The Invoice Editor window opens when creating a new Invoice, and also when opening an existing Invoice either from the Invoice Creator or the Invoice Manager.
THE INVOICE HEADER
Open Project/Media Order: To open the related Project or Media Order, click on the dropdown menu icon on the top left corner, right next to the Project/Media Order name.
Fiscal Year: If enabled, the Fiscal year will show on the top left corner of the Invoice Editor. This option is enabled in the Server Setup > General tab > Divisions button, and needs to be manually modified at the beginning of every fiscal year. Use in combination with the Reset Invoice Numbers option (in Server Setup > General tab > Divisions), to tell the system what the next invoice number should be for the new fiscal year.
Number: farmerswife assigns an automated Invoice Number (latest Invoice Number increased by 1). At the beginning of the implementation when configuring the Invoice Module, use the Reset Invoice Numbers to establish the Invoice Number and the Credit Note Number that farmerswife should take when creating your first invoice. If the setting Assign Invoice Number When Creating is set to No in Server Setup > Financial tab, this field will show a 0 in the Invoice Creator. The number will be assigned as soon as the Invoice is moved to the Invoice Manager. This number can be changed, unless the setting Invoice Number Read Only is enabled (in Server Setup > Financial tab). Only numbers are allowed. Be aware that when entering a higher number farmerswife will automatically create the next Invoice Number increased by 1 from the last highest number.
PO: This is a modifiable field to enter your client's purchase order number. It is not linked to any field in Projects or Media Orders.
Job: The Project/Media Order name gets populated into this field. It can be modified. When a second invoice is created for the same Project the job will show (2) at the end, and so on.
Our Ref: The name of the Project/Media Order Creator (shown at bottom left of Edit Project/ Edit Media Order window) get populated into this field. It can be manually modified.
Due Date: The default due date (as configured in Server Setup > Financial tab > Due Dates) gets populated here, unless this value has been overridden at Client level (in the Client Details window > Payment Terms), or through the Set Due Days setting in the Closed Project/Done Media Orders pane. It can be manually modified.
Client: This is the Client Company to whom the invoice is being issued, and comes from the Client field in the Project/Media Order. It can be modified by deleting the value and typing the name of another Client Company. This is a search field, therefore if you need to add a New Client use the drop-down arrow next to this field to add it to the Contact database.
Number: This is the Client Number entered in the Client Details. As it is connected to the Client, if you change the Client of the Invoice the number will also change.
Your Ref: This information refers to the Client Contact and is pulled from the Contact field in the Project/Media Order source.
Fixed Price: To set a fix price on an Invoice, click on the Settings icon next to this field to open the Edit Fixed Price window. Modify the amount as required (by default shows the Invoice Total) and tick the checkbox to enable it. If a Fixed Price was already set in the Project, this option gets automatically enabled. The fixed price is applied to the Invoice Total, and a new field Total In Entries appears next to the Total showing the invoice total amount if no fixed price was applied.
Tax: The tax is populated from the Project/Media Order. It can be modified by clicking on the settings icon next to it to change the value and the name. Also you can choose whether the Tax should be calculated before Discount - see more details in the Invoice Creator chapter.
Address: The Address field will be filled in from the Clients Company contact Address field, unless the the value has been forced to be populated from a Contact Custom Field (see Closed Projects/Done Media Orders menu options).
Note: This information is populated from the Invoice Note or from the Note in the Projects/ Media Order (depending on your configuration in the Closed Projects/Done Media Orders menu options). It can be modified.
Custom fields: If additional fields have been created at Invoice level (in Server Setup > Financial tab), these will show in the Invoice header. Use the scroll bar to go to the right to see them. If the same custom field exists at the Project/Media Order level, the value from the Project/Media Order will be filled into the Invoice. Later changes at Project/Media Order level will not affect the Invoice custom field. Refer to the Server Setup manual for details on this option.
THE BOTTOM OF THE WINDOW
Template: The pre-defined Invoice Print Template will be displayed here. Click to choose a different print template for this invoice. See details in Printing an Invoice chapter.
Currency: Use this option to modify the currency of the Invoice. Click on the money icon to modify the exchange rate and the currency for this specific Invoice. This will only affect this invoice.
Division: Refer to the Divisions manual for details.
Created by: Shows the name of the User who created the Invoice plus Date and Time. The creator can be modified by clicking on the settings icon and choosing a new one from the list.
Pro Forma: If "Use Pro Forma Numbers" is enabled in the Server Setup > Financial tab, the Pro Forma number will show next to the Created By details.
Total: Total amount of all Invoice lines, excluding tax.
Total With Tax: Total amount of all Invoice lines, including tax.
