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There is a demo movie walk through for this section as well. See http://www.k-billing.com/movies/ for details!
Start kBilling® and click Edit, then Settings from the menu on the main window
The settings window should open
Click "On" and set a password. PASSWORDS CANNOT BE RECOVERED SO REMEMBER WHAT YOU ENTER!
These text areas hold information about your company. The left box is typically used for your company return address and name and the right box for items like phone number, e-mail address, etc. However, there are no requirements - use these boxes in any way you wish. Just keep in mind that the contents in these boxes get printed on every invoice.
|•||Confirm on exit (check)|
Check this box to display a confirmation message when closing kBilling®. Doing this prevents accidental closing and loss of un-saved information.
|•||Do not check for updates at start (check)|
By default, kBilling® checks for new versions by contacting the K Software web server. No personal information of any kind is sent to the server during this check! Check this box if you do not want kBilling® to perform this check at start.
|•||Generate Invoice/Customer Numbers Randomly (Check boxes)|
Check one or both of these boxes if randomly generated (non-sequential, but unique) customer and/or invoice numbers are right for your business. If there are no check boxes here the customer/invoice numbers will be generated sequentially.
|•||Next Invoice/Customer Number (Text Fields)|
If invoice and/or customer numbers are generated sequentially, these fields allow the start values to be set. Invoice and customer numbers must always be unique.
|•||Prefix invoice/customer numbers with (Text Fields)|
Invoice and customer numbers may optionally be prefixed with a letter. Enter any letter or group of letters here. You can also use date related macros:
|•||%yyyy: Will be replaced by the year Value, 4 digits.|
|•||%yy: Will be replaced by the year Value, 2 digits.|
|•||%mm: Will be replaced by the month Value, 2 digits.|
|•||%dd: Will be replaced by the day Value, 2 digits.|
|•||%hh: Will be replaced by the hour Value, 2 digits.|
|•||%ii: Will be replaced by the minute Value, 2 digits.|
|•||%ss: Will be replaced by the second Value, 2 digits.|
For example, use C%yyyy- and if it the year 2008, your next customer number might be C2008-1000 - this way you can always track when invoices or customers were added just by looking at the invoice number. You can include multiple macros - to include the month: C%yyyy%mm- (the hyphen isn't required, it just separates the sequential part nicely for quick viewing).
|•||Date Mask (Text Box)|
For users who do not wish to use the default US date format of Month-Day-Year may change the date format here. Use MM to represent month, DD to represent day and YYYY to represent year. Any separator character may be used (- is the default).
|•||Default Invoice and Customer Country (Text Box)|
To include a default value in the "country" field of any address. Blank by default.
|•||Customer Defaults (Series of checkes)|
These settings are all available per customer. Choose the settings to be used when new customers are created. If you want to update existing customers with the options you choose then click the Update All button. Keep in mind that it will update options on every customer in your database.
|•||State List Behavior (check & Drop-Down Field)|
For users who have a large number of products, it is best to not display the full list in drop-down menus. Checking this option disables the product drop-down menus (the search from the invoice item window will still work). If the box is unchecked then you can choose how to sort your product lists that appear in drop-down boxes.
|•||Default Printers (Drop-Down Fields)|
You can choose separate printers to be the default for invoices and statements.
The email tab holds all the settings required to send out invoice emails. If the workstation kBilling® is installed on isn't connected to the Internet or the email features of kBilling® won't be used, skip this section.
|•||SMTP Server - Sometimes called the 'outgoing mail server', this setting is the same used by any email client (Outlook, Outlook Express, etc). If this value is unknown, please consult your ISP (Internet Service Provider).|
|•||Port - This value is almost always 25. Only modify this value if instructed to do so by your ISP.|
|•||Username/Password - Outgoing mail username and password. Most users can leave this field blank. If email errors occur, try filling in the username/password from your ISP - the username is typically your email address.|
|•||Preset Settings - A list of email providers that we've included the server settings for. These are correct to the best of our knowledge - please defer to your ISP and enter your own values if needed.|
|•||Use SSL/TLS - Encryption support for sending email - only use this if your server supports it. GMail requires SSL, your ISP may as well.|
|•||Use CRAM - CRAM/MD5 is a different type of authentication - use only if your ISP tells you that this setting is appropriate.|
|•||Send Test Email - Use to test your email settings. When you click the button, a test email will be sent to the address you enter - the test email only contains "This is an email setting test from kBilling®".|
|•||Default Email Format - This applies to Statements as well|
|•||Send Invoice as Email|
This sends the invoice (or statement) as an image embedded in the email. If the customer's email client is set to display images, they will see the invoice (or statement) as soon as they open the message.
|•||Attach PDF Invoice to Email|
This attaches as PDF version of the invoice (or statement) to an email. PDF is preferred because of it's superior printing capability but it does require a PDF reader to be installed.
|•||Attach Text Invoice to Email|
Attaches a plain text invoice (or statement) to the email. Most formatting is lost with the text version.
|•||Attach Image Invoice to Email|
Attaches a PNG format image version of the invoice (or statement) to the email
|•||Default Invoice Email Settings|
The From: address in all invoice emails. This email address must exist! Separate multiple addresses with a semi colon (;).
Include any email addresses here to receive a secret "blind carbon copy" of every invoice & statement email sent. This is useful for verifying that invoice emails are sent and for keeping a record of email correspondence. Separate multiple addresses with a semi colon (;).
The default subject for all invoice email.
The default body text for all invoice email. If the default email format "Send Invoice as Email" is selected, anything put here will be included in a text attachment to the invoice email.
|•||Default Statement Email Settings|
The From: address in all statement emails. This email address must exist! Separate multiple addresses with a semi colon (;).
