The invoice itself only contains a general description of the billing, while
the line items contain the actual tasks and amounts. Almost everything about
an invoice line item can be changed until the invoice is posted.
On job billings, information from the job task
is copied to the line item when the invoice is added.
These details, such as the task name, group, sort,
description, and sales tax settings appear on the
printed invoice. An invoice can have dozens of line
items and billing amounts -- as many as you need
to create a complete billing.
To edit the invoice's billing amounts and
line items
1 From the Accounts Receivable window, find an
invoice.
2 Double-click on the amount for
the invoice line item you wish to edit.
The Edit Invoice Amount window opens.
You'll see the invoice line item's details, including
the billing amount. The billing amount can be changed
here, or can be changed with the invoice's other
line items in the Edit Amounts window.
3 Make your changes, then click Save.
The changes you make update the invoice instantly.
They will appear on the invoice the next time it
is printed. The line item's invoice number, client,
and job number can't be changed since they belong
to the invoice, not the line item.
Invoice line items can't be deleted or added from
the Edit Invoice Amounts window. To delete this
line item, click Cancel then click on the Remove
Amount button. To add a new line item instead, click
Cancel then click on the Add Amount button. Each
line item on an invoice gets a billing amount. The
billing amount is copied from the job task's unbilled
total automatically. The job task's unbilled amount
is based on the costs you've entered so far, less
what's been previously billed. The invoice's billing
amounts don't have to match the job's totals --
so you have the freedom to bill for more or for
less than the job's costs.
This flexibility means you can create invoices
that show what you really want to bill, and not
just what the computer says should be invoiced.
To remove a billing amount
1 From the Accounts Receivable window, find an
invoice.
2 Click once on an invoice line item to select
it.
3 Click the remove amount
button.
Removing a billing amount is permanent. Once removed,
however, the same task can be added again, if needed.
Invoices need billing amounts just like job tickets
needs tasks. It's these invoice line items that
contain the important information about what you're
billing.
To add an additional billing amount to an invoice
Job tasks aren't literally appearing on invoices.
Instead, information from a job task is copied to
an invoice line item. The line item contains the
task's billing information (including description,
taxable status, and unbilled amount), but it is
actually only a copy of the job task. That's why
you can change an invoice line item without affecting
the job task. The same job task can be billed one
or more times on the same invoice, if needed. New
billing amounts (i.e., line items) can be added
to an invoice at anytime.
1 Click the add
amount button.
The Add Billing Amounts window opens, showing
the invoice's existing line items and billing amounts.
2 Select a task from the task
pull-down menu.
3 Enter the billing amount and
hours billed, then click Add.
The billing amount is the actual amount your client
will pay. It appears on the printed invoice, and
includes all costs, fees, commissions, and markups
(there's no limit to how much or how little you
can charge on an invoice). The hours billed are
optional, but can show the client how many hours
were billed on this job task.
4 Repeat steps 2-3.
5 Click Done.
The Accounts
Receivable window opens displaying
the invoice with the new billing amounts added to
it.
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