Regular Invoicing |
  
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Regular Invoicing |
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Workflow
In the 'Clients' tab, select your chosen client and then select ‘Sites’. Now select ‘Invoice Regular’.
Invoice lines are numbered and will appear on the invoice in order.
‘Qty’ - Usually 1
‘Total Charge’ - Qty x Charge. You cannot alter this field.
‘VAT Rate’ - Defaults to rate 1; F5 will give you a pick list of rates. May be selected on a line by line basis for times when a new rate comes into force and old invoicing still to be done.
‘Budgeted Costs’ - Only shows amounts if costs have been entered through the ‘Costings’ button at the bottom. This is a way to apply costs for this line. Normally used for items like Window cleaning by a sub contractor. Most lines would not have costs and can be ignored.
‘Your Ref’ - If you would like a reference to be shown on the invoice regular, enter it here. e.g. If you have an order reference for the contract.
‘Last Price Increase’ - Date this charge was last increased.
‘Next Review’ - Next review date for the charge.
‘Expires (Order No)’ - Normally only used on Order No. lines which have an expiry date.
‘Oddity Check’ – If this box is ticked and a reason entered a reminder will be displayed whenever this line is included on an invoice.
‘Costings’ - A budget to a particular invoice line can be set up using this button. For more information on setting up Budgets click here.
‘Worksheets’ - If worksheets have been set up for this site you can attach them to a line on the regular invoicing using this button. For more information on setting up Worksheets click here.
‘Amendments’ - This is a log of invoice amendments for this site, it details when they were amended, who by and the details of the amendment.
‘Supplementary No.’ - This is a way to create multiple invoices for the same Site. Any line or lines can go to a supplementary invoice, i.e.
Lines 1 & 2 on one invoice
Lines 3, 4 & 6 on a second invoice and line 5 on a third invoice
Enter the supplementary Invoice No. you want this line to appear on. 0 (zero) & 1 (the default) are the same and both will go on the same invoice.
‘Next Due’ – When this line is to be next included. Press F5 and select the first week of the next blue ‘Required’ cycle. If this is a Monthly cycle it may show a few days before the actual month, this is ok, it is only representative, only the Month will appear on the invoice. If you know the diary week number just type it in. Please Note: When the invoice has multiple lines EVERY line must have a Next Due Date.
Special Lines - If you do not have enough space on a line for the text, Add a line above or below with the buttons at the bottom and enter the special ‘Product Ref’ of #, this changes the line to a note field with no charges printed. # lines STILL REQUIRE a Cycle, ‘Include Every’ and ‘Next Due’ fields to be completed.
Once the invoice regular page is completed press OK & Exit to save the changes and return to the site screen.
Opening Invoice Cycle & Making Amendments
In the ‘Invoicing’ tab, select ‘A. Invoice Cycles’
Click ‘Yes’ to continue to open the cycle. The system will then create the current invoices.
Note: If there are any invoice lines that are not included in this cycle, a box will appear to inform you of them; you can choose to either ‘View’ or ‘Print’ this information which will give reasons for their lack of inclusion.
Now select ‘All Sites Summary’
Note: If any oddities were set up initially, they will appear in a box for you to check.
‘Man Address’ - This allows you enter a manual address which is different to the default address which is set up when creating the client. Within this option you can choose to copy either the client or site address. If this is a multi-site Invoice then a prompt to select the site is issued.
‘Preview’ - You can preview the invoice that would be sent out by selecting your relevant client/site and pressing this button.
‘Query’ - Pressing this put the screen back into ‘Query’ mode so that adjustments cannot be done without pressing the ‘Modify’ button.
‘Add’ - Allows you to add another invoice to this cycle for a client/site.
‘Delete’ - Allows you to delete an invoice from this cycle.
‘Cancel’ - Allows you to cancel a change you are currently making.
‘Transfer’ - This allows you to transfer an invoice from this current cycle to the one off invoices. The next due date will be updated when the invoice is transferred.
‘Oddities’ - Allows you to view the oddities that are connected to this invoicing cycle.
‘Update Invoice Total’ - This updates the invoice total and puts this screen back into ‘Query’ mode, to add, delete or transfer invoices, you will need to press ‘Modify’ to continue.
Invoicing in Stages
The Hold flag in Invoice cycles allows for invoicing in stages. This can be globally changed but defaults to not set. The Post/Print option will scan the entries in the current cycle and all those that are not on hold will be converted to Invoices. This can be run as many times as necessary during a cycle with different invoice dates if required. The cycle will still need to be closed before any other cycles are opened. The cycle can only be closed once all entries have been posted/printed. If an Invoice is to remain on hold but you wish to close the cycle, use the Transfer button to move it to One Off Invoices.
Posting Issued Stores & Previewing Invoices
In the ‘Invoicing’ tab, select ‘A. Invoice Cycles’ and choose the correct ‘In Progress’ cycle, now select ‘View Issued Stores’
‘Dep’ - This states which internal depot items would come from, you may have more than one depot.
‘Doc Num’ - This is the document number the stock items match up to.
‘Sold/Del’ - The date the items were sold or delivered.
‘Int/Ext’ - This states whether the item has been ordered from the Internal Depot ‘I’ or from an External Supplier ‘E’.
Press ‘Exit’ when you have viewed issued stores and made any amendments.
Now select ‘Post Issued Stores’, choose whether you would like to view the stock to be posted before posting by selecting ‘Yes’ or ‘No’ (If you have just viewed issued stores above select ‘No’).
