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1 Invoicing farmerswife 6.0

2 Contents 1 Introduction What Gets Invoiced Access Invoice Creator Active/Pending Projects pane Closed Projects pane New Invoices pane Invoice Editor Invoice Manager Search fields and results area Options menu Invoice Payments Creating Invoice Payments Tracking Payments Invoicing step by step Invoicing Active Projects Creating a Prepayment Invoice Creating Part Invoice Invoicing Closed Projects Other Invoice related options Creating a Credit Note from an Invoice... 8 Printing an Invoice Printing and ing an Invoice Invoicing Manual p. 1

3 Introduction I 1 Introduction The Invoicing Module consists of the Invoice Creator, Invoice Manager and Invoice Payments. As you will see in the next chapters, there are many settings and options that need to be carefully established before you start using the system for your invoicing. This manual is meant to be a guide but we strongly recommend that you discuss your specific needs with your farmerswife Project Manager. Also refer to the Financial Setup manual for details on all possible configurations that are mentioned in this manual. This is, in general terms, how this module can be used to manage your invoicing: Invoice Creator: Provides a quick overview of which Projects are available for invoicing (pre-payments, part invoices, final invoices) and allows to design and create invoices for single or multiple Projects and Media Orders (if licensed), as well as unreferenced invoices. It is used as the Pro Forma or Pre Invoice place where the newly created invoices are kept until all necessary changes and additions have been made. Invoice Manager: When the initial invoice has been approved internally or by the client, depending on the established workflow, then it is moved to the Invoice Manager where it becomes a legal invoice with an invoice number. This is also from where the invoice should printed to send to the client. It is also possible to send it directly by mail from the Invoice Manager. Within the Invoice Manager all sent invoices can be tracked and accessed at any time for reports and to update payments or create credit notes. Invoice Payments: Finally, if your Invoices are often paid in parts, then the Invoice Payments module helps to keep track of these payments and to follow up on unpaid invoices. 2 What Gets Invoiced Project Views allow filtering and selecting different views within a Project. The most usual views are "To Invoice/Invoiced", "Quotes", "Confirmed Bookings" and "Preliminary Bookings". The configuration of a Project View for invoicing in the Server Setup > Projects tab is essential. Here you will define which source is to be invoiced, e.g. Bookings, Services and Media Orders. Once done, your invoice view needs to be selected under the Final / Container View option, as the Invoice Creator will point to this view when generating invoices. Invoice view Refer to the Server Setup manual for more details. It is possible to modify what is to be invoiced per Project. In the Edit Project window, click on the Eye icon and select to Show View Filters. Select your invoice view, click on the padlock icon to unlock the view and choose the options that are to be included in the invoice. Invoicing Manual p. 2

4 What Gets Invoiced I In the example below, the approved quote is to be invoiced. Invoicing approved quote 3 Access The three sections of the Invoice Module, i.e. the Invoice Creator, Invoice Manager and Invoice Payments, are accessed directly through the Navigation bar at the top of the application. Navigation bar Access can only be granted to Advanced Users, of the type 'Tasks / Bookings / Rates. By enabling the user permission Invoice Module Access, they get access to the Invoice Creator, and by enabling the Access Invoice Manager permission, they also get access to the Invoice Manager. Invoicing Manual p. 3

5 Access I User Permission Profile Access to Invoice Payments will be available for those Users with these two permissions enabled, after it is activated in the Server Setup > Financial Tab. Activate Invoice Payments in Server Setup > Financial tab 4 Invoice Creator The Invoice Creator has three different panes. 1. The top-right corner pane is for searching Active/Pending Projects And On-Hold Media Invoicing Manual p. 4

6 Invoice Creator I Orders, in order to create partial invoices or pre-payment invoices. 2. The top-left pane is for searching Closed Projects And Done Media Orders that are ready for invoicing. 3. At the bottom of the screen, New Invoices created from any of the top panes are listed. 4.1 Active/Pending Projects pane On the top of the pane there is a Search Field. Use this to search among Active Projects and On Hold Media Orders. It is possible to open any Project by double clicking on it. But if you make any changes to that Project, for example changing the Status to Closed or time-reporting some Booking, after clicking OK on the Edit Project window you will need to hit the Search button again to update the displayed information. The columns displayed in the pane are: Division (if licensed) : Division of the Project/Media Order Name: Name of the Project/Media Order #: Project/Media Order number Client: Client name of the Project/Media Order Status: Displays the status of the Project allowing to see whether it is ready to be invoiced. - Missing Time Report: The Project contains Bookings that have not been time-reported yet. - Future Bookings: The Project contains Bookings which will take place in the future. - Ready For Close: All Bookings have been time-reported, Project is ready to be closed. - On Hold: The option Hold Invoice has been ticked in the Edit Project or Media Order window, to prevent the Project / Media order from being invoiced. - Can Be Part Invoiced: Useful when working with long-term Projects as it allows creating Part Invoices for still active in-progress Projects. Yes means that the Project contains items which are ready to be invoiced, for example jobs that are done and time-reported, or any Extras which may have been used. Can Be Part Invoiced: Here you can see if the Project can be part invoiced. See more details in the Creating Part Invoice chapter. Sort the information by clicking on the title of one of the columns. Click on the Open As Spreadsheet icon to export the list to an Excel sheet. See more details in the Open As Spreadsheet manual. Invoicing Manual p. 5

7 Invoice Creator I Active/Pending Projects pane By clicking on the drop-down menu icon at the top-left corner of this pane, the following options appear: Part Invoice: Click on a line to highlight it in yellow and select this option to create a Part Invoice for the selected Project. See chapter Step by Step creating a Part Invoice for details. This option is only available if the selected Project shows Yes under Can Be Part Invoiced. Create Prepayment Invoice: Click on a line to highlight it in yellow and select "Create Prepayment Invoice" for the selected Project. Enter the amount that should be invoiced in a single invoice line, this will later be deducted from the Project's total when closing the Project and creating the final Invoice. Create Prepayment Invoice %: Click on a line to highlight it in yellow and select "Create Prepayment Invoice %) for the selected Project. The amount will be calculated based on the chosen percentage of the Project's total in the Projects Final/Invoice view. Show Only Ready To Invoice Or Part Invoices: Choose this option to only display Projects with status: Ready For Close and Can Be Part Invoiced. Display: Allows to display additional columns by choosing among Project Custom Field (if Custom Fields have been setup). In the screenshot example in the beginning of this section the custom field Producer has been added to the view. 4.2 Closed Projects pane Closed Projects pane This pane lists all Closed Projects and Done Media Orders. Use the Search field to find a specific Project or Media Order. The 4 columns displayed: Division (if licensed) : Division of the Project/Media Order Name: Name of the Project/Media Order #: Project/Media Order number Client: Client name of the Project/Media Order Sort the information by clicking on the title of one of the columns. Click on the Open As Spreadsheet icon to export the list to an Excel sheet. See more details in the Open As Spreadsheet manual. Invoicing Manual p. 6

