Project Invoice Builder

Purpose & Function

The Invoice Builder is part of the Project Manager section designed for print resellers. It helps resellers create Invoices for projects they have produced for their customers.

The Invoice Builder (like the Proposal Builder) is a tab pane on the Project Manager window. The Invoice tab pane has a preview panel on the right, and the controls for modifying information in the preview panel on the left-hand edge of the tab pane.

The Invoice Builder controls consist of several tools for capturing general information about the Invoice, and a list of items that are included in the invoice. These Invoice Items are the heart of the Invoice Builder. Invoice Items represent the quantities and descriptions of what you are selling.

Invoice Items Manager List

This list allows the user to add, edit, delete, and reposition invoice items. The list and associated controls are very similar to those on the Proposal Item List and work in a very similar way.

Please Note: if a proposal has been created for the project, the line items on the proposal will automatically appear on the invoice. This is very convenient since usually what you put on the proposal is what you are billing for.

Additional items can be added to the Invoice Items Manager list using the Add button, such as freight charges, author's alterations, overs/unders, etc.. Proposal items can be removed from the Invoice item list using the Delete button. This will not remove the item from the Proposal, but will simply eliminate it from the Invoice.

Invoice Builder Controls

Invoice Date

The Invoice Date is the date that the invoice is officially sent to the customer. It is not only customary to have an invoice Date Issued, but it is also helpful for reporting purposes. Click the calendar button (located next to the Date Issued field) to access an interactive calendar date selection control.

Invoice Number

If you use a numbering system for your invoices, include the **Invoice # ** here. If no number is specified, the number field will not be displayed on the final invoice.

Customer Purchase Order Number

Enter a purchase order number here if your customer has provided one and requires one.

Add Introduction Note

This field allows you to add an introductory note above the list of items on your invoice. You may also create a default introductory note to automatically populate this part of the invoice. Select Edit Default Introductory Note from the Invoice menu to create or edit the default note.

The Invoice Items Manager List

This list is the most important part of the Invoice Manager. The items listed in the invoice with their prices are controlled through the Invoice Items Manager section. The items on the list can be added, edited, reordered, and deleted using the corresponding buttons at the top of the list. To edit an item, highlight it and click the Edit button, or double-click on the item. The Edit and Add item buttons access the Invoice Item Editor window.

• Add button allows the user to add new items using the Invoice Item Editor window.
• Edit button allows the user to edit line items using the Invoice Item Editor window.
• Delete button allows the user to delete items.
• + button allows the user to move the selected item up one position on the list and in the invoice.
• - button allows the user to move the selected item down one position on the list and in the invoice.

By double-clicking the items on the list, the user can access the Invoice Item Editor. This editor allows the user to enter a description for the item as well as calculating the prices for the item. The item list is discussed further below.

Tax Rate

If any of the line items are flagged as taxable in the Item Editor, a tax line will appear above the totals with a tax calculation. The tax rate can be adjusted using the Tax Rate control below the items manager list.

Terms & Conditions

A set of Payment Terms is always included at the bottom of your Invoice. The Edit Terms and Conditions button launches a simple screen where you can edit the terms to your satisfaction. If you do not want payment terms attached, simply delete the text, except for a few blank spaces, and no payment terms will be presented. You can create or edit the default terms and conditions by selecting Edit Default Terms & Conditions from the Invoice menu.

Payment Terms

A User can select the payment terms. Specifically, this allows a user to choose a Cash on Delivery, Net 30 days, or Due on Reciept.

Invoice Menus

At the top of the Project Manager window there is an Invoice menu with several items on it related to manipulating the invoice:

• Convert Proposal to Invoice
• Edit Default Introductory Note
• Edit Default Terms & Conditions
• Edit Invoice Title Text
• Print Invoice
• Email Invoice

Invoice Item Editor

Purpose & Function

The Invoice Item Editor is launched by clicking on the Add or Edit buttons from the Invoice tab pane on the Project Manager window. It allows the user to edit the description and price information for the items on the invoice document.

The Invoice Item Editor window is a large area on the left where the item description can be edited, and a series of smaller controls on the right side of the window where the pricing information can be entered.

Controls & Functions

Item Description

The item description generally gets picked up from the proposal description for items that appeared on the client proposal. For additional costs and other items the user will need to type in a description.

The Insert Job Specs Text button, just below the description area, enables the user to insert job specifications from any jobs associated with the project. If there is more than one job associated with the project, a pop-up selector dialog will be presented to allow the user to select which job specifications they want inserted.

Quantity

The user can enter the Quantity amount in this numeric field. In general a quantity is required for all items on the invoice (this is especially true for invoices and will be imported into QuickBooks).

Price per

The price for each line item on the invoice can be set in one of several ways: the proposal, a quantity and a cost per unit, quantity and total price or as a do not include line. The Price per selection controls which method of setting the price is used. Most of the items on the Price per list are unit cost descriptions. The exceptions are the Proposal, Do Not Include, and blank items.

• Total Price (blank field) - To enter a Total Price simply set the Price per field to blank. This will cause the Price field to become editable. Then fill in the Price field. If you also fill in a Quantity, a Unit Rate will be calculated and displayed.

• "Proposal" - If you select "Proposal" for the Price per field, the first quantity and price on the proposal will be inserted into the Quantity and Price fields. To select a different price and quantity from the proposal, simply click on the price you want and that price and quantity will be transferred to the Price and Quantity fields. NOTE: if there is no proposal for the item being edited, no proposal data will be shown.

• "Unit" - If you do not select the "Proposal", "Do Not Include" or blank item on the Price per selector, a cost per unit calculation will be used. When the cost per unit method is in use, the total price field is disabled and the user may enter amounts in the Quantity and Unit rate fields. For example, if you select "Hours", you can enter a number of hours in the Quantity field and an hourly rate in the Unit Rate field. Then, a total price will be calculated.

• Also, if you manually type your own free-form entry, not one from the list, a cost per unit calculation will be used.

• "Thousand" - In this case the price calculation will be made based on a cost per thousand units rather than a price per single unit rate.

• "Do Not Include" - This selection for Price per can be used to cause an item from the proposal to not appear on the invoice text. This can be useful when you have proposed several options, but need to bill only one of them.

Unit Rate

Depending on the Price per selection, the Unit Rate field may or may not accept input. If it accepts input, then it will be multiplied by the Quantity to arrive at a final price in the Price field. If it is disabled, it will be calculated based on Price divided by the Quantity.

Price

Depending on the Price per selection, the Price field may or may not accept input. If it accepts input, then it will be divided by the Quantity to set the Unit Rate field. If it is disabled, it will be calculated based on the Unit Rate field multiplied by the Quantity.

Taxable Item

The Taxable Item checkbox is used to indicate that a tax amount should be calculated for this item on the invoice. The invoice may contain items that are both taxable and nontaxable. A subtotal taxable items will be calculated and a tax amount will be derived from that.

Proposal Data

The Proposal Data area contains information on quantities and prices for the item if it was included in the proposal. If the user double clicks on one of the items on the list you will automatically populate the Quantity, Price per, Unit Rate and Price fields.

Menu Functions

The menus on this window are very simple, consisting of a Dialog function ("Save and Close") and Help (links to the "Web Page" and "Email P3 Support" systems).