The stock will now be posted to invoices.
Previewing Invoices
Select ‘Preview Invoices’, to select a specific client use the ‘F5’ button in the select clients field, to view all clients leave blank and select ‘Ok’. Now select the printer option you want to view the invoices in and select ‘Print’.
In the ‘Invoicing’ tab, select ‘A. Invoice Cycles’ and choose the correct ‘In Progress’ cycle, now select ‘Post/Print’ to post all invoices not marked Hold.
You will now be asked if you would like to ‘Run Summary?’, select ‘Yes’ if you would like to view a summary of the invoices, select ‘No’ if you would like to continue without viewing the summary.
A box will now appear with details of the ‘Posting Totals’, press the ‘Close’ button.
Only when all invoices have been posted can the cycle be closed by clicking Close Cycle.
Overview
•Enter Invoice lines (skeleton lines) via the ‘Sites > Invoice > Regular’ button. This is only required when a new site is added or permanent changes are required. See Regular Invoicing for further details.
•Open the Invoice Cycle from ‘Invoicing > A. Open and Work on Invoice Cycles’ Select the next ‘Required’ period.
•Browse raised invoices from ‘All Site Summary’ and make any amendments for the period. The raised invoices are copies of the Regular invoices so any permanent changes must also be made to the regular lines.
•If stores are to be included, add issued stores to invoices ‘Add Stock to invoices’
•Run ‘Summary’. If reconciling with an old system print the ‘Print by Site’ report at the bottom.
•Post / Print’ this is the final (no going back) stage for invoices not on hold. Invoices are numbered, ledgers updated and ‘next dues’ updated.
•Only once all invoices have been posted can you ‘Close Cycle’. The Calendar is marked Completed.
Skeleton Invoices
Skeleton invoices need to be set up in ‘Sites > Invoice Regular’. Invoices are included in a cycle when the Next Due week is in the Cycle or before.
Lines are numbered and will appear on the invoice in order.
The first time you enter this screen it will automatically go into Create mode and add line 1. The cursor will land on ‘Product Ref’, this must be a Reference Code that exists in ‘Stock > E. Maintain Stock’. Press F5 on this field to select the item, or if you know the Ref just type it in.
Tip: Use the Enter or Tab keys to move through the fields in order.
Example:
‘Text on Invoice’ Defaults to the description set up in ‘Stock > E. Maintain Stock’ but you can change the text if required.
‘Qty’ - Usually 1
‘Each’ - Charge per item
‘Total Charge’- Qty x Charge. You cannot alter this field.
‘VAT Rate’ - Defaults to rate 1; F5 will give you a pick list of rates. May be selected on a line by line basis for times when a new rate comes into force and old invoicing still to be done.
‘Budgeted Costs’ - Only shows amounts if costs have been entered through the ‘Costings’ button at the bottom. This is a way to apply costs for this line. Normally used for items like Window cleaning by a sub contractor. Most lines would not have costs and can be ignored.
‘Last Price Increase’ - Date this charge was last increased.
‘Next Review’ - Next review date.
‘Expires (Order No)’ - Normally only used on Order No. lines which have an expiry date.
‘Oddity Check’ – If this box is ticked and a reason entered a reminder will be displayed whenever this line is included on an invoice.
‘Cycle’ – Identifies the cycle in which this line is included. You can have up to 9 Invoice cycles. Examples: Monthly in Advanced, Monthly in Arrears, 4 Weekly etc.
‘Include Every’ – How often this line is to be included. Normally 1 followed by the Cycle frequency say ‘Mth’. If windows are cleaned every 2 Months enter 2 and CleanLink will automatically add the line every other month. The frequency must be the same as the Cycle (If cycle Monthly, enter Mth, if cycle Weekly enter Wk).
‘Supplementary No.’ - This is a way to create multiple invoices for the same Site. Any line or lines can go to a supplementary invoice, i.e.
Lines 1 & 2 on one invoice
Lines 3, 4 & 6 on a second invoice and line 5 on a third invoice
Enter the supplementary Invoice No. you want this line to appear on.
0 (zero) & 1 (the default) are the same and both will go on the same invoice.
‘Next Due’ – When this line is to be next included. Press F5 and select the first week of the next blue ‘Required’ cycle. If this is a Monthly cycle it may show a few days before the actual month, this is ok, it is only representative, only the Month will appear on the invoice. If you know the diary week number just type it in.
Special Lines - If you do not have enough space on a line for the text, Add a line above or below with the buttons at the bottom and enter the special ‘Product Ref’ of #, this changes the line to a note field with no charges printed. # lines STILL REQUIRE a Cycle, ‘Include Every’ and ‘Next Due’ fields to be completed.
Invoicing odd periods - If you have a client who insists on being invoiced Monthly but for 4 weeks for two months and 5 weeks for the third month (4,4,5) put them on a monthly cycle to Include every ‘1 Mth’ with a line of ‘4 Qty’ and the weekly charge. Add an Oddity Check and put in the reason ‘Change every Jan, Mar, June & Sept to Qty 5’. Then just change in the cycle every 3 months.
If you have a client who must be invoiced for a 4 week period set up a cycle for the correct 4 week period.
(On Monthly Cycles select the first week of the highlighted period)
Example of 3 Invoice Cycles:
Tip: It is best to standardize the invoicing to YOUR system not the clients. Most customers will accept your system if you explain it. You don’t want to end up with numerous invoice cycles. Try to educate the customer.
