SliQ Invoicing Help SliQTools Ltd

Transcription

1 SliQ Invoicing Help

2 2 SliQ Invoicing Help Table of Contents Foreword 0 9 Part I Introduction 1 Quick Start Part II Document Numbering 1 Changing... the Document Number Sequence 17 2 Changing... the Document Number Format 18 Part III 20 Part IV Companies 22 1 Adding a... Company 22 2 Opening... a Company 22 3 Saving a... Copy of a Company Part V Template Editor 1 Editing a... global template selection 25 2 Editing a... specific template for an invoice 27 3 Editing a... specific template for a customer 29 4 Change the... font of a single item on a template 30 5 Change the... font used in a template 31 6 Add new... bitmaps or logos to a template 32 7 Insert fixed... text/ a label onto a template 33 8 Add Fields... to a Template 34 9 Edit the text... of a label on a template Change the... position of an item on a template Resize columns... in a table Add an item... code column to an invoice template Add a purchase... order column to a statement Change column... headings in a table Setting Conditions... on Items 39 Display an... Item depending on a field value Display an... Item depending on whether an invoice is paid Offset the... position of an item Showing... a REMINDER Label on a Template Add SalesPerson... to a Template Adding a... Payment Summary to an Invoice Template Adding a... Tax/ VAT Summary to an Invoice 46

3 Contents 3 20 Tax/ VAT... Summary on an Invoice Configuring... Columns 47 Invoice Columns... Statement... Columns Part VI Template Management Renaming... a Template 51 2 Copying... a Template 52 3 Deleting... a Template 53 4 Backing Up... Custom Templates 53 Part VII Invoices & Payments 56 1 Raising an... invoice 57 2 Creating... a quote based on an invoice 58 3 Raising a... copy of an invoice 60 4 Saving an... Invoice in PDF form 61 5 Editing an... invoice 62 Selecting... a customer Product or... Service Invoice? Adding a... Date to an invoice line item Entering a... Subtotal Item Inserting... a new item Select an... Existing Product Select an... Existing Discount Enter a new... Product Name Enter a new... Discount Name One-Off Item... Add a summary... line to an invoice Deleting an... item Entering Units Deleting... an invoice 74 7 Listing invoices Adding your... logo to invoices 75 9 Printing an... invoice Printing all... unprinted invoices Previewing... an invoice ing... an invoice Recording... a Customer Payment against an invoice Deleting a... payment Raising a... credit note Recurring... Invoices 85 Making an... Invoice Recur Confirm Automatic... Invoices Dialog Voiding an... Invoice Check Recurring... Invoices 90

4 4 SliQ Invoicing Help 19 Showing... the SalesPerson on the Invoices List Colour-coding... invoices Making Payments Discounts SubTotal... Items on Invoice Lines Setting a... Due Date instead of a payment term Adding Shipping... or Delivery Charges Part VIII Delivery Notes 1 Printing a... Delivery Note 99 2 Saving a... PDF of a Delivery Note 100 Part IX Quotes Creating... a quote Raising... a copy of a quote Creating... an invoice from a quote Saving a... Quote in PDF form Editing... a quote 108 Selecting... a customer Product... or Service Quote? Inserting... a new item Select an... Existing Product Select an... Existing Discount Enter a new... Product Name Enter a new... Discount Name One-Off... Item Deleting... an item Deleting... a quote Printing... a quote Previewing... a quote ing... a quote Showing... the SalesPerson on the Quotes List Opening... the invoice raised from a quote 122 Part X Purchase Orders Creating... a Purchase Order Raising... a copy of a purchase order Saving a... Purchase Order in PDF form Editing a... purchase order 128 Selecting... a supplier Inserting... a new item Select an... Existing Product Select an... Existing Discount Enter a new... Product Name

5 Contents 5 Enter a new... Discount Name One-Off... Item Deleting... an item Deleting... a purchase order Printing... a purchase order Previewing... a purchase order ing... a purchase order 139 Part XI Customers & Statements Customer... Name, Contact Name & Alphabetic Ordering Adding... a customer Editing a... customer record Deleting... a customer record Viewing... a Statement Printing... a Statement Previewing... a statement ing... a statement Recording... a Customer Payment against an invoice Saving a... Statement as a PDF Exporting... Customer Details to XML Importing... Customer Details Customer... Statement Types and the Statement Wizard Exporting... Customer Details to CSV/ Excel 160 Part XII Suppliers 162 Part XIII Product & Discount Records Adding... a product Adding... a discount Editing a... product or discount record Deleting... a product or discount record Exporting... Product & Discount Details Importing... Product & Discount Details Exporting... Products & Discounts to Excel 171 Part XIV Reporting Printing... reports Previewing... reports ing... reports Saving a... Report as a PDF Exporting... Reports to Excel 178

