Remittance Advice, click on the checkbox for Include Remittance Advice.
c. You can upload your corporate logo by “browsing’ to a .bmp, .jpg or .gif file on your computer. For best results use a 339 x 154 pixel image.
c. You can upload your corporate logo by “browsing’ to a .bmp, .jpg or .gif file on your computer. For best results use a 339 x 154 pixel image.