8 Invoice Creator I Closed Projects pane By clicking on the drop-down menu icon at the top left corner of this pane, the following options appear: Create Invoices (Selection: x): Available when one or more lines are selected. Set Due Days (30): This setting shows the default value that was configured in Server Setup > Financial tab > Due Dates. Click on this option to override that default value for new invoices created either through this left pane or through the right pane. This value can still be manually changed on each individual invoice. Set Due Date Due Date in Server Setup > Financial tab This will not affect invoices for Clients whose Due Date has been modified in their Client Details window > Payment Terms. Payment Terms in Client Details Invoice Media Orders Through Project If Linked: If enabled, Done Media Orders that are attached to a Project will not be available for invoicing on this pane. If the Project is still Active, then the Media Order will be available for invoicing when selecting part-invoice option on the right pane, or else it will be invoiced once the whole Project is invoiced. Invoicing Manual p. 7

9 Invoice Creator I Closed Projects pane Invoicing Media Order Through Project But if this setting is disabled, Media Orders that are attached to a Project will appear on this pane allowing to invoice them separately. Invoicing Media Order separately from Project Use Time Report Note For Bookings Instead Of The Booking Note: This setting allows choosing whether to show the Time Report Note or the Booking Note in the Invoice Editor column "From: Note". Although this also affects the Note option under From Details in the Invoice Print Designer, this is not relevant anymore since version 4.9 as the Invoice Print Designer offers both notes and more (Time Report Note, Booking Note, Booking Invoice Note, Day Note) regardless of this setting (in From Details > From Class Booking). Use Invoice Note From Project / Media Order For Invoice: When enabled, the Invoice Note field value from the Project/Media Order will populate the Note field of the new Invoice that is being created. When disabled, the Project Note field value will populate the Note field of the new Invoice. This setting is enabled by default since it is useful to for example add internal info on how the Project is to be invoiced into the Invoice Note, and this way the invoice note information gets through to the new Invoice. The general Project Note should be used for general information about the Project. In the Invoice Print Designer it is still possible to define which Note to display. Invoicing Manual p. 8

10 Invoice Creator I Closed Projects pane Invoice Note from Project Add Media Order Source Names To Element Note: If ticked the Media Order Source Title will be displayed in the Note field of the Media Order line in the Invoice. It is useful when exporting invoice information. Add Media Order Source to Invoice line Note Sort Items By Their Reported Date: This is a legacy setting that would sort Extras (Services, Materials and Expenses) in the Invoice Editor window and in the Invoice Print Designer according to their reported date. Nowadays there are many ways of changing the order of the invoice lines, so this setting is not useful anymore. See chapter Invoice Lines for more details. Calculate Tax Amount Before Discount: By default, this setting is disabled because taxes are calculated after discounts. If enabled, the tax will be calculated before discount. This calculation is not displayed at line level, but added to the Total With Tax field, see the simple example below. Invoicing Manual p. 9

11 Invoice Creator I Closed Projects pane Tax calculation before discount In this example, the calculation goes like this: 900,00 (line total) = 1, % discount (tax amount) = 25% (tax) of 1, (line total before discount) = 1, If the setting is disabled (default), the calculation goes like this: 900,00 (line total) = 1, % discount (tax amount) = 25% (tax) of (line total after discount) = 1, This setting can also be enabled/disabled on specific Invoices within the Invoice Editor window, by clicking on the settings icon next to Tax. Use Media Order Completed Date Instead Of Creation Date: If enabled, the Invoice will show the date when the Media Order was completed, instead of its creation date. Invoicing Manual p. 10

12 Invoice Creator I Closed Projects pane Completed date vs Creation date Invoice line displays MO completion date Show Confirm Dialogues: Enables the confirm dialogues like 'Confirm Creating New Invoices' message if a new invoice is created. It is highly recommended that this option is enabled. Division Invoice Creation Mode: This setting will control how to create invoices when using the Divisions module (licensed), either one Invoice per Project and based on the Project's Division, or one Invoice for each used Object's Division. Refer to the Divisions manual for more details. Force Address From Contact Custom: This setting is to pull the Invoice Address information from a Contact Custom Fields (e.g. Invoice Address), instead of from the standard Address field in the Contact Details window, which in many cases would be used as the company's physical address. If you configure this option, the Invoice Creator will no longer populate the Invoicing Manual p. 11

13 Invoice Creator I Closed Projects pane Address from the standard field, therefore you need to make sure to always fill in the Invoice Address custom field, even if it is the same as the Address field. 4.3 New Invoices pane New Invoices pane The New Invoices pane will display all invoices that have been created, ie both from the top left pane and the top right pane. Use the Search field in combination with the Created By filter and the Division filter (if Divisions module is licensed) to find your invoices. By clicking on the drop-down menu icon in the top left corner of this pane, the following options appear: New Un-Referenced Invoice: Use this option to create an Invoice that is not linked to any Project or Media Order. As the Invoice Editor opens fill in all details, such as the Client, the Job Name and the lines to invoice. New Un-Referenced Credit Note: Similar to Un-Referenced Invoice, but in this case it also mean that the Credit Note will not be linked to an existing Invoice. This option can be disabled in the Server Setup> Financial tab > Disable Un-Referenced Invoices/Credit Notes. Merge (Selection: x): Use this option to merge two or more Invoices into a single one. Multiselect the Invoices in the New Invoices pane and choose this option. The Invoices will be merged by moving all lines from the selected Invoices into the first invoice created. If ReNumber Invoices After Number X is enabled (see below), a dialog will ask if you wish to renumber them. Re-Number Invoices After Number: X: This option is used to renumber all New Invoices in case there is a gap in the invoice numbering (e.g. if an invoice has been deleted from the New Invoices pane). This option is by default disabled in Server Setup > Financial tab > Allow Invoice Re-Numbering (Ripple), and therefore not displayed in Invoice Creator. The reason is that the Invoice Creator is usually used to create a Pro Forma Invoice, so the numbering is not an issue in the Invoice Creator, as the invoice will get its number when moved to the Invoice Manager where it becomes a legal invoice. But if the setting Assign Invoice Number When Creating is set to YES, in Server Setup > Financial tab, the invoice will get its number already in the Invoice Creator and then it might need to be re-numbered in order to remove any number gaps created. Remove: Click here to delete the selected Invoice. It will only remove the Invoice, and not the Source (Project Bookings/Media Orders) details. If the Invoice was created on a Closed Project or a Done Media Order (from the top left pane), a dialog will ask if the Project's status should Invoicing Manual p. 12

