Viewing the Invoice Detail

These are basic data fields that outline whom the invoice is for, reference numbers, contact details and grand totals of amounts due, received and outstanding. They are outlined in detail in the topic - Populating Invoice Header fields but can be summarised as follows:-

Field	Comments
Contact	The employee of the Company to whom the invoice is directed.
Company	The entity to whom the invoice is directed. The employer of Contact.
Invoice Number	The internal unique reference number for the invoice
Job Number	The internal unique job reference number which the invoice was raised in respect of.
Job name	The internal description for Job Number
Customer PO	The customer's equivalent reference number for the Job Number
Customer Ref	as above (* superflous? )
Address fields	Billing Address for Company
Accounts Contact	The accounting department staff member internally responsible for the invoice
Sales Contact	The sales department staff member internally responsible for the Company/Job Order
Date Raised	The date that the invoice was raised / created.
Date Sent	The date that the invoice was sent to the Contact.
Type	Invoice - what else ??
Job Name Manual	An override description of the Job to which the invoice refers
Job Number Manual	An override reference for the Job.
Grand Total Price Ex VAT	A calculated field which shows the grand total of the charges on the invoice before VAT. It is calculated from an @sum of the Total price figures for each of the charges which have been added to the Invoice Lines.
Grand Total Price Inc VAT	Identical to Grand Total Price Ex VAT above, but with VAT amounts included. Note: VAT rates are defined in system settings.
Paid	This is a system calculated figure which represents the total value of payments received from the client against this invoice.
Outstanding	An auto-calculated field which represents the monetary value of invoice which remains unpaid. Calculated as (Grand Total Price Inc VAT minus Paid) Note: When Outstanding is zero, the invoice is deemed "completed", and Invoice status updates to Green (Completed)
Who Created the invoice	This field is automatically stamped with the user name of the user whom raised the invoice.

These are associated with processing the invoice

Mark As Ready - Finalises an invoice

Mark as Sent - Updates the invoice record to denote that it has been sent to the customer.

Print / Reprint Invoice - Allows you to output a hard copy PDF of the invoice

Email Invoice - sends an electronic PDF version of the invoice to the client via your default email application.

Print Statement - TBC

New Credit Note - TBC

This tab contains the substantive content, i.e. what costs are included in the invoice. It is populated in the following manner

Users manually select to add for inclusion individual chargeable elements from the underlying order that the invoice was raised from.
In edge cases, non order related charges "manual costs" might be manually added onto the invoice

Irrespective of the origin of where these costs came from, the detail captured on this tab can be summarised in tabular form

Field	Comments
SKU	The internal reference number for the chargeable item.
Customer SKU	As per SKU, but the reference number from the customer's perspective.
Description	This is the textual field describing the chargeable element, and will be included on the invoice that gets sent to the customer.
Nominal Code	This reference number can be used as a cross reference for sales data to an accounts package.
Type	This represents the category of the chargeable element
VAT rate	The VAT rate that is applicable to the chargeable element.
Unit Cost	The internal cost per unit of the chargeable element.
Total Cost	(Quantity Produced * Unit Cost)
Unit Gross Profit	(Unit Price - Unit Cost)
Total Gross Profit	(Quantity Produced * Unit Cost Profit)
Quantity Produced	The Quantity of the chargeable element that the customer will be invoiced for,
Unit Price	The cost (to the customer) per Quantity Produced of the chargeable element.
Total Price	(Quantity Produced * Unit Price)

This tab allows users to record payments received against an invoice.

Once a payment has been received, this tab records payment details:-

The amount of payment received in respect of the invoice
The date of receipt
The type of payment - whether a payment or credit note
The amount of the received payment that was allocated toward settling the invoice
The amount of the received payment outstanding (if payment allocated < payment received)

This holds electronic representations of the PDF invoice that was sent.

This tab contains a record of all of the chargeable elements on the underlying order that the invoice was raised from, and their invoiced status (i.e. whether they have been included on the invoice (or deliberately excluded) or not.

It is worth noting here, that the invoice status for the job order that the invoice was raised from is an aggregate of the Invoiced status of all of underlying job lines charges.

Viewing the Invoice Detail

Background

About this task

Prerequisites

Procedure

Layout Composition