Reports icon: Click on this icon in the bottom right corner to access the Print Designer. See chapter on Checking and printing an Invoice.
THE INVOICE LINES
The Details area displays all the lines of the Invoice, under the following columns (that can be shown or hidden, see Edit View further down):
From Details: The source name, e.g. Booking/Media Order name, or Budget Account/ Category name.
From Type: The source type, either Class Booking, Media Order, Service, Material or Expense.
Name: The Object name. Amount: The quantity.
Unit Name: The unit name, either day, hour, unit, fixed or other customized unit.
Sell: The sell rate.
Discount %: The discount percentage.
Sell Row: The sell total per line.
Note: The Note added at Object level, Budget line level, or Media Order Source Title (see menu options in Closed Project chapter)
Division: The Object's Division, if licensed. Tax: If tax is to be applied to the line.
Date: The detail date.
From Note: The Booking or Time Report note, depending on the option selected in the menu under the Closed Projects/Done Media Orders pane.
From Ref: The source reference.
From: PO: The PO entered at Booking level.
Credited Invoice Number: The original Invoice Number from which the Credit Note was created.
Discount (Calculated From List): This cell calculates the discount/markup on the line, if the initial price from Object Manager is modified (either in the Project or in the Invoice itself). Ref. Number: The running total, including all previous Sell Rows.
Type: The Object type, e.g. Suite, Editor, Material.
THE EDT WINDOW AND MENU
By double clicking on a line, the Edit window opens where you can add missing data or modify the amount, the sell price, etc.. To edit or add Invoice lines, click on the drop-down menu just below the Invoice header or do a right-mouse click anywhere in the details area.
Add: Opens the Object Browser where you can choose an Object that should be added to the Invoice.
Add Un-Referenced Object: Choose this option to add an item that does not exist in the database. The Edit window will appear to set the details: name, reference, buy and sell prices, amount (quantity) and unit, discount, tax (if it should apply tax or not), note.
Type: Here you can choose the usual Object types, such as User, Suites/Workstations (these names will vary if you have modified them). Here a description of how to use the Types that do not refer to Object Types:
- Re-entry Price: This is a type that is not to be chosen for an un-referenced line, it will come from a Re-entry price added at Project level. In the Edit Project window, by clicking on the Eye menu, you can choose to Add Re-Entry To the Invoice view e.g. from the Extras view (usually containing Services, Materials, Expenses). The system will add one single line to the Invoice view with the total amount of all extras found in that view, and will hide them from the Invoice view - if they were part of that view. When invoicing this Project, this new line will appear in the Invoice Editor as type Reentry Price.
Price Operator: Use this Type to add a discount to an Invoice as a fixed amount. When choosing this Type, you can add the amount to the Sell field with a minus sign in front. Make sure to deselect tax if this line should not be taxed.
- Fixed Price: Use this Type e.g. to add a fixed price line to an invoice. This Type does not allow negative amounts - for discounts use Price Operator (see above).
Prepayment: Usually Types Prepayment and Prepayment % are not to be chosen when adding an un-referenced line. These are the Types that get added to a line of an Invoice created through the Active Projects pane when choosing Create Prepayment Invoice. If this Type is selected for an un-referenced line in a referenced Invoice (a Project Invoice), when the Project is closed and a final Invoice is created, the system will deduct this un-referenced line of Prepayment.
Remove: First select the line that should be removed from the Invoice and then select Remove.
Set Discount: This option allows setting a Discount for multiple lines at once.
Add To Discount: To add up on to already existing Discount. E.g. if an Invoice line has 10% Discount and 4 is entered through this option, the Invoice line ends up having a 14% Discount.
Subtract From Discount: To subtract from each selected Invoice line the entered Discount percentage. E.g. if an Invoice line has 0% Discount and 10 is entered through this option, the line ends up having a 10% markup (or -10% discount).
Set Sell Rate: Allows changing the Sell Rate for multiple Invoice lines at once. Change Date: Allows changing the original date (the change won't affect the original Source).
Edit View: Use this option to show/hide columns in this area, and to re-arrange their order.
Sort Invoice Lines: Use this option to be able to sort your invoice lines. By default the Invoice Print Designer, sorts invoice lines by date, unless you use this option. This is specially useful when you need to put together jobs of the same kind, or all the expenses at the bottom, etc.
Settings > Allow Editing Invoice Lines In Table: If enabled, you can double click on any cellto edit it, instead of having to open the line Edit window.
Open As Spreadsheet: Click on the Open As Spreadsheet icon just above Total With Tax, if you need to export the displayed information of the Invoice Editor window into a Spreadsheet like MS Excel.