14 Invoice Creator I New Invoices pane be back to Closed or the Media Order's status should be back to Done (these are the Statuses previous to Invoiced Status). Make sure to click OK on this dialog if you need the Project/Media Order to be available again on the top left pane for re-invoicing. Print: Select Invoice(s) in the 'New Invoice' window and choose this option to 'Print' the (Selection: x). It will choose the Print Design that is set by default in the Invoice Editor window. Financial Report On Selection: It opens the Financial Reports Designer to create a Financial Report on the selected invoices - if the corresponding User Permission is enabled. Usually Financial Reports will be generated from the Invoice Manager. Move To Manager: Choose to move New Invoices to Invoice Manager, once they have been revised and ready. If your workflow has been established to treat New Invoices as Pro Formas, then by moving them to the Invoice Manager, they become a legal invoice and are ready to be printed and sent to the client. If the Invoice belongs to a Project/Media Order, a link to the Invoice can also be found at the bottom of the Projects/ Media Order window (the option Show Invoices/Credit Notes needs to be enabled through the Eye icon > Invoicing in the Project window). Change Creation Date: Choose this option to change the creation date of the selected Invoices in the 'New Invoices' window. A new Creation Date can be chosen from the Calendar. The Creation Date in combination with the Payment Terms of the Invoice will trigger the Due Date. Edit Field: It allows modifying Invoice Custom Fields on a single or multiple Invoices, without having to open the Invoice Editor window. Edit View: To modify the columns viewed in the New Invoices Pane. When you select it the Edit View window opens and there it is possible to select which columns to show or hide. The available columns are: Credit: Shows Yes in green when it is a Credit Note, and No in red if it is an Invoice. Division (if licensed) : The Invoice Division. See the Divisions manual for more details. Internal (if Divisions is licensed): Shows if the Invoice is an Internal invoice for another Division. See the Divisions manual for more details. Pro Forma: The Pro Forma Number - if this option is enabled in Server Setup > Financial tab. Number: The Invoice Number. Job: The Source Name - usually the original Project/Media Order name, if the name was not changed in the Invoice. Source Number: The original Project/Media Order number. Client: Client name to whom this Invoice has been sent. Client Number: The Client Number. Created: Creation date of the Invoice. Created By: The User who created the Invoice. Payment Terms: The Payment Term selected in the Due field in the Invoice. Total: This column shows the total amount of the Invoice or Credit Note excluding tax always in the Primary Currency. Tax (Value): Shows the tax value. Total With Tax: Shows the total amount of the Invoice or Credit Note including tax - always Invoicing Manual p. 13

15 Invoice Creator I New Invoices pane in the Primary Currency. Currency: The Currency selected in the Invoice. Note that the Total column will still display the Invoice Total in the Server Primary Currency, regardless of the Currency selected in the Invoice. This is so the Total field at the bottom of the New Invoices pane can calculate the Total of all Invoices displayed as a result of a search in the Primary Currency. Template: Shows the default Print Design Template selected for the Invoice. See details in Checking and printing an Invoice chapter. Custom Fields: Any Invoice Custom Fields will be available to display as columns. Specials: - Extract Discounts Into Credit Note: This option allows extracting discounts from an Invoice into a Credit Note and setting the initial discounted lines in the Invoice to 0% discount. This way no discount is given in an Invoice but the Client is granted a Credit Note against the Invoice for the discounted amount. E.g. if you have a 50% Discount on 4 hrs Editing with a Sell Rate of , totalling 2,000, this will be extracted as 4 hrs Editing with a Sell Rate of 250 instead, resulting in a total of 1, Create Internal Invoice From Used Objects Division: Refer to the Divisions manual for details about this option. Run Script: To export Invoice data in the selected format. The output file is usually saved in the farmerswife Client\system\tmp_files folder. Apart from the standard scripts any customized scripts will be available here after they've been added to the farmerswife Server\lib\scripts\invoice_module (subject to paid custom financial integration, please contact for further information) Invoice Editor The Invoice Editor window opens when creating a new Invoice, and also when opening an existing Invoice either from the Invoice Creator or the Invoice Manager. Invoicing Manual p. 14

16 Invoice Creator I New Invoices pane Invoice Editor window The invoice header Open Project/Media Order: To open the related Project or Media Order, click on the dropdown menu icon on the top left corner, right next to the Project/Media Order name. Fiscal Year: If enabled, the Fiscal year will show on the top left corner of the Invoice Editor. This option is enabled in the Server Setup > General tab > Divisions button, and needs to be manually modified at the beginning of every fiscal year. Use in combination with the Reset Invoice Numbers option (in Server Setup > General tab > Divisions), to tell the system what the next invoice number should be for the new fiscal year. Number: farmerswife assigns an automated Invoice Number (latest Invoice Number increased by 1). At the beginning of the implementation when configuring the Invoice Module, use the Reset Invoice Numbers to establish the Invoice Number and the Credit Note Number that farmerswife should take when creating your first invoice. If the setting Assign Invoice Number When Creating is set to No in Server Setup > Financial tab, this field will show a 0 in the Invoice Creator. The number will be assigned as soon as the Invoice is moved to the Invoice Manager. This number can be changed, unless the setting Invoice Number Read Only is enabled (in Server Setup > Financial tab). Only numbers are allowed. Be aware that when entering a higher number farmerswife will automatically create the next Invoice Number increased by 1 from the last highest number. PO: This is a modifiable field to enter your client's purchase order number. It is not linked to any field in Projects or Media Orders. Job: The Project/Media Order name gets populated into this field. It can be modified. When a second invoice is created for the same Project the job will show (2) at the end, and so on. Our Ref: The name of the Project/Media Order Creator (shown at bottom left of Edit Project/ Edit Media Order window) get populated into this field. It can be manually modified. Due Date: The default due date (as configured in Server Setup > Financial tab > Due Dates) gets populated here, unless this value has been overridden at Client level (in the Client Details Invoicing Manual p. 15

17 Invoice Creator I New Invoices pane window > Payment Terms), or through the Set Due Days setting in the Closed Project/Done Media Orders pane. It can be manually modified. Client: This is the Client Company to whom the invoice is being issued, and comes from the Client field in the Project/Media Order. It can be modified by deleting the value and typing the name of another Client Company. This is a search field, therefore if you need to add a New Client use the drop-down arrow next to this field to add it to the Contact database. Number: This is the Client Number entered in the Client Details. As it is connected to the Client, if you change the Client of the Invoice the number will also change. Your Ref: This information refers to the Client Contact and is pulled from the Contact field in the Project/Media Order source. Fixed Price: To set a fix price on an Invoice, click on the Settings icon next to this field to open the Edit Fixed Price window. Modify the amount as required (by default shows the Invoice Total) and tick the checkbox to enable it. If a Fixed Price was already set in the Project, this option gets automatically enabled. The fixed price is applied to the Invoice Total, and a new field Total In Entries appears next to the Total showing the invoice total amount if no fixed price was applied. Fixed Price Tax: The tax is populated from the Project/Media Order. It can be modified by clicking on the settings icon next to it to change the value and the name. Also you can choose whether the Tax should be calculated before Discount - see more details in the Invoice Creator chapter. Address: The Address field will be filled in from the Clients Company contact Address field, unless the the value has been forced to be populated from a Contact Custom Field (see Closed Projects/Done Media Orders menu options). Note: This information is populated from the Invoice Note or from the Note in the Projects/ Media Order (depending on your configuration in the Closed Projects/Done Media Orders menu options). It can be modified. Custom fields: If additional fields have been created at Invoice level (in Server Setup > Financial tab), these will show in the Invoice header. Use the scroll bar to go to the right to see Invoicing Manual p. 16