The default subject for all statement email.
The default body text for all statement email. If the default email format "Send Invoice as Email" is selected anything put here will be included in a text attachment to the statement email.CC Info Tab
If the online payment processing feature of kBilling® is not being used, skip this section.
kBilling® offers integration with Plug N Pay, Verisign Payflow Pro (Now owned by PayPal!), IPPay, GoToBilling and Authorize.net for accepting credit cards. An account with one of those three companies is required for this section!
|•||Credit Card Processor (Drop-down list)|
To take credit card payments (always assumed good) without a payment processing vendor select the default settings "Manual - No Internet Gateway". However, selecting the manual option will not cause any credit cards to be charged!
|•||Partner Information (Text Box)|
Applicable to Verisign Payflow Pro users only. Enter the "Partner" ID that Verisign assigned.
|•||Username/Password (Text Fields)|
Enter the username and password for the credit card processing account here.
Several processors (Plug N Pay, Authorize.Net) have an optional email address field to receive charge notifications. Enter an email address here to take advantage of that feature.
The Ship tab allows the adding and editing of shipping types that appear in a drop-down list on the invoice. Click New Option to add to the list or select an existing option to edit or delete it. There is no pricing information associated with the shipping option as shipping cost is added per invoice.
The Searching tab contains the default search values for the Customers, Products, Invoices and Recurring Invoices tabs. The fields here correspond directly to the search fields on the main window.
|•||Default Invoice Template (Drop-down Box)|
The invoice template that is set for new invoices (you can change it per invoice, though). The button below the drop-down labeled "Set All Templates" updates all invoices to the selection in the box above.
|•||Default Payment Type (Drop-down Box)|
The default payment type value for new customers and invoices. To update all invoices and customers already created click the Set All button.
|•||Default Payment Terms (Drop-down Box)|
The default payment terms value for new customers and invoices. To update all invoices and customers already created click the Set All button.
|•||Open Currency Configuration (Button)|
kBilling® uses Windows to determine currency formatting but does store the formatted values locally. Click this button to open the Windows Control Panel to select a new currency. If you change your currency symbol after you've created invoices, you need to click the Sync Currency Formatting button
|•||Open Default State List (Button)|
The values in this list appear in all "State" drop-down menus. By default the State list consists of all US States and territories and Canadian provinces. The default values can be changed or replaced all together.
|•||Print after payment (Check)|
Will enable a print dialog automatically after a payment is successfully posted.
|•||Link Addresses (Check)|
If checked kBilling® builds the BillTo/ShipTo addresses on qutoes and invoices with the individual address parts typed in. Uncheck if you want to add free-form data into the BillTo/Shipto fields.
|•||Print due dates on invoices (Check)|
Check to have a field named "Due Date" printed on invoices.
|•||Past Due Grace (Text Box)|
Type the number of days past the due date an invoice needs to be before marking it "Past Due". The default is zero.
|•||Invoice/Statement Printers (Drop-down Box)|
The printer(s) attached to your computer to use for invoices, quotes and statements. Quotes use the invoice printer.
|•||Default Invoice Note (Text Area)|
The note text that will appear in the Invoice Notes sections for new invoices (note, changing this value does not retroactively change all invoice notes already stored - you do that by clicking the Global Note Update button, but be careful as it will replace any invoice notes already on the invoice).
|•||Invoice Display Texts (Multiple Text Boxes)|
To change the various texts that appear on the printed invoice, change these values.
|•||Default Tax Rate 1 (Text Box)|
The default rate of tax 1. Item can be marked "non-taxable" on a per invoice basis.
|•||Default Tax Rate 2 (Text Box)|
The default rate of tax 2. Item can be marked "non-taxable" on a per invoice basis.
|•||Tax 1 Text (Text Box)|
The name of the tax. GST, VAT, PST, or just plain "Tax".
|•||Tax 2 Text (Text Box)|
The name of the second tax. GST, VAT, PST, or just plain "Tax 2".
|•||Always Show Tax 2 On Invoices (check)|
Some users may not want to use a second tax at all. If that is the case, don't check this option. If checked, the tax 2 box always shows (even if tax 2 is 0)
|•||Apply Tax 2 to Invoice Total AND Tax|
Select this option if you want tax 2 to be calculated on the sum of the invoice total and the amount calculated from tax 1.
|•||Tax Invoice Total Including Shipping|
Select this option if you want to tax shipping charges.
|•||Set new products taxable|
Default tax options for new items added to the Product/Services list.
Outside the United States it is sometimes necessary to put "TAX INVOICE" on invoice documents. If you need to display that on invoices or just want to change the title to something else, change this field.
Displayed at the top right of the printed quote.
An image in JPEG or BMP format to be used in the invoice templates that support it. An image can be anything from a logo to a company banner. Keep in mind image size concerns. The smaller the better, and most invoice templates don't allow for much larger than a 2 inch image. Some experimentation will be needed to get a good looking result. Using images on invoices really isn't recommended. The invoices print and email much faster without embedded images. If you need help getting an invoice image to work, just email firstname.lastname@example.org and someone will try to help!
|•||Bill To/Ship To Address Format|
See the section on Macros for a list of variables you can use in here. This setting used to transform individual address pieces (like city and state) into an address "blob" that gets printed on the invoice. Some non-US users might want to eliminate the State from the address all together, for example.
|•||Always display Ship To on invoices|
Check to make sure Ship To is always shown on the printed invoice regardless of shipping cost or type being set.
Shown on some invoice templates in the bottom margin of the last printed invoice page.
Shown on some quote templates in the bottom margin of the last printed quote page.
|•||Open Template Directory|
Click to show the directory that contains the invoice templates. See the section on customizing invoices for more information.