About Invoices

Information

Defining the Invoice/Work Order Settings

Issuetrak provides a standard invoice and work order templates for your convenience. These templates are preset with standard defaults that may be modified to suit your needs. To customize the templates, choose Modules > Billing > Invoices > Settings. You may find it helpful to click “Preview Invoice” or “Preview Work Order” to review how the standard invoice/work order will appear. Change any default information in the Invoice/Works Order Settings you wish. When all changes have been made, click “Update” to save the new template information.

  • Logo: When the Logo checkbox is checked, the logo displayed in the upper left corner of Issuetrak will be displayed on your invoices as well.
  • Invoice Nbrs: Invoices will be numbered according to the start number entered here and can include a set prefix if desired. This number may be modified at any time and changes will be applied immediately.
  • Work Order Nbrs: The Work Order number is the issue number, but you can add an optional prefix to be included.
  • Reference #: The Reference # checkbox refers to the Billing Reference Number on a Customer record. This billing reference (or account number) will be displayed on the invoice if this checkbox is checked.

Generating Invoices

To generate invoices, go to Modules > Billing > Invoices > Invoice.

Invoicing and Exporting are exclusive functions. Only “Pending Items” (non-invoiced and non-exported) will appear when Invoicing Items. If you have already Exported items, you will need to “Reset” those items prior to Invoicing. Once invoiced, they will return to an “Invoiced Item” status.


1

Enter Criteria – You may select “All Customers” or a single Customer, and/or you may select “All Issues” or a single issue number for the Invoices to be generated. The current month is entered by default for the date range. Modify this date range if desired and click “Display Line Items.”

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Select Line Items – A list of all billable line items, filtered by the criteria and date range selected will display below the criteria. Uncheck any items that you do not wish to invoice at this time.

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Select Invoice Format – Select “Issue” if you would like to generate one invoice per issue per customer. If one customer has several issues with billable line items, several invoices will print for that customer. The issue number and description will be referenced on the invoice. Select “Customer” if you would like to generate one invoice per customer. If one customer has several issues with billable line items, only one invoice will print for that customer with all applicable line items. The issue numbers and descriptions will be referenced on the invoice.

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Click “Generate.” A popup window will appear with a scrolling list of all invoices.

5

Review the invoices and print them when ready by clicking File > Print on your browser menu.

Each invoice will print as a separate page.

Reviewing Invoiced Items

Regardless of the format selected, once an invoice has been generated for line items in an issue, the invoice will be viewable from the Issue Detail > Add/Edit Line Items > View Invoices sub-menu option in an issue record. This sub-menu option is available only to System Administrators, or users with “Can access and maintain Administration functions” and “Can access and maintain Billing/Invoicing Module functions” permissions.

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If multiple invoices have been generated over an issue’s life cycle, View Invoices will display all invoiced line items on one invoice from the issue record.

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Invoices may also be reviewed by navigating to Modules > Billing > Invoices > Invoiced Items. Select the date range for the invoiced items to be reviewed then click “Retrieve Invoiced Items.” Line Items appearing in the Invoiced Items list display the invoice number as a link. Clicking this link displays the invoice in a pop-up window.

Resetting Invoiced Items

Should you need to re-invoice line items, choose Modules > Billing > Invoices > Invoiced Items. Select the date range for the invoiced items to be reviewed, then click “Retrieve Invoiced Items.” Line Items appearing in the Invoiced Items list display the invoice number as a link. Clicking this link displays the invoice in a pop-up window.

Check any individual items that you wish to reset, or click “Select All” to reset all items on the list. Then click “Reset Checked Items.” These items will be reset to a pending status.


Applies To:

Issuetrak 9.9+