18 Invoice Creator I New Invoices pane them. If the same custom field exists at the Project/Media Order level, the value from the Project/Media Order will be filled into the Invoice. Later changes at Project/Media Order level will not affect the Invoice custom field. Refer to the Server Setup manual for details on this option. The bottom of the window Template: The pre-defined Invoice Print Template will be displayed here. Click to choose a different print template for this invoice. See details in Printing an Invoice chapter. Currency: Use this option to modify the currency of the Invoice. Click on the money icon to modify the exchange rate and the currency for this specific Invoice. This will only affect this invoice. Division: Refer to the Divisions manual for details. Created by: Shows the name of the User who created the Invoice plus Date and Time. The creator can be modified by clicking on the settings icon and choosing a new one from the list. Pro Forma: If "Use Pro Forma Numbers" is enabled in the Server Setup > Financial tab, the Pro Forma number will show next to the Created By details. Total: Total amount of all Invoice lines, excluding tax. Total With Tax: Total amount of all Invoice lines, including tax. Reports icon: Click on this icon in the bottom right corner to access the Print Designer. See chapter on Checking and printing an Invoice. The Invoice Lines Invoice Editor menu The columns The Details area displays all the lines of the Invoice, under the following columns (that can be shown or hidden, see Edit View further down): From Details: The source name, e.g. Booking/Media Order name, or Budget Account/ Category name. From Type: The source type, either Class Booking, Media Order, Service, Material or Expense. Name: The Object name. Amount: The quantity. Invoicing Manual p. 17

19 Invoice Creator I New Invoices pane Unit Name: The unit name, either day, hour, unit, fixed or other customized unit. Sell: The sell rate. Discount %: The discount percentage. Sell Row: The sell total per line. Note: The Note added at Object level, Budget line level, or Media Order Source Title (see menu options in Closed Project chapter) Division: The Object's Division, if licensed. Tax: If tax is to be applied to the line. Date: The detail date. From Note: The Booking or Time Report note, depending on the option selected in the menu under the Closed Projects/Done Media Orders pane. From Ref: The source reference. From: PO: The PO entered at Booking level. Credited Invoice Number: The original Invoice Number from which the Credit Note was created. Discount (Calculated From List): This cell calculates the discount/markup on the line, if the initial price from Object Manager is modified (either in the Project or in the Invoice itself). Ref. Number: The running total, including all previous Sell Rows. Type: The Object type, e.g. Suite, Editor, Material. The Edit window and the Menu By double clicking on a line, the Edit window opens where you can add missing data or modify the amount, the sell price, etc.. To edit or add Invoice lines, click on the drop-down menu just below the Invoice header or do a right-mouse click anywhere in the details area. Add: Opens the Object Browser where you can choose an Object that should be added to the Invoice. Add Un-Referenced Object: Choose this option to add an item that does not exist in the database. The Edit window will appear to set the details: name, reference, buy and sell prices, amount (quantity) and unit, discount, tax (if it should apply tax or not), note. Type: Here you can choose the usual Object types, such as User, Suites/Workstations (these names will vary if you have modified them). Here a description of how to use the Types that do not refer to Object Types: o Re-entry Price: This is a type that is not to be chosen for an un-referenced line, it will come from a Re-entry price added at Project level. In the Edit Project window, by clicking on the Eye menu, you can choose to Add Re-Entry To the Invoice view e.g. from the Extras view (usually containing Services, Materials, Expenses). The system will add one single line to the Invoice view with the total amount of all extras found in that view, and will hide them from the Invoice view - if they were part of that view. When invoicing this Project, this new line will appear in the Invoice Editor as type Reentry Price. Invoicing Manual p. 18

20 Invoice Creator I New Invoices pane Re-Entry in Project window Re-Entry Price Type in Invoice Editor o Price Operator: Use this Type to add a discount to an Invoice as a fixed amount. When choosing this Type, you can add the amount to the Sell field with a minus sign in front. Make sure to deselect tax if this line should not be taxed. Invoicing Manual p. 19

21 Invoice Creator I New Invoices pane Using a Price Operator for adding a fixed Discount o Fixed Price: Use this Type e.g. to add a fixed price line to an invoice. This Type does not allow negative amounts - for discounts use Price Operator (see above). o Prepayment: Usually Types Prepayment and Prepayment % are not to be chosen when adding an un-referenced line. These are the Types that get added to a line of an Invoice created through the Active Projects pane when choosing Create Prepayment Invoice. If this Type is selected for an un-referenced line in a referenced Invoice (a Project Invoice), when the Project is closed and a final Invoice is created, the system will deduct this unreferenced line of Prepayment. Remove: First select the line that should be removed from the Invoice and then select Remove. Set Discount: This option allows setting a Discount for multiple lines at once. Add To Discount: To add up on to already existing Discount. E.g. if an Invoice line has 10% Discount and 4 is entered through this option, the Invoice line ends up having a 14% Discount. Subtract From Discount: To subtract from each selected Invoice line the entered Discount percentage. E.g. if an Invoice line has 0% Discount and 10 is entered through this option, the line ends up having a 10% markup (or -10% discount). Set Sell Rate: Allows changing the Sell Rate for multiple Invoice lines at once. Change Date: Allows changing the original date (the change won't affect the original Source). Edit View: Use this option to show/hide columns in this area, and to re-arrange their order. Invoicing Manual p. 20

22 Invoice Creator I New Invoices pane Edit View Sort Invoice Lines: Use this option to be able to sort your invoice lines. By default the Invoice Print Designer, sorts invoice lines by date, unless you use this option. This is specially useful when you need to put together jobs of the same kind, or all the expenses at the bottom, etc. Sort Invoice Lines Settings > Allow Editing Invoice Lines In Table: If enabled, you can double click on any cell to edit it, instead of having to open the line Edit window. Invoicing Manual p. 21