6 6 SliQ Invoicing Help Part XV Attachments 182 Part XVI Invoice Payment Terms 184 Part XVII Standard Customer Messages Selecting... a Standard Message Adding... a Standard Message Deleting... a Standard Message Editing... a Standard Message 188 Part XVIII Options Show Sales... Person on Invoices List Show Sales... Person on Quotes List Configure... Date Formats Recurring... Invoice Options Colour Code... Items on the Invoices List Configure... the Auto Backup Folder Decimal... Place Configuration Adding... a Prefix to PDF Filenames Show Unpaid... Invoices by Default Configure... the Default Date Range for Invoices Show Open... POs By Default 195 Part XIX Setup Business... Details, Currency & Tax Name Template... Setup 201 Choosing... a Template Showing... Quantity and Each Columns Showing... Units Column Configuring... a Logo Showing... a PAID watermark Setting up... Page Numbers Address... Options Showing... Tax Rate Column Include Tax... in Last Column Adjusting... gaps between items on a template Payment... Terms VAT/ Tax... Rates Managing... Standard Customer Messages Confirming... Automatic/ Recurring Invoices Editing... Templates Configuring... Options Editing String... Lists 219

7 Contents 7 Part XX Password Protecting a Company File 222 Part XXI Custom Fields 224 Part XXII Backups Creating... a backup Restoring... a backup Automatic... Backups Changing... the AutoBackup folder 232 Part XXIII Data Import/ Export Exported... Customer Details File Format Exported... Product & Discounts Details File Format 236 Index 239

8 Part I

9 Introduction 1 9 Introduction Welcome to SliQ Invoicing & Quoting! SliQ provides an easy and efficient way of raising invoices and tracking payments from customers. Read the Quick Start section to learn how to raise a new invoice in a few seconds Major Change History SliQ Invoicing Plus versus SliQ Invoicing Lite This help file covers SliQ Invoicing Lite and SliQ Invoicing Plus. Differences between versions of SliQ Invoicing are highlighted in the text. Quick Access to Major Sections in This File This table provides quick access to help on major items within SliQ Invoicing. Item Backups Companies Credit Notes Customer Details Customer Statements Data Exchange Delivery Notes Discounts ing Exporting to Excel Invoices Help Link Creating a Backup Restoring a Backup Automatic Backups Backing up Custom Templates Creating a Company Opening a Company Saving a Copy of a Company Raising a credit note. Adding your company logo Storing Customer Details Exporting Customer Details Importing Customer Details Customer Statements Viewing a Customer Statement Exported Customer Details File Format Importing Customer Details Exporting Customer Details Exported Product Details File Format Importing Products & Discounts Exporting Products & Discounts Printing a Delivery Note Saving a PDF of a Delivery Note Specifying a Discount Setting a Discount on a group of items Setting an overall discount for an invoice Troubleshooting Problems Methods of Sending s Editing Templates Exporting Reports to Excel Exporting Customer Details to CSV/ Excel Raising invoices Listing invoices - showing unpaid invoices Recording customer payments against invoices

10 10 SliQ Invoicing Help Item Invoice Template Designer Payment Terms Product Details Purchase Orders Quotes Reports Suppliers Setup Standard Customer Messages Password Protection Help Link Raising a new copy of an old invoice Adding your company logo Showing a PAID watermark on a fully paid invoice Product Invoices Service Invoices Recurring Invoices Using SubTotals to group items Setting a Discount on a group of items Setting an overall discount for an invoice Template Editor Renaming a Template Copying a Template Deleting a Template Choosing payment terms Storing Product Details Raising a Purchase Order Editing a Purchase Order Writing a quote Raising a new copy of an old quote Converting a quote into an invoice Adding your company logo Service Quotes Product Quotes Generating Reports, e.g. how much are you owed? Suppliers Choosing a Template/ Style Business Details Options Preview & Logo Options Payment Terms Options VAT Rates & Tax (non UK/ EU) Options Currency Options Managing standard customer messages for quick use when raising invoices and quotes Setting a password on a company file. Companies Invoices & Payments Credit Notes Quotes Delivery Notes Customers & Statements Product Records Reporting Setup Backups SliQTools Online - Invoice Software and Quote Software

11 Introduction Quick Start For first-time users of SliQ, this section explains how to quickly create and print an invoice. Follow the steps below to create, edit and print an invoice. Step 1 - Select the Invoices & Payments tab On the main toolbar, make sure the Invoices & Payments tab is selected as shown in the following picture, then press the New button. A form will be display allowing the invoice details to be edited. The form should look something like the following. Step 2 - Enter the Customer name on the invoice form Enter the name of the customer on the invoice form as shown below.

