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mInvoice - Key Features

The features below are fundamental to using mInvoice. Before creating quotes and/or invoices, you should review the help below to make sure that you are familiar with these areas.

Additional online help can be found below


Default Lookup Lists

mInvoice is highly customizable to meet your needs and there are a number of lookup lists that can be updated to represent your business and how you wish to operate.  There are defaults created in many of these areas, but you should make sure that they are a fit for you.

These lookup lists are found on the Preferences Screen, but can also be accessed in other areas of the software. On the screen below, you click the icon to the right of the list to open up an edit window from which you can manage the lookup values. You can also select a particular value to be used as the default by selecting it in the popup list.

Lookup Lists

The screen below is used to edit these lookup lists.  You can create new, delete and edit a value. Note that if you delete a value, the value will be removed from all customers, products, quote or invoices that use this lookup list.

Lookup List Values

Managing Payment Terms

Payment terms specify how many days a customer has to pay an invoice. When you create invoices, you specify which payment term should be used. You can set a default on the customer record and have this automatically applied to invoices you create for this customer.

Creating payment terms is pretty straightforward. Click on the New button on the screen below and give the new payment term a name and a number of days. You can setup as many payment terms as you like. Note that if a payment term has been used on a customer record or on an Invoice, you will not be able to delete it from this list.

Payment Terms


Using Multiple Currencies

When you find you are selling products or delivering services in multiple currencies, mInvoice has you covered. mInvoice can create quotes and invoices in a variety of currencies and convert these all back to a standard currency for reporting purposes.

You manage currencies on the Preferences screen. Here you simply need to tell the system which currencies you use. You can add to this anytime you find that you have a new currency that you are working in.

Currencies

To add a new currency, click the "Add New..." button and select it from the next screen. To remove a currency, select it and press the "Remove" button. You can add a currency back again after you have removed it. It's best to keep this list to just those currencies that you need to simplify the selection of currencies on your quotes and invoices.

A few things to note:
  1. You can not remove a currency from this list after it has been used on a Quote or Invoice.
  2. mInvoice automatically updates the currency conversion factors each day to ensure that the latest exchange rates are being used. These are downloaded automatically from a free web source.  These can not be edited manually.
  3. When you create a quote or invoice, the current conversion factor is copied from this table and saved on the quote or invoice record. This conversion factor will no longer be updated and is locked in time. This is because we can't have the value of the quote or invoice changing with currency fluctuations after it has been offered to a customer.  If considerable time lapses between the creation of the quote or invoice and delivery to the customer, you can refresh the conversion value by clicking on the "SYNC" icon to the right of the currency selection field on the Quote or Invoice screen.
  4. You can set a primary currency. This is the currency that you operate your business with. All list totals and the Dashboard will be shown in this currency. Each Quote and Invoice will be converted from it's currency to the primary.

Setting Up and Using Tax Tables

mInvoices can support an unlimited number of tax rates.  You can create these on the Tax Rates table. Two types of tax rules are supported.

SIMPLE - this is a single tax rate that is applied to all products and services.

COMBINED - this is a combination to two tax rates. These tax rates can be applied separately or you can compound them in which the second rate is applied after the first rate. In effect, the second rate taxes the tax calculated on the first rate.

To add a new rate, click the new button and select the type. Then enter the name and rate and, for combined rate, specify if compounding is used.

Tax Tables

You can not delete tax rates that are already being used on products, quotes or invoices. If you find that you need to change a tax rate, you should setup a new rate and enter the new values.

When you create a new quote or invoice, you specify which tax rate is to be used. Only a single tax rate an be set on the record. As you add products, you can specify if the product is to use the same rate as specified on the quote or invoice or if it is exempt. If the full order is exempt, you should select exempt on the quote or invoice record.

Using Custom Fields

If you find that you need to keep track of additional information beyond the standard mInvoice fields, you can create a custom field. Custom fields can be applied to Customers, Products, Quotes and Invoices. The Action Panel has a "Custom Fields.." button that can be used to create these custom fields. Once they are created, when you edit a particular record, you'll have the ability to specify values for each field.

Custom Invoice and Quote Numbering

Out of the box, mInvoice creates quote numbers in the format of QT-XXXX and invoice numbers as INV-XXXX, where XXXX is a number beginning at 0. If you find that you prefer a different format or are looking to keep the sequence numbers in line with your existing invoice records, you can utilize mInvoice's custom numbering feature.

Custom Numbering is an advanced feature and can be setup on the Preferences screen. By default, it's turned off. To setup this feature, click the "Use Customer Invoice/Quote Numbering" check box and fill in the prefix and next sequence fields.  Once this is done, all subsequently created invoices and quotes will use this format. Note that existing records are not updated.

Custom Numbering

Please take care when using this feature because you can easily duplicate existing numbers. The "Next Sequence" number on this screen is updated as you create quotes and invoices. It won't stay at the value you set when you turn on the numbering feature.

If you need to make changes to the prefix or sequence number after it's been setup, you need to click the lock/unlock button to the right of the entry field. These field have their entry blocked to prevent accidental edits.

Filters and Search

mInvoice makes use of searching and filtering on the main data lists as a way to provided different views of your data. After you apply a filter or search, all other features of the software use this new data set.  This includes exports and reports that you might run.

To perform a search, simply enter the search term in the search field. The data records will be automatically filtered to match your entry. Almost all records on the data table will be used for the search.

To filter records, select the filter from the action panel or via the right click popup menu. Once you select the filter value, the records will be updated. You can combine filters by making another selection. 

To clear a filter or search, click the "Clear" button on the action panel or click on the filter description on the top right part of the main screen.