23 Invoice Creator I New Invoices pane Editing Invoice Lines in Table mode Open As Spreadsheet: Click on the Open As Spreadsheet icon just above Total With Tax, if you need to export the displayed information of the Invoice Editor window into a Spreadsheet like MS Excel. 5 Invoice Manager The Invoice Manager makes it possible to manage and keep track of all sent Invoices and Credit Notes. 5.1 Search fields and results area The top section of the Invoice Manager screen contains the search fields. To search for any Invoice, simply enter the search criteria. You can perform combined searches on any variety of search criteria, for example by: the company name, Invoice Number, Source Name or by Creation or Paid Date, etc. Click on the Search button or hit Enter and the matching invoices will be listed in the results area. Before you perform a new search, use the Clear button to clear out all search values. Invoicing Manual p. 22

24 Invoice Manager I Search fields and results area Invoice Manger Search fields Division (if licensed): Search by the Division of the Invoice. See the Divisions manual for more details. All: Use to search by any field within an Invoice. Invoice Number: Search by Invoice number. PO: Search by PO number. Job: Search by the Job name (usually the Project/Media Order name, unless modified in the Invoice Editor). See Source Name further down. Source #: Search by the Project or Media Order number that is the source of the Invoice. Source Name: Search by the Project/Media Order name that is the source of the Invoice. Client: Search by a specific Client. Client Number: Search by a specific Client number. Credit Note: Click once to enable searching by this criteria. Next, click on it again to enable searching by Credit Notes, or leave it un-checked to exclude Credit Notes from the search. Click on the X icon to disable searching by this criteria again. Paid: Click once to enable searching by this criteria. Next, click on it again to enable searching by Paid Invoices, or leave it un-checked to exclude Paid Invoices from the search. Click on the X icon to disable searching by this criteria again. Creation Date: Search for Invoices that have been created within a specific date period. Paid Date: Search for Invoices that have been paid within a specific date period. Transferred: Click once to enable searching by this criteria. Next, click on it again to enable searching by Transferred Invoices, or leave it un-checked to exclude Transferred Invoices from the search. Click on the X icon to disable searching by this criteria again. Invoicing Manual p. 23

25 Invoice Manager I Search fields and results area Sent: Click once to enable searching by this criteria. Next, click on it again to enable searching by Sent Invoices, or leave it un-checked to exclude Sent Invoices from the search. Click on the cross icon to disable searching by this criteria again. Created By: Click to select a User from the list to search by Invoice creator. Currency: Click to select from the list, which only shows the Primary, Secondary and Third Currency as configured in Server Setup. It is possible to type a value if you have manually added a new Currency on an Invoice. Pro Forma: Search by the Pro Forma number. Internal: Click once to enable searching by this criteria. Next, click on it again to enable searching by Internal Invoices, or leave it un-checked to exclude Internal Invoices from the search. Click on the X icon to disable searching by this criteria. Refer to the Divisions manual for more details. Custom Field Search: Any Custom Fields that have been configured at Invoice level, will be available for searching and also as a column in the results area. Invoice columns in the Results area The following are the available columns. You can choose to hide/show the ones you need and re-sort them as required (within the Edit View option in the drop-down menu). Division (if licensed): The Invoice Division. See the Divisions manual for more details. Internal (if Divisions is licensed): Internal Invoice for another Division. See the Divisions manual for more details. Number: The Invoice Number. Pro Forma: The original Pro Forma Number - if this option is enabled in Server Setup > Financial tab. Credit: If it is a Credit Note, it will show the number of the related Invoice. Job: The Source Name - usually the original Project/Media Order name, if the name was not changed in the Invoice. See Source Name below. Source Number: The original Project/Media Order number. Source Name: The Project/Media Order name that is the source of the Invoice. Client Number: The Client Number. Client: Client name to whom this Invoice has been sent. Created: Creation date of the Invoice. Created By: The User who created the Invoice. Payment Terms: The Payment Term selected in the Due field in the Invoice. Due Date: The Date when the Invoice is due, according to the selected Payment Term. See Due below. Due: Shows the amount of days past or left to the Due Date. Red shows how many days the invoice is overdue, and green shows the amount of days left to the Due Date. Credit Notes and Paid Invoices display an empty field. Note: The Note set in the Invoice. Currency: The Currency selected in the Invoice. Invoicing Manual p. 24

26 Invoice Manager I Search fields and results area Note that the Total column will still display the Invoice Total in the Server Primary Currency, regardless of the Currency selected in the Invoice. The reason is to make it possible sum up the Total of all Invoices displayed, the Total amount is shown in the bottom right part of the window. Total: This column shows the total amount of the Invoice or Credit Note excluding tax - always in the Primary Currency. Tax (Value): Shows the tax value. Total With Tax: Shows the total amount of the Invoice or Credit Note including tax - always in the Primary Currency. Paid: Paid Invoices are marked with a check mark. Paid Date: As the Paid checkbox is ticked, a Calendar will pop-up allowing you to set the date when the Invoice was paid. Paid Set By: The User who set the Invoice to Paid. Paid Note: This field shows the Note added in the window that pops up after the Paid checkbox has been ticked and the Paid Date has been selected. Paid To Date: Shows the amount paid to date, especially useful in combination with Invoice Payments module. If the Due field in an Invoice is set to "Net Cash", "Payment In Advance" or "C.O.D.", and when moving it to the Invoice Manager, the Paid column is automatically ticked since these three values mean that you have received the money at the moment of Invoice creation. But be aware that the Paid Date and Paid Set By are left empty. Therefore if you still need to use any of these three values, once the Invoice is moved to the Invoice Manager, highlight it and select Paid:Yes from the drop-down menu to be able to select the Paid Date, add a Note, and have the Paid By field filled in with your User name. If you want to avoid this behaviour, then the Due value should be set to Due Upon Receipt instead, so the Due Date and Due columns show red, and the Paid field remains un-ticked. Sent: Shows if the Invoice has been sent to the Client. It works in conjunction with the Print and Invoices functionality (see details in the PDF_Print_Support_for_Invoice_ .pdf). But it can also be used to manually mark when you have printed and sent the invoice to the client. Note that by default the Server Setup > Financial tab option Set Invoice As Sent When Creating is disabled. Template: Shows the Template to be used when the Print and Invoices functionality is enabled (see manual for details). Template: Shows the default Print Design Template selected for the Invoice. See details in Checking and printing an Invoice chapter. Transferred: If an accounting script has been developed your farmerswife, this column will show if an invoice has already been transferred to your third-party financial software. Custom Fields: Any Invoice Custom Fields will be available to display as columns in the Results area. Reports In the bottom right corner of the window the "Total" and "Total With Tax" show the totals of the Invoices and Credit notes in the current view. The total result of the search can be printed by clicking on the Report icon next to the Search and Clear buttons. In the Print Designer window you can design and print the report, or export the selection to Excel by clicking on the Open As Spreadsheet icon. Note that the Report displays the Invoice Totals in the Server Primary Currency, regardless of the Currency selected in the Invoice. Invoicing Manual p. 25