12 12 SliQ Invoicing Help Press the TAB key to move out of the field. A dialog will be displayed saying that the customer name is new and asking whether a new record should be created for the customer. Press the Yes button. Step 3 - Enter the Invoice Address Enter the address of the customer on the invoice as shown below. Step 4 - Add an item to the invoice Now enter the description, quantity and price details for an invoice item. For example the description could be "Hourly labour putting up a fence", the quantity could be 15 and the price could be To create a new, blank item into which the details can be entered, click in the Description column as shown below. When you have finished typing the description, press the TAB key and enter the Quantity, then press the TAB key and enter the price in the Each column. Press TAB again to leave the Each column and the item total will be displayed.

13 Introduction 13 If the VAT column is displayed, you can select a VAT rate for the item. The invoice form should now look something like... Note: In the picture above, note that a blank invoice item is displayed below the item we entered. When OK is pressed, SliQ automatically deletes blank items that don't have a description, quantity or unit price. Press Save Edits to save the invoice. Step 5 - Print the invoice The Invoices & Payments tab will now list the new invoice. Make sure the invoice is selected in the list as shown in the picture below and press the Print button to print the invoice.

14 14 SliQ Invoicing Help Step 6 - Closing SliQ and saving data Whenever SliQ is closed normally, all data is saved. SliQ can be closed by two methods:1. Open the SliQ menu by clicking on the SliQ start button and choose the Exit & Save option from the menu. OR 2. Press the Exit & Save button displayed on the tab.

15 Introduction Editing an Invoice Introduction SliQTools Online - Invoice Software and Quote Software 15

16 Part II

17 Document Numbering 2 17 Document Numbering SliQ Invoicing Plus V3 automatically assigns numbers to documents, e.g. when a new invoice is raised, if the last invoice was number 3, the new invoice will be assigned number 4. SliQ Invoicing Plus V3 also allows: Changing the next document number to be used Changing the format of automatically generated document numbers Introduction Invoices & Payments 2.1 Changing the Document Number Sequence To change the next number SliQ Invoicing assigns to a new document, e.g. to a new invoice, open the Options dialog by pressing the Options button in the toolbar. Make sure the Document Number Sequences tab is selected on the Options dialog. Change the next numbers to be used when new documents are created. By default, SliQ warns you if you create a document such as an invoice with a number that has already been used, e.g. it warns you if you create two invoices with the invoice number By unchecking the Warn if a Duplicate Number is Entered box you can stop SliQ giving you a warning.

18 18 SliQ Invoicing Help Note: Delivery Note numbers are automatically set to the same number as their accompanying invoice. Introduction Document Numbering 2.2 Changing the Document Number Format To change the format of the numbers SliQ Invoicing assigns to a new document, e.g. to a new invoice, open the Options dialog by pressing the Options button in the toolbar. Make sure the Document Number Format & Prefixes tab is selected on the Options dialog. From the dropdown, select the type of number you want to change, e.g. invoice number or purchase order number. Change the options for the selected number format as desired. Introduction Document Numbering

19 Part III

20 20 3 SliQ Invoicing Help SliQ Invoicing Plus lets you items to customers and suppliers, e.g. you can invoices in PDF form to clients. For help in setting up , following these links: Troubleshooting Problems Methods of Sending s Editing Templates

21 Part IV

22 22 4 SliQ Invoicing Help Companies The SliQ Start menu gives access to functions for working with multiple companies in SliQ. 4.1 Introduction Adding a Company Opening a Company Saving a copy of a Company SliQTools Online - Invoice Software and Quote Software Adding a Company.To create a new company/ business file: Click the SliQ Start button (shown in the picture below). From the menu that appears choose Company followed by New... The company setup wizard will be displayed and will guide you through entering the basic company details. Follow the steps in the wizard and press the Finish button. The new company will then be opened in SliQ Invoicing ready for you to begin raising invoices. Note: The company setup wizard guides you through basic setup of a company. You can make more choices by going to the Setup tab, e.g. you can choose an invoice template. 4.2 Introduction Opening a Company Saving a Copy of a Company SliQTools Online - Invoice Software and Quote Software Opening a Company.To open an existing company/ business file: Click the SliQ Start button (shown in the picture below).

