Invoices Help

Published on December 2016 | Categories: Documents | Downloads: 22 | Comments: 0 | Views: 510
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When you select the invoice option in the left hand side navigation bar, the first page you will see will display separate sections for Quotes, UnPaid, Partial Payments, Paid Refunded Payments and Cancelled Invoices.

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Invoices When you select the invoice option in the left hand side navigation bar, the first page you will see will display separate sections for Quotes, UnPaid, Partial Payments, Paid Refunded Payments and Cancelled Invoices. How do I creating a new invoice, quote or refund To create a new invoice, quote or a refund, click on the new invoice button on the right hand side of this screen. Please note the new invoice button should be used for quotes and refunds as well as invoices. This will open a new window and darken the main screen. At the top of this screen the drop down box next to Create New gives you the choice to select Invoice, Refund or Quote. Select whichever option is appropriate for the function you want to do. Next to the recurring option is a drop down menu. Is this a recurring quote, invoice or refund? If it is click on the arrow and you have a selection of frequencies to choose from i.e. Weekly, Biweekly through to Annually. If you select Weekly or Biweekly you can then select a specific day of the week and, if you choose any of the other options you can click on the calendar icon to the right of the box and specify a date for this activity to be automatically repeated. Create a title for the quote, invoice or refund. Just enter the details in the box next to title. Select who you want to address the quote, invoice or refund to. If they are already in your Contacts their details will appear when you type just the first couple of letters of their name. If it is a new contact or you haven’t previously entered their contact details, click on the ‘add contact’ option just under the box and follow the prompts. If you have updated your What’s On notes for a particular job and contact and entered an amount in the invoice section on that page, this information will appear in the ‘Completed Jobs to Invoice’ box on the right hand side of the window. To select this item, click the box to the left of the job and the invoice amount will automatically appear in the Line Item section. If you haven’t updated your What’s On notes, all you have to do is enter the quantity, the price and discount amount if applicable. You will then need to add an item description – i.e. the description of the product or service e.g. Supply of Widgets. This will automatically appear on your quote, invoice or refund. Next you will asked to enter the quantity and the unit price e.g. for supply of widgets it might be quantity 50, price 50p (0.5). The total amount will then be automatically calculated. If you provide a service, enter the number of hours/days etc as your quantity and the appropriate hourly/daily fee. Once completed, click on the add item button and the information will be displayed at the bottom of this screen as it will appear on the document to be sent to your contact. If you make a mistake just click on the rubbish bin icon to the right of the total amount column and re-enter your information.

Once you have finished, click on the edit button at the bottom of this screen, the screen will close returning you to the Invoice page and your quote, invoice or refund will appear in the relevant section on this page. Adding more than one item to your invoice, quote or refund You can add multiple items to your quote, invoice or refund. All you need to do is keep following the instructions above, click add item after each one and it will automatically update on the bottom of the screen. Can I add a Purchase Number or equivalent? Yes. To add an order/purchase/account number enter these details in the box for Labels i.e. Account Number 123456. How do I number my invoices? The quick answer is "you don't need to", by default Woosabi will simply sequentially count each invoice created in your account. By default you can see this in two ways. The first will be the reference number (Ref#) seen on each item listed in your Invoices module. When you then open an invoice (PDF) you can see this same number, top left just under you company logo. How do I manage invoice numbering? By default Woosabi will automatically number your invoices sequentially starting with 'Invoice: 1'. If you wish to add a unique prefix to each invoice you send, you simply need to click 'Settings', and select 'My preferences: Invoices', from which you will find a 'Invoice prefix' option box where you can add 'your prefix' and hit 'Save'. The result of this to each invoice you create will be a reference of 'Invoice: 'your prefix'/invoice number' How do I uniquely number my contacts invoices? Some users may want to tailor Invoice numbering and prefix for all or some of their contacts, providing a contact with their own unique invoice reference prefix. To enable this for a contact simply access the 'customer record card' and open the 'Details' tab. Near the bottom of this page you will find a section named 'Miscellaneous'. Here you can add a unique invoice prefix for the contact and if you want to start invoicing from a particular number then you can set this also (this is particularly useful to businesses new to Woosabi who wish to carry on their current invoice prefix from an existing contact relationship). Where can I view and send my quotes? When you have prepared your quote, the details will be displayed in the Quotes section at the top of this page. To send it to your contact select the drop down