27 Invoice Manager I Options menu 5.2 Options menu Options menu Click on the menu icon in the results area to access the following options: Make Credit Note (Selection: x): Mark an Invoice and select this option to create a Credit Note. The new Credit Note will be related to this particular Invoice. See the Creating a Credit Note from an Invoice chapter for a detailed explanation. Find Credit Note For The Invoice: Upon selecting an Invoice, choose this option to find related Credit Notes. If the selected Invoice has no related Credit Note, the option is grayed out. Copy (Selection: x): Only available if Allow Copy In Invoice Manager setting in Server Setup > Financial tab is enabled. Choose this option to create a duplicate of a selected Invoice. The new Invoice will appear in the Invoice Creator. Remove (Selection: x): Only available if Allow Remove In Invoice Manager setting in Server Setup > Financial tab is enabled. This option deletes the selected Invoice, and the Source Project/Media Order gets its status back to Closed /Done. Mail And Mark As Sent: This option appears grayed out if the PDF Printer settings have not been configured in Server Setup > General tab. See more details in the Invoices PDF Print Send manual. If using this option, the Sent field will be automatically ticked. Set Sent: Yes (Selection: x): Select an Invoice or multiple Invoices and select this option to show the Invoice/s have been sent to your client. In Server Setup > Financial tab > Set Invoice As Sent When Creating, if set to Yes as soon as an Invoice is moved from the Invoice Creator to the Invoice Manager, the Sent checkbox will be automatically ticked. In Server Setup > Financial tab > Allow Editing Invoice Sent Field, should be set to No, if you are using the Mail And Mark As Sent option, in order to disable Users from manually modifying this. Set Sent: No (Selection: x): Use to un-tick the Sent field on an Invoice or multiple Invoices. Set Paid: Yes (Selection: x): Use this option to mark one or multiple Invoices as Paid. A note and a date can be specified. Alternatively mark an Invoice as paid by directly ticking the empty check-box under the Paid column. If Net Cash, C.O.D. (= Cash On Delivery), or Payment In Advance have been configured as the default Payment Term for Client Company (in Client Details), once an Invoice is moved to the Invoice Manager, the Paid checkbox will be ticked automatically. If this is not wanted, change the Payment Term to Due Upon Receipt, which indicates that the money has to be paid on the same day the Invoice is issued. Set Paid: No (Selection: x): Use to un-tick the Paid field on an Invoice or multiple Invoices. Invoicing Manual p. 26

28 Invoice Manager I Options menu Create Payment: See Details on the Invoice Payments chapter. Open Payment: Only available if the selected invoice has a Payment. Change Creation Date (Selection: x): Use to modify the creation date on an Invoice or multiple Invoices. Print (Selection:x): Click this option to print the selected Invoice using the default Print Designer Template as defined in the Invoice Editor window. Financial Report On Selection: Opens the Financial Report Designer to create a Financial Report on the selected Invoice(s) (the corresponding User Permission has to be enabled). Edit View: Add or hide Invoice columns and rearrange them. Run Script (Selection: x): To export Invoice data in the selected format. The output file is usually saved in the farmerswife Client\system\tmp_files folder. Apart from the standard scripts any customized scripts will be available here after they have been added to the farmers wife Server\lib\scripts\invoice_module (subject to paid custom financial integration, please contact for further information). Settings: Auto Insert Current Month: Select this option to set the current month automatically in the Creation Date search field range, every time you access the Invoice Manager. Auto Insert Myself In Owner Search Field: Select this option to get your Users name automatically set in the Created By search field, every time you access the Invoice Manager. Use Fixed/Block Rate Credit Notes: By enabling this option, when making a Credit Note, it will not contain any detailed information, just a total price. Modify Password: Use this option to create or modify the Invoice Password, which will need to be entered whenever an Invoice is deleted or modified. Maximum Hits When Searching: If set to 100, and the search result is more than 100, only 100 invoices will be displayed and the warning "+100" will appear in the bottom left corner in red. You can modify this to another number option. The maximum hit will be reset to the default option each time when logging in, if the Force Maximum Search Hits When Logging setting is enabled in the Server Setup > General tab. 6 Invoice Payments The setting Invoice Payments needs to be activated in the Server Setup > Financial Tab. Payment Custom Fields allows you to create additional Custom Fields that will be added on each Payment. Invoicing Manual p. 27

29 Invoice Payments I Server Setup > Financial Tab > Enable Payments 6.1 Creating Invoice Payments To create a Payment for an existing Invoice, search for the Invoice in the Invoice Manager, highlight it and select Create Prepayment from the drop-down menu in the results area. In the New Payment window, fill in the details in the header as needed. In the example below, two custom fields allow uploading a proof of payment file and choosing the payment type, e.g. cash, cheque or transfer. In the details area, a line with the invoice details is automatically added. Here you can change the Paid Amount and press OK to save it. Invoicing Manual p. 28

30 Invoice Payments I Creating Invoice Payments Invoice Manager > Create Payment If multiple Invoices for the same Client are paid in one Payment, highlight them and choose Create Payment (Selection: x) from the drop-down menu. Each of the selected Invoices will be listed in the New Payment window. To create additional Payments for the same Invoice, highlight the Invoice and choose Create Payment from the drop-down menu. The new Payment will automatically calculate the remaining unpaid amount by subtracting previous payment(s). Once an Invoice is paid in full, both the Paid checkbox and the Paid Date are automatically filled in. Invoicing Manual p. 29

31 Invoice Payments I Tracking Payments 6.2 Tracking Payments Access the Invoice Payments tab and use the search fields to track payments. Tracking Payments The drop-down menu in the results area has the following options: New: Use to add a Payment that is not connected to an Invoice from the system. Once all details in the header are filled in, click on the drop-down menu in the details area and select Add Unreferenced Payment. Fill in the details as required and save. Delete: Use to delete a Payment. Reports: Use to print out the details of one or multiple Payments. Edit View: To show/hide columns and re-sort them. Maximum Hits When Searching: If set to 100, and the search result is more than 100, only 100 invoices will be displayed and the warning "+100" will appear in the bottom left corner in red. You can modify this to another number option. The maximum hit will be reset to the default option each time when logging in, if the Force Maximum Search Hits When Logging setting is enabled in the Server Setup > General tab. At the bottom right corner, there is the total paid amount according to the search criteria. 7 Invoicing step by step 7.1 Invoicing Active Projects An ongoing Project that is not ready to be closed, can already be invoiced either: 1. through a Part Invoice that will allow you to select specific finished jobs (time-reported Bookings, done Media Orders, done Work Orders), or quoted lines (from Virtual Bookings, or approved Budget), depending on your Final/Container View configuration, often called "To Invoice/Invoiced" view. Invoicing Manual p. 30

