Creating invoices to clients

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Invoices can be created on the Invoices tab of Client window.

Note: Alternatively invoices can be created by clicking the Mass Invoices button on the Invoices to Clients window. For more information please refer to Mass Action topic.

New Invoice window

All invoice information can be added or changed in Edit Invoice window. To open this window for selected invoice double-click this invoice in the list.

Approved - by approving the invoice, you can prevent changing of Client Job data of the jobs added to this invoice.

Date Sent - this date is considered invoice issue date (no matter when the invoice has actually been created) when applying payment terms. See Payment Terms of Client topic for details.

Code - also called "Client-specific" code, generated automatically. "I" character character means that this is an invoice, letters afterwards represent code of the client and the number is the value of invoice counter for this client. Each client has independent counter for this code.

Global Code - global code is generated automatically. Outlay of global invoice code can be configured in the Codes section of Advanced Settings window. The non-configurable portion of the code (digits) represent the global invoice counter.

Attention - select one of the Client's contacts for this field. Their name will be displayed in the resulting invoice document. Please see Contacts List topic for details.

Client Jobs - lists client jobs ("items") of this invoice. Right-click this table and click Customize columns to configure which data should be displayed.

Adjustments - adjustments are added to invoice totals. Discounts and taxes are not applied to adjustments.

Payment Method - you can add payment details (banking, credit card number, PayPal account and so on) to your invoice in the form of payment methods. To configure payment methods click menu Settings > Business and select Payment Methods section.See Payment Methods topic for details on how to add or edit options on this tab.

Linked with Payments - unless the full amount of invoice is linked with payments, the status of this invoice will remain outstanding. On this tab you can check if the invoice has been linked with payments. Payments can be linked to invoices from Edit Payment window only.

Also on Linked with Payments tab Phantom Payments can be created. These are used to balance negligent parts of invoices which keep Invoices with Outstanding status, and make them Settled.

Example: Invoice Total = 1000EUR, it is linked with Payment on 997EUR. When you click Add Phantom Payment you will be suggested to create a phantom payment on 3EUR. If the invoice is not linked to any payment – you will be suggested to create a phantom payment on with total equal to the invoice total sum.

Notes - any additional notes which your invoice must include, can be added on this tab.

Discount/Markup - invoices can have up to 2 discounts and markups. These are applied as positive (markup) or negative (discount) percentage to invoice subtotal. To configure discounts and markups click menu Settings > Business and select Discounts/Markups section. For more information on adding or editing discounts and markups please see Discounts/Markups topic.

Tax - each invoice can have up to 2 taxes. Taxes are applied as percentage to invoice subtotals plus discounts/markups.To configure taxes click menu Settings > Business and select Taxes section. For more information on adding or editing discounts and markups please see Taxes topic.

Saving and printing Invoices

To save invoice as an RTF document, first apply changes made to this invoice by clicking Apply button. Once the invoice has been saved in database, RTF template controls for it will become active.

Use RTF Templates drop–down list to select the template which must be used for saving this invoice in an RTF file.

Note: You can choose to save the output file in PDF or DOC format by selecting this format in Save As window with the help of Save as type drop–down list.

To edit templates for invoices click menu Settings > Personal and select Templates. Templates for invoices are located at \AIT\Translation Office 3000 V9\Templates\CLIENTS\Invoices\ folder