The Client Invoices / Finance Charges Window - Existing Tab is used to review, reprint, adjust, and reverse Client Invoices in Design Manager.
By default, the Existing Client Invoices Grid lists every Client Invoice recorded in Design Manager. A user can, however, choose to only display Client Invoices with a current Balance Due by selecting the Open Only option in the bottom right corner of the window. Client Invoices are listed in descending Invoice Number order so that the most recently posted Invoices are at the top of the grid. However, the Existing Client Invoices Grid can be sorted by the majority of the columns simply by clicking the column heading. The grid has the following columns:
|•||Tag: This column is used to tag the invoice(s) that you wish to do a function with. Tag a single (or multiple) invoices, then right click to see your options (learn more about right click functions here). |
|•||Sent Status: After sending an invoice via email, this column will show the last sent date, time and recipient. You can also right click and choose to manually update the status. Options for other ways to send the document are available; such as, USPS.|
|•||Invoice Number (Inv. No.): The unique identifier of the Client Invoice within Design Manager. This number shows as underlined because it is a web link to open the document. Click on the link and the invoice will open in your web browser to view/print.|
|•||Date: The Client Invoice Date as entered by the user. As Sales Tax is recorded on a calendar-basis, it is the Invoice Date, rather than the Fiscal Month, that determines which month the Sales Tax for a given Invoice is to be paid.|
|•||Fiscal Month: The Fiscal Month into which the Client Invoice was posted.|
|•||Project/Order: The Code of the Project for which the Invoice was created.|
|•||Project/Order Name: The Name of the Project for which the Invoice was created.|
|•||Client Code: The Code of the Client assigned to the Project.|
|•||Client Name: The Name of the Client assigned to the Project.|
|•||Proposal Number (Prop. No.): If a Proposal Number is entered on the New Invoice Window - Invoice Tab when creating the Invoice, it will be displayed in this column.|
|•||Total Sale: The total Price to the Client for the Invoice excluding Sales Tax.|
|•||Sales Tax: The total Sales Tax to the Client for the Invoice, if applicable.|
|•||Deposit Applied: Any Deposit and/or Retainers applied to the Client Invoice will be displayed in this column.|
|•||Balance Due: The total amount due from the Client for the Invoice. The Balance Due is the sum of the Total Sale and Sales Tax less any Deposit Applied.|
|•||Transaction Description: The optional description regarding the Client Invoice that is displayed on many Reports for your reference.|
|•||Allow Payment: When an invoice is sent via email, your client will be able to pay the amount due online (if you are connected to a Design Manager payment processor). To allow client payment, this box must be selected. All invoices will automatically have this box selected unless you change the default settings in the Online Payment Settings window.|
|•||Send Later: Mark a document for Send Later to have it appear on the Review & Send window. All new or edited invoices will automatically be marked for Send Later. If the document is sent manually by tagging it and choosing the Send button, the Send Later check will be removed and the document will no longer be on the Review & Send window.|
|•||Has Been Reversed (Credited): If the Client Invoice has been reversed using the Credit Client Invoice function, "Yes" will be displayed in this column.|
|•||Reverse of Invoice Number (No.): If the Client Invoice is a Credit Invoice generated to reverse another Invoice, the original Client Invoice Number will be listed here as reference.|
|•||Manager / Salesperson: The Employee Code of the Manager/Salesperson responsible for the Client Invoice. The Manger/Salesperson determines which Employee will be credited for the sale on the Commission Report.|
|•||Style: The original Client Invoice format selected when printing and posting the Invoice.|
|•||Keyed By User: The User Name associated with the Password used to post the Client Invoice.|
|•||Keyed Date: The system date and time that the Client Invoice was recorded in Design Manager. The Keyed Date often differs from the Client Invoice Date.|
Re-Print: To Re-Print or view an invoice, select the underlined invoice number link. The invoice will appear in your web browser where you can use the browsers' functions to print if desired.
Adjust: Clicking the Adjust button will display the Invoice Adjustments Window where the outstanding balance of the selected Client Invoice can manually be manipulated as discussed in detail under Adjusting a Client Invoice.
Credit: Upon clicking the Credit button, one of two events will occur. Either the Reverse/Credit Invoice Window used to create a Credit Invoice in order to fully reverse an existing Client Invoice will be displayed. Otherwise a message stating why the Client Invoice selected on the Existing Client Invoices Grid cannot be credited or reversed will be displayed. Creating a Credit Invoice is explained in detail in Reversing/Crediting a Client Invoice.
Update: Clicking the Update button will display the Update Invoice window where the user can make several changes to the Invoice. For more information, see Updating a Client Invoice.
Multi-Print: The Multi-Print button is used to print multiple Client Invoices simultaneously. To do so, first tag the invoices to print on the Existing Client Invoices Grid. Next, select the Multi-Print button. The Preview Multiple Client Invoices window will appear. Here you can select the style of the invoice to print, decide if you want to show pictures or the payments made to the invoice. Select OK and then the invoices will open in your web browser to view/print.
NOTE: If the company default for use Letterhead is selected, the invoice preview will print as if to be printed onto letterhead; it will not include a company logo if loaded into Design Manager.
Send: When you have an invoice tagged, you will be able to send the invoice via email. Tag multiple invoices for a single project to send them all at once. Once tagged, click Send to email the invoice(s).