32 Invoicing step by step I Invoicing Active Projects 2. or through a Prepayment Invoice that will allow you to invoice a fixed amount, or a percentage of the total of the Project, as one line that is not connected to any specific job yet Creating a Prepayment Invoice Prepayment Invoices are usually issued e.g. if 50% of the quoted amount is due at contract signing and 50% at the completion of the job. It is possible to create multiple Prepayment Invoices for one Project, and once the Project is closed farmerswife will ask if the already issued Prepayment Invoices should be subtracted from the final Invoice. In the Active / Pending Project And "On Hold" Media Orders pane of the Invoice Creator, select the Project and right-mouse click (or click on the drop-down menu) and select: Create Prepayment Invoice (for a fixed amount) or Create Prepayment Invoice % (for an amount to be calculated from a percentage of the Project's total). Creating a Prepayment Invoice Prepayment Invoice with a fixed amount: Enter the price directly in the Sell field. Prepayment Invoice with a percentage: Enter a percentage amount in the Sell % field. The system calculates the amount (from the Total/Container view of the Project, often called "To Invoice/Invoiced" view), and adds it to the Sell field. Still in the Edit window, change the Name if you need to add a description, e.g. First Prepayment. And you can also add a Note. Once done, print the Invoice as usual. The Prepayment Invoice does not display any Objects from the Project in the print out, just the Prepayment amount. Once the Project is finished, close the Project by turning the Active button off and search for it in the Closed Projects And Done Media Orders pane of the Invoice Creator to create the final invoice that will deduct the already created Prepayment Invoices. As you choose Create Invoices (Selection: 1) from the drop-down menu, a dialog asks to Confirm Creating New Invoice. Another dialog follows: "Warning: An Invoice Has Already Been Created For This Source. Confirm Creating A New Invoice, Since This Could Result In Double Invoicing" (and shows the existing Invoice Number between brackets). This message indicates that previously an Invoice has been created for this Project. A third dialog shows the Prepayment Invoices that have been created for the Project. Here you just need to click OK so the system subtracts them from the final Invoice. Finally confirm the dialog asking if the Project/Media Order should be flagged as Invoiced. Invoicing Manual p. 31

33 Invoicing step by step I Invoicing Active Projects Existing Prepayment to be substracted from Final Invoice In the Invoice Editor, the Prepayment Invoice appears as a negative line at the bottom. Prepayment line at the bottom When this final Invoice is printed all Bookings/Quoted lines appear listed as well as the subtracted Prepayment Invoice line. Please note that if multiple Prepayment Invoices with a percentage value are created, it is possible to invoice more than the actual quoted amount in the Project if the Project won't be closed at any time. Please make sure to close the Project once the job is done and create the final invoice Creating Part Invoice Part Invoices can be created on completely time-reported Bookings, done Project Work Orders, done Media Orders, Project Extras, Virtual Bookings, or Budget lines from approved Quotes/Budgets (depending on your Final/Container View configuration, often called "To Invoice/Invoiced" view). Part invoicing is by default active. It can be deactivated in the Server > Setup > Financial tab > Disable Partial Invoices. It is not possible to select only certain days of a multiple Day Booking to create a Part Invoice. In the Active / Pending Projects And "On Hold" Media Orders pane of the Invoice Creator, search for the Project to be part-invoiced. Highlight it and select Part Invoice from the drop- Invoicing Manual p. 32

34 Invoicing step by step I Invoicing Active Projects down menu or by right-mouse click. In the Select Items For The New Invoice window choose the items to be part invoiced. Hit Ok and confirm creating the new invoice. In the example below, Binders are used in this Project for the various episodes of this Mini Series. Once all the Bookings for an episode are finished, an invoice is generated. The Part Invoice is created for the first episode, and finished jobs that belong to the second episode are moved to the Not Selected pane of the window. Creating a Part Invoice In the Edit Project window, the invoiced items get flagged as Invoiced with a yellow triangle that, when clicked, shows two options: Find Invoice: will open the related Invoice Remove "Invoiced" Status From This Item, will remove this flag to enable re-invoicing this item, but BEWARE that the Invoice itself is not removed, therefore this could result in double invoicing the item (as the caution message warns) Invoicing Manual p. 33

35 Invoicing step by step I Invoicing Active Projects Invoiced items in the Edit Project window If the part invoiced item is a Booking, the time-report icon turns from green to white, and if the part invoiced item is a Media Order, the Status changes from Done to Invoiced. Beware that Part Invoiced items can no longer be modified. Once the Project is finished, close the Project by turning the Active button off. In the Closed Projects And Done Media Orders pane of the Invoice Creator, you can then create the final invoice that will include the rest of the items that had not been invoiced. As you choose Create Invoices (Selection: 1) from the drop-down menu, a dialog asks to Confirm Creating New Invoice, and next a dialog says "Warning: An Invoice Has Already Been Created For This Source. Confirm Creating A New Invoice, Since This Could Result In Double Invoicing" (and shows the existing Invoice Number between brackets). This message indicates that previously an Invoice has already been created for this Project. Here, unlike Prepayment invoices, no existing invoice is subtracted from the final invoice, because this final invoice will only contain the pending items to be invoiced. Finally confirm the dialog asking if the Project/Media Order should be flagged as Invoiced. Price Operators and Part Invoicing There are two methods to add Price Operators: Project Sell Price Operators and Budget Operators. Price Operators are usually added to the To Invoice/Invoiced view, through the Eye icon > Add Sell Price Operator To: To Invoice/Invoiced. Whether it is a Cash or a Percentage operator, it gets created as a line at the bottom of the Project window and becomes a fixed amount. When part-invoicing this Project, this Price Operator will not be available for selection. It can only be invoiced when the Project is closed and fully invoiced. Budget Operators are created within the Budget module and can be applied to Actuals. When part-invoicing this Project, if the Actuals are to be invoiced, then the Price Operator is not available for selection and will only be invoiced when the Project is closed and fully invoiced. However, if the Active Budget is to be invoiced, the Budget Operator can be part-invoiced. Be aware that if you invoice lines affected by the Budget Operator and then later change affect Invoicing Manual p. 34