box under status and change it to Sent. The date sent will automatically appear in the next column. Can I change a quote into an invoice? Yes. To change the status of a quote to an invoice. Select invoice in the status drop down menu and it will automatically move into the UnPaid section of your invoice page. To cancel the quote, select cancel in the same drop down menu. Can I print off a hard copy of my quote? If you want to print your quote to send to your contact, click on the printer icon located at the far right of this section. You will then have a series of prompts to follow to do this. Similarly, to print a label for your quote, click on the envelope label. Where can I see how many jobs have not been invoiced yet? Simple. Just take a look at the 'Business Objectives' section of your 'What's On' page. This will not only tell you how many completed jobs are awaiting to be invoiced, but also if any invoices have been generated but have not been sent. Sending my UnPaid invoices All of your prepared invoices will initially be displayed in your UnPaid invoices section. Under the status option the drop down menu provides you with six options – unsent, email, sent, paid, part paid and cancelled. If you select the email option your invoice will be sent to the email address for the contact immediately with the following message:
Dear (Contact Name), Your latest invoice is ready for payment, as we're doing our bit to be kind to the environment we're now sending out all our invoices via email. Click below to view and print your invoice: http://mug.woosabi.com/invoices/MTBfNjcw If you have any problems viewing the invoice please drop us an email! Many thanks, (Your Name and Contact Details) This automatic online invoice was generated using Woosabi http://www.woosabi.com

The date sent will be automatically logged.

When you have sent your invoice via an alternative method to email, click on the drop down menu under status and select sent. Again the date sent will be logged automatically for you. How can I print my invoice? If you want to print your invoice to send to your contact, click on the printer icon located at the far right of this section. You will then have a series of prompts to follow to do this. Similarly, to print a label for your invoice, click on the envelope label. How do I record Part Paid / Partial Payments? If your contact has made partial payment of an invoice. Change the status to Part Paid and the invoice details will appear in the Partial Payments section. You can then enter the amount that has been paid in the blue box in the amount column. The value of these payments will be shown next to the total value of the invoices that have been part paid at the bottom of this section. Recording Paid invoices When an invoice has been paid in full. Change the status of the invoice to Paid and the invoice details will appear in the Paid section. The total value of all invoices paid will be displayed at the bottom of this section. Will Woosabi highlight invoices that have not been paid on time? Yes. If sent invoices are not paid within the number of days you specified for your terms and conditions when setting up your Woosabi account you will be reminded in the UnPaid section. The number of days each invoice is overdue will appear in red in the Date Sent column. This information will also appear on your What’s On page to prompt you to chase payments. How do I print a statement of all outstanding invoices for a customer? On the Invoices Inflow page look up an unpaid invoice. Hover your mouse over the information symbol to the left of the customer name. This will launch a menu that must be clicked to keep in view. Then simply click on the 'Print Statement' link. Woosabi will automatically gather all outstanding payment data for this customer in to a single statement PDF document. Note: Depending on the web browser you use and how it's setup the PDF will either open in a new browser window or will provide you with an option to download the file to your hard-drive. Can I view Refunded Payments? Yes. Details of all your refunds will appear in the refunded payment section.

If you want to print your refund to send to your contact, click on the printer icon located at the far right of this section. You will then have a series of prompts to follow to do this. Similarly, to print a label for your refund, click on the envelope label. Cancelled Invoices Should you need to cancel an invoice for any reason, the details of this invoice will appear in the Cancelled Invoice section. Invoices can be re-activated by sselecting the restore option in the status column and they will be automatically moved back to the section they previously appeared in (UnPaid, Partial Payment etc).

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