23 Companies 23 From the menu that appears choose Company followed by Open... A File Open dialog will be displayed. Browse for and select a file to open. Press the Open button. The selected company file will then be opened in SliQ Invoicing. 4.3 Introduction Creating a Company File Saving a Copy of a Company SliQTools Online - Invoice Software and Quote Software Saving a Copy of a Company.To save a copy of an existing company/ business file: Click the SliQ Start button (shown in the picture below). From the menu that appears choose Company followed by Save As... A Save As dialog will be displayed. Browse for a folder and enter a filename. Press the Save button. The company file will saved with the new file name. The new file will remain open in SliQ Invoicing. Introduction Creating a Company File Opening a Company File SliQTools Online - Invoice Software and Quote Software

24 Part V

25 Template Editor 5 25 Template Editor The template editor in SliQ Invoicing & Quoting lets you edit the templates for invoices, quotes, credit notes and statements. Note: The template editor is only available in SliQ Invoicing Plus.. You can:1. Edit the global template selections on the Template Setup tab, or 2. Edit a template for use with a specific invoice, quote or credit note. 3. You can also associate a specific template with a customer, e.g. associate a specific invoice template. Click on of the links below for more information on the template editor: Editing a global template selection Editing a specific template for an invoice Editing a specific template for a customer Adding a field to a template Showing a REMINDER label on a template Change the font of all items on a template Change the font of a single item, e.g. a label, on a template Add new bitmaps or logos to a template Edit the fixed text/ labels on a template Change the position of an item on a template Resize columns in a table Add an item code column to an invoice template Add a job/ purchase order number column to a statement template Change column headings in a table Choose conditions for displaying items Adding a Sales Person field to a template Configuring Columns Adding a Tax/ VAT Summary table to a template Adding a Payment Summary to a template Template Setup Template Management 5.1 Editing a global template selection As well as letting you choose from a set of standard templates, SliQ lets you edit the templates to suit your own, specific needs. You can select different templates for your invoices, quotes, credit notes and statements on the Template Setup tab. To edit a template, simply click the Edit button to the right of the template you want to edit as

26 26 SliQ Invoicing Help shown in the following picture. For example, to edit the classic1 quote template, make sure classic1 is selected in the quote template selector and press the Edit button just to its right. When you edit one of the predefined templates SliQ makes a copy of the template and asks you for a new template name as shown below. You can either accept SliQ's suggestion or enter your own name for the template. Click OK and the template editor will be opened. Read the Template Editor page for help links on editing templates. Make the changes you desire and then save and close the Template Editor. SliQ will automatically select your new template.

27 Template Editor 27 Template Editor Editing a Template for a Specific Invoice Editing a Statement Template for a Specific Customer 5.2 Editing a specific template for an invoice You can associate a template with a specific invoice (or quote or credit note). SliQ will then use your chosen template instead of the global template selection when printing or ing the invoice. To associate a specific template with an invoice, open the invoice editor and choose the Template button as shown in the following pictures. Open the invoice editor... In the invoice editor, press the Template button...

28 28 SliQ Invoicing Help SliQ will then display the Manage Template dialog. Uncheck the Use Global Template Selection button and select the template you want to use with the invoice. If you need to edit the template, press the Edit button and the Template Editor will open. Read the Template Editor page for help links on editing templates. Make the changes you desire and then save and close the Template Editor. SliQ will automatically select your new template. Template Editor

29 Template Editor 29 Editing a global template selection Editing a Statement Template for a Specific Customer 5.3 Editing a specific template for a customer You can associate a specific invoice, credit note, quote or statement template with a customer. SliQ will then use your chosen template instead of the global template selection when printing or ing items for the customer. To associate a specific template with an customer, select the Customers & Statements tab in SliQ and press the Templates button as shown in the following picture. SliQ will then display the Manage Template dialog. Uncheck the Use Global Template Selection button and select the template you want to use with the statement. If you need to edit the template, press the Edit button and the Template Editor will open.

30 30 SliQ Invoicing Help Read the Template Editor page for help links on editing templates. Make the changes you desire and then save and close the Template Editor. SliQ will automatically select your new template. Template Editor Editing a global template selection Editing a specific template for an invoice 5.4 Change the font of a single item on a template To change the font or style of text used for an item on a template, e.g. a label:1. Open the template editor. 2. Select the item by clicking it with the mouse. 3. Change the font name, or alter the style, e.g. press the Bold or Italic buttons.

31 Template Editor Template Editor Change the font of every item in a template Editing a global template selection Editing a specific template for an invoice Change the font used in a template To change the font used throughout a template, you can edit the form properties. 1. Open the template editor. 2. Click on the background of the template to display the form properties in the properties panel on the right. 3. Change the font name..

32 32 SliQ Invoicing Help Note: Different fonts display in different sizes. If you change the font, you may need to resize and reposition items on the template. 5.6 Template Editor Change the font of a specific item on a template Editing a global template selection Editing a specific template for an invoice Add new bitmaps or logos to a template To add new bitmaps or logos to a template: 1. Open the template editor. 2. Click on the Logo/ Image button in the Object Gallery in the toolbar. 3. Click on the template at the point you want to insert the bitmap/ logo. A logo place holder saying "YