Invoicing

Overview

An invoice is defined as a list of unpaid tickets that occur within a specified date range. An invoice will be created if a customer has any account activity for the selected date range. An Invoice will list transactions, calculate total due, and mark transactions.

Interact must be registered to utilize the Invoicing features.

Set up

To generate invoices, select Accounting | Invoicing. The Invoice screen is used to set parameters needed to generate an invoice.

The Invoicing window appears.

Settings

Every time invoices are generated in Interact the parameters used to generate the invoices are stored within the database. A list of previous parameters will appear in the drop-down list.

The parameter name will always use the current day and time. Use the Name field to further identify the parameter. Any text entered in the Name field will be prepended to the current day and time.

To generate a new set of invoices, select (new) from the drop-down list.

Tickets

Use this section to select an invoice number group, date range, and invoice date.

From/To Date

A date range can be selected by using the calendar control to the right of each date. Only transactions within the date range that have not already been posted to an invoice will appear on the invoice.

Invoice Date

An invoice date can be selected by using the calendar control to the right of the date. The selected date will appear on the invoices. This date is also used to calculate payment and discount terms.

Invoice # Group

Multiple invoice number groups can exist within a single database. This allows the user to maintain different sequential invoice number groups.

Use the drop-down list to select from available Invoice Number Groups.

Sort Order

Use this section to select how the invoices will be sorted.

Major

Invoices can be sorted by Account Code, Account Description, or Invoice Number.

Minor

The tickets on the invoice can be sorted by Ticket Number, Material by Ticket number or Job by Ticket number. When the Material by Ticket or Job by Ticket option is selected, a summary line is included for each group.

New Invoice for each Material or Job

When Material by Ticket or Job by Ticket is selected, this check box will appear. Checking this box will generate a separate invoice for each material or job.

Invoice Note

An Invoice Note can be used to print a message on every invoice. Enter up to a 100-character message.

Account Specific Invoice Note

To print account specific notes, select Maintain | Accounts. Select the account and scroll to the Messages section. Enter a message in the Invoice box and check the Print Message box. This message will override any default message. Only one of the two messages will appear on the printed invoice.

Accounts

Use the Accounts area to select accounts to be invoiced. Invoices will be generated for any selected account with transactions during the selected date range. If no transactions exist for a selected account, an invoice will not be generated.

Account group

Account groups are optional.

Account Groups are used to help organize customers into different account processing groups. For example, an organization may invoice some customers on a weekly basis and others on a monthly basis. In this case two Invoice Groups; Weekly and Monthly, could be created. Accounts can be assigned to their specific group. During invoice processing when the Weekly group is selected, only the accounts assigned to the Weekly group will be selected. When the Monthly group is selected, only the accounts assigned to the Monthly group will be selected.

To create a list of invoice groups, select Setup | Configure – Account Groups.

To assign an account to a specific invoice group, select Maintain | Accounts. Select an account, click the Terms tab and select the invoice group from the available drop-down list.

Click the Select All button to override the account group and select all accounts. Use the Clear Selection button to clear all account selections. Click the Reset to Group button to reset the account selection to the accounts in the selected account group.

Use the Ctrl key on the keyboard plus mouse clicks to select a group of accounts that are not grouped together. Use the Shift key on the keyboard plus mouse clicks to select a group of accounts that are grouped together.

Invoices will only be generated for the selected accounts.

Create Invoices

Click the Create Invoice button to generate and preview invoices before posting.

A Trail Draft of the invoices will appear. Review the Trial Draft of the invoices. As long as the Trail Draft of the invoice has not been posted, corrections can be made to the transactions and another Trial Draft of the invoices created.

To return to the Invoicing window, click the arrow to the left of the Invoicing tab.