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Invoice Detail

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kBilling® invoices are both simple and very flexible. The only thing required on an invoice is a customer name!

 

First, let's have a look at the toolbar

 

 

Save [F2]

Though the invoice is saved automatically when adding new items, if you change other invoice details you will need to save them! Click the save button or press F2 on the keyboard to save the invoice at any time.        

 

Print [F3]

This prints an invoice directly to the default windows printer using the invoice template currently selected. Click the print button or press F3 on the keyboard to print an invoice.

 

Email [F4]

Clicking the Email button will produce two different results depending on the check being present in the "Never prompt for invoice format" box in the email settings. If the check is not present, a new window will open and display the email address, subject, body, attachments and allow you to choose how to send the invoice to the customer. If the check is present, the defaults for email address, subject, body, and format are used and any associated documents are attached to the email.

 

Open the default email settings by clicking the Settings menu item on the invoice window or Edit -> Settings on the main window and click on the Email tab to view the invoice format preference.

 

Preview [F5]

Click the Preview button or press F5 on the keyboard to see what the print or email invoice looks like.

 

New Item [F6]

Click the New Item button or press F6 on the keyboard to add a new line item to the invoice. Refer back to the section above this one in the Invoices chapter entitled "Editing an Invoice" to get more information on adding line items to the invoice.

 

New Doc [F7]

Documents of any type can be associated with an invoice. These might be word processor or text documents describing detailed work being billed, images, or any other type of file. It is important to note that associated documents are sent with the invoice email! Click the New Doc button or press F7 on the keyboard to add a new document to the invoice.

 

Payment [F8]

Click the Payment button or press F8 on the keyboard to open the payment window and post a payment to the invoice. See the  section entitled "Taking Payments" for a detailed look at posting payments in kBilling®.

 

Void [F12]

Voiding an invoice essentially deletes it from the sales record but keeps a copy in the database for reference. Totally deleting an invoice is possible, though not recommended, through the Controls menu at the top of the invoice window. Click the Void button or press F12 on the keyboard to void an invoice.

 

 

The Invoice Window

 

 

 

View Customer (button)

View the customer record. Unavailable if the customer isn't stored in the customer database.

 

View Statement (button)

View the customer's Statement if they have one. Unavailable if the customer isn't stored in the customer database.

 

Customer drop-down

A list of Active customers. Choose from this list and all contact and address fields will be filled in automatically from the customer record.

 

Customer Name

The name of the customer on the invoice. This doubles as the Bill To: name.

 

Contact Email

Email address of customer.

 

Email / Print Template

This is the template that will be used to generate the email and print versions of the invoice. These templates are constantly changing and new ones are being added. If you would like a custom invoice template, see the Customizing Invoices section.

 

Emailed

The date the invoice was last emailed (or Never if it hasn't been emailed).

 

Printed

The date the invoice was last printed (or Never if it hasn't been printed).

Extra Tab

 

 

Account Balance

The sum of all the balance due on all invoices.

 

Account Credit

The total amount of available credit the customer has.

 

Add Previous Balance (button)

Click to "forward" previous balances to this invoice. This will prompt and optionally apply a penalty fee. Set the penalty fee and automatic inclusion of previous balances in the customer record (click the View Customer button to open the customer record).

 

Use Customer's Credit (button)

Click to a credit to the invoice (if any is available). You can add credit to a customer's account through the customer record (click the View Customer button to open the customer record).

 

Payment Terms

Payment terms of the invoice. Options are:

None - Nothing printed on the invoice and the due date is unchanged.
On Receipt - Printed on the invoice and the due date changed to the invoice date.
NET-X - Payment due X days after the invoice date, the due date is automatically changed.
1STMONTH - Sets the due date to the first day in the month following the invoice date.
NET-30M - Sets the due date to the last day in the month of the invoice date.

 

 

PO#

Purchase Order Number. Displayed on the invoice if present.

 

Sold By

Sales person's name, number or any other information. Displayed on the invoice.

 

Tax Rate

The tax rate for this invoice. The default value is pulled from the customer record if present and system settings if not. Set the default system tax rate from the global settings window accessible by clicking in the Edit menu option on the main window and then on the Settings -> Invoices tab.

