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mInvoice - Creating Quotes and Invoices

The help information below goes into detail on how you can use mInvoice to create quotes and invoices.  It's important that you understand how these screens work as well as the discounting options that are provided.

Additional online help can be found below

We'll spend the majority of the time below going over how to create an invoice. Once you understand how the App works in this area, you'll have no issues with quoting.  Both functions are very similar with the only difference is that the Invoice has some additional information that needs to be filled out on the 'Shipping, Terms and Payments' tab. This is missing on quotes.

Below is sample Invoice Screen:
Invoices Screen
Editing Standard Fields

To update a standard field on the Invoice screen, simply change its value. You'll notice when you do this, the cancel and save buttons become available automatically to indicate that a change has been made. To save your changes press save. To leave without saving, press the cancel button.  

Locked Invoices - You'll notice that depending on the status of your invoice, some of the fields may not be editable and there will be a message at the top of the screen indicating that the record is locked and only minimal edits are allowed. This is to prevent accidental changes once you have "recorded" your invoice or have "completed" it. You can always bypass this and make changes by moving the invoice back to "drafted" status. There is a button at the bottom of the screen to do this. 

Editing Product Fields

Once you have added a product to your invoice, you'll notice that several of the product line fields are shown in a red color. This color indicates that these fields can be edited. To edit them, either double click on the field value that you want to change, or select the line in the table and press either the <enter> or <tab> key. This second method begins an edit on the left most editable field in the table. Make your change and then press <tab> to go to the next field. Press enter when you are done to save the values.

By default, the tax rate applied to a product line matches that tax rate that you specified on the order. If a product on the order is not taxable, you can change its value to "Exempt" by editing the tax field for the product line. To do this, click on the up/down arrows on the product record you want to change and pick the Exempt option.

Adding & Deleting Products

To add a new product to an invoice, press the "Add..." button and you will be shown the screen below. To add a new product, simply find the product in the list of products, select it and press the "Add" button. You'll see it show up in the products list on the Invoice screen. You can use the search box on this screen to quickly locate a particular product. You can also click on the column headings to perform sorts.

Adding Products
A second way to add products to an invoice is to click on the main program window behind the Invoice screen and select the products list. Once the products list is shown, you can drag and drop products onto the invoice products list. You can use the main screen filter and search. Once you drag the product onto the invoice screen, you'll notice that the new product automatically enters edit mode and you can update the quantity, price, etc...

Discounting an Invoice

There are two discounting methods supported by mInvoice. These are product level discounts and order level discounts. Both are described below.

Product Discounts - to discount a particular product line on the invoice, you have two options. The first is to directly edit the "Price" field on the product line. The second is that you can enter a percentage discount off the "Price" field. You can combine these by discounting the price and also applying a percentage discount. The non-editable List Price also shows in the product list as a reminder to the default that was assigned to the product.

Order Discounts - you can also apply discounts at an order level. There are two ways to do this. The first is that you can apply a percentage discount off the entire order. The second is by applying a fixed amount that is reduced from the order. These order discounts are handled in the Order Adjustments described in the section below.

Adding Order Adjustments

Order adjustments are ways that you can increase (charge) or decrease (discount) the price that your customer pays. Adjustment charges cover items like shipping and handling, fees and other order level charges. Adjustment discounts allow for a fixed or percentage discount off the total products price.

To add an adjustment, click the adjustment icon to the right of the adjustments field on the Invoice screen. See the screen shot below. Note that the adjustment field shows you the total of all order adjustments that you have made. This field will be positive or negative depending on what you enter on the Order Adjustments screen.

Clicking the adjustments icon will open the adjustments window below. You can edit any of the red adjustment fields in this window just as you edited fields on the Invoice products list. You can also check the taxable check box to indicated whether or not you want tax applied to the adjustment. All discounts are taxable in that they reduce the selling price. You can't edit the taxable field for discounts.

Order Adjustments

To add a new adjustment, click the "New..." button and select the adjustment type on the screen below and press select. Once it is added to the adjustments window, you can edit its values. 

Recording Invoices and Payment Workflows

You should make sure that you are familiar with the workflows that are handled by mInvoice.  These will be helpful with regard to the next discussion.

Recording Invoices:  Following the creation of the invoice record as described above, you'll eventually come to the point in which you are ready to send the invoice to your customer.  (This typically occurs after you have shipped the products to the customer.)  This begins by moving the invoice to the "Recorded" status from "Drafted".  You can do this by clicking on the "Mark Recorded" button at the bottom of the invoice screen or by selecting the invoice on the main invoices list and pressing the "Mark Recorded" button on the Action Panel.  You can also right click on the invoice, and choose "Mark Recorded" from the popup window. Once Recorded, the invoice record is "locked" to prevent accidental changes. You should now run the "Invoice Report" and email or print/postal mail to your customer.

Record Invoice Screen

Entering Customer Payments: When your customer sends you payment for your products or services, you need to tell mInvoice that this has occurred so the records can be updated. To do this, click on the "Enter Payment..." on the Action Tab or right click on the invoice that was paid and choose "Enter Payment...".  The payment screen below will be shown.

Enter Payment

After entering a payment, mInvoice will ask you if you wish to "Complete" the invoice if the balance is now zero. This will end the workflow for the invoice. 

It's important that you enter the date that the payment was received on the Invoice Payment screen so that the customers records are accurate. 

Note that the currency on the Invoice Payment is shown to the right of the amount field. This is the currency that was specified on the invoice.

A Few Additional Comments

There are a few other items that are worth sharing about how the invoice screen works.
  • When you first create an invoice and before you add any products to it, the Tax field and Payment Terms field will be updated to those from the customer that you select in the customer drop down box. If you have already begun editing the record and have added products, the values that you selected in the Tax and Terms popup lists will not change.
  • If you change the currency after adding products, all fixed and percentage discounts that you have applied to the products are removed and the new currency prices will be loaded into the products list.
  • If you change the Tax Rate after adding products, all products will be assigned the new Tax Rate. If some of your products are exempt, you will have to indicate them so again.
  • The "Shipping, Terms and Payments" tab has some additional fields that you can edit. Click the tab at to top of the Invoice screen to get to these fields.
  • May of the lookup lists fields on the Invoice screen (Tax, Terms, Sales Rep, etc..) can be edited while you are updating an invoice. If you find that a value you need doesn't exist in the popup box, click the icon to the right and add the new value. it will then show up as a selection.