36 Invoicing step by step I Invoicing Active Projects any of those lines, the invoice will not be altered, whereas the Budget Operator amount will. Therefore, ideally the budget operator will be invoiced together with all the lines in connection to it, or else, at the end when creating the final invoice. 7.2 Invoicing Closed Projects Usually a Project will already have at least one invoice associated with it at the time of completion (when the Project is Closed). For example, a Prepayment Invoice will have been created for 50% of the quoted amount at the start of the Project, or part of the finished jobs will have been Part Invoiced already. See previous chapter Invoicing Active Projects for more details about this workflow. Otherwise, a Project is fully invoiced once it is closed (when turning off the Active button). Find it in the Closed Projects And Done Media Orders pane of the Invoice Creator, choose it and select Create Invoices (Selection:x) from the drop-down menu or via a right-mouse click. Next, confirm both messages: "Confirm Creating Invoices" and "Confirm Changing The Projects/Media Orders To Invoiced". The new Invoice will then be added to the New Invoices pane and the closed Project will disappear from the upper pane. When you search for the Project in the Toolbox, you will see that the status has been changed to Invoiced as well. 7.3 Other Invoice related options At Project level: On the left area, there is a field to add an Invoice Note. This is usually used for internal notes on how the Project is to be invoiced. See the Invoice Editor chapter for more details on where the info on this Note is populated. In the Eye menu of the Edit Project window, there are three invoice-related options: Hide Part Invoiced Items: Enable this to only see items pending to be invoiced. Show Invoices / Credit Notes: Enable this to see all Invoices and Credit Notes created for this Project at the bottom of the window. Add "Invoiced" Status To Items: This is used to flag items as invoiced if no Invoice is to be created for them. When clicking on the Invoiced flag and selecting Find Invoice, a warning message reads "Failed To Find Any Invoices For This Item". Best used in connection with the Booking Invoice Note where you add a note explaining why the item is not to be invoiced. Add this Note before flagging an item as Invoiced. Invoicing Manual p. 35

37 Invoicing step by step I Other Invoice related options Other Invoice related options in the Project window At Booking level: At Booking level there is also a field to add an Invoice Note. If needed it can be printed out but usually it is used for internal notes, e.g. in conjunction with the Invoice Flag functionality. The Invoice Flag functionality in the Edit Booking window has the following options: Ignore: This Booking will be ignored when invoicing this Project, either partially or totally. Hold: This Booking will remain on hold while the Project is active, so it will be ignored only when generating Part Invoices and Prepayment Invoices. As soon as the Project is closed, a warning message will remind you that there are Bookings with hold invoice Flags, and the final invoice will include these Bookings. Ready: This is the default Invoice Flag option that means that as soon as the Booking is timereported, it will be ready to invoice. Locked: This is a Flag that only applies to a customized financial integration. Transferred: This is a Flag that only applies to a customized financial integration. The User Permission Edit Invoice Flag needs to be enabled to see and use this option. Invoicing Manual p. 36

38 Invoicing step by step I Other Invoice related options Invoice Flag in the Booking window In Toolbox > Settings > Hourline > Invoice Flag: Enable this option to view the yellow triangle when a Booking has the Invoice Flag set to a status different than Ready. In Toolbox > Settings > Projects Tree > Invoice Flag: Enable this option to view the yellow triangle for the Invoice Flag next to the Booking Name, when this is set to a status different than Ready. At Media Order level: The Media Order window has the option to Hold Invoice at the bottom, that when enabled it will remain hidden from the Invoice Creator search panes. Hold Invoice in Media Order window 7.4 Creating a Credit Note from an Invoice Credit Notes can be created from Invoices in the Invoice Manager. In Server Setup > General tab > Divisions, choose wether Credit Notes should use their own numbering series. Once you have found the Invoice and selected it, click on the drop-down menu or right-mouse click and select Make a Credit Note (Selection:x). Invoicing Manual p. 37

39 Invoicing step by step I Creating a Credit Note from an Invoice If the Server-side setting "Make Credit Note Automatically Creates A New Invoice" (in Server Setup > Financial tab) is enabled, when making a Credit Note from an Invoice, a new Invoice with the same details and prices as the Credit Note is created. This new Invoice can then be modified as required to be re-sent to the Client or, if not needed, it can be deleted. If the above setting is disabled, then when making a Credit Note, a pop-up asks how much you want to credit, and the options are: Original Amount: Selecting this option, a Credit Note with the original Invoice amount is created. Due Amount: Selecting this option, a Credit Note with the due to be paid amount is created. This is useful if you use the Invoice Payments module and need to credit only for the unpaid amount. Crediting the Due Amount Percent Of Original Amount: Selecting this option, a Credit Note with a percentage of the original Invoice amount is created, and the price of each item in the Credit Note are calculated from this percent. Crediting a Percentage of the Original Amount Percent Of Due Amount: Similar to the above option, a Credit Note with a percentage of the amount due to be paid is created. In all cases, you get a reminder that the Credit Note has been added to the Invoice Creator. Once you verify it and it is ready to be sent out, move it to the Invoice Manager. Be aware that in the first scenario when a new Invoice gets created together with the Credit Note, deleting this new Invoice removes the Invoiced Flag from the affected items (which can be Bookings or Budget Lines - it does not happen on Media Orders). Likewise, in the second scenario where the setting is disabled, when crediting an Invoice, the affected items will lose their Invoiced Flag because no new Invoice is created for them. Invoicing Manual p. 38

40 Invoicing step by step I Creating a Credit Note from an Invoice In both cases, it is recommended that you go to the affected Project, activate it (if it was closed), and flag those Bookings as Ignore or invoice them again as required. Other Options: The following settings are configured in the Server Setup > Financial tab: Allow only 1 Credit Note per Invoice: If set to Yes, it is possible to create only one Credit Note per Invoice. Read Only Credit Note: If set to Yes, no modifications in the Credit Note are allowed. Disable Make Credit Note Before Transferring: If set to yes, it will not be possible to make a Credit Note from an Invoice that has not been transferred yet. Useful if you have a financial integration developed for your farmerswife. 8 Printing an Invoice Invoice layouts can be designed using the Invoice Print Designer or the Financial Reports Designer. Enable either or both options in Server Setup > Financial tab > Use Report For Invoices. Deciding which is best for designing your invoice layout depends on the options available in each of these Print Designers. Please take a look at each manual for details and also check with Support for advice. You can design as many print templates as needed. You could have a layout that will only display the total of the invoice with no details, and another layout with more details, or have the invoice in different languages, etc. At Client level, you can define which Print Template to use when generating Invoices for a specific Client. This is configured in the Client Details tab of the Contact window: Print Template in Client Details Once defined, the new Invoice will choose the Template by default. Invoicing Manual p. 39

41 Printing an Invoice I Print Template If a Client does not have this Print Template defined, the system will choose the default Template that has been set within the Invoice Print Designer (chosen by clicking on the menu in the top-left Templates area and choosing Set As Default). Default Print Template Layouts designed using the Financial Reports Designer cannot be set as default, as this option does not exist there. Yet you can always click on the Template tab in the Invoice Editor and change the Template for that invoice. Invoices can be printed from the Invoice Editor window by clicking on the Reports icon at the bottom right corner and then choosing a Template. Also Invoices can be printed from the Invoice Manager by selecting the Invoice and choosing Print from the drop-down menu. In the second case, the system will then use the Template that was previously defined for that Invoice. 8.1 Printing and ing an Invoice Invoices can also be ed directly from farmerswife. Please refer to the Invoices PDF Print Send .pdf manual for details on the configurations to activate this option. Invoicing Manual p. 40

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