 

Bill To: / Ship To: Tabs

 

 

The Ship To tabs contain address information. All fields are optional.

 

Check the box next to Same as Billing Address if the shipping address is the same as the billing address and the Ship To address will not show on the invoice.

 

Use the Other field under the state drop-down if the state or province for your customer does not appear in the list.

 

Ship By

 The shipping method used to ship the products on the invoice. Printed on the invoice if present, options are configured in system settings. Add more shipping options from the global settings window accessible by clicking in the Edit menu option on the main window and then on Settings -> Ship tab.

 

Ship Other

Free-form text field for adding a custom invoice-specific ship type. Use this if you do not want to configure shipping types globally.

 

Shipping Cost

The cost of shipping the products on the invoice. Printed on the invoice and included in the total if present.

 

Recur Tab

 

 

The Recur tab is only used if you want to create the invoice on a regular basis. Think of recurring invoices as invoice templates that are used to generate new invoices at given intervals.

 

Recur (Drop-down list)

This is the list of intervals at which the invoice can recur. Make your selection!

 

Next Invoice

Next Invoice takes a date value. This is the date the recurring invoice will be generated next. To immediately generate a "Pending" invoice, put today's date in this field.

 

Last Invoice

Last Invoice is also a date field. This field indicates the date to stop recurring the invoice. Leave this field blank to recur until the invoice is voided. Type a date value in or click on the button to display a calendar and select the date.

 

Generate new invoices X days before Next Invoice date.

Enter the number of days before the Next Invoice date that you want the recurring invoices to be "ready" for generation. Use this field if you are mailing invoices and need to print invoices several days before the actual invoice date.

 

 


 

Beside the top tabs you will see the above section of the invoice window that provides a quick glance at the invoice status, invoice number, invoice date and amounts due on the invoice.

 

 

Status

This indicates the status of the invoice. This value is not shown on printed or emailed invoices.

Possible values:

Pending

Pending is the default status for newly created invoices. Any invoice in status Pending has not been paid in full nor has it been voided, and has not been marked to recur. Pending status can be thought of as "pending payment".

Paid

The invoice has been paid in full from credit or from payments posted.

Recur

The invoice is set to recur at a given interval. Remeber that recurring invoices are only template invoices and payments cannot be posted directly to them. See the section entitled "Recurring Invoices" for a detailed explanation of recurring invoices.

Forwarded

Forwarded invoices have had their balances moved to another invoice. Forwarded invoices cannot accept payments.

 

Invoice Number (#)

A unique invoice identifier. This value is a number optionallty prefixed with a letter or set of letters. You may leave this field blank to have kBilling® generate invoice numbers for you. Invoice numbers can be sequentially generated, randomly generated or manually input. Automatic invoice generation settings are accessible from the Edit menu on the main window, then Settings -> Misc tab.

 

Invoice Date

The Invoice Date is the date that appears on the invoice (in addition to the due date). By default, it is the day the invoice was created. Type a date value in or click on the  down-arrow button to display a calendar and select the date.

 

Due By

The due date of the invoice. Note the optional printing of this date on the invoice with the check next to the calendar button. To change the due date, simply type in a new date or click on the  down-arrow button and select the new date from the calendar.

 

Print Due Date (check)

Uncheck if you do not want to print the due date on the invoice

 

Balance Due

The total on the invoice minus any payments or credits gives the balance due.

 

Items Tab

 

 

The items tab on the bottom half of the invoice window is a list of items currently on the invoice. The button to the left of the list is a shortcut button for adding a new invoice item. Double click on any invoice item to view or edit the item detail.

 

Payments Tab

 

 

The payments tab on the bottom half of the invoice window is a list of payments applied to the invoice. The button to the left of the list is a shortcut button for posting a new payment. Double click on any payment to view or edit the payment detail.

 

Attached Documents Tab

 

 

The attached documents tab lists any documents (files) that are associated with the invoice. The check next to the invoice document indicates whether or not to send the document with emailed copies of the invoice. You can associate any type of document with an invoice.

 

Notes Tab

The email log tab shows a history of dates the invoice was emailed.

 

 

The notes tab provides space for a free-form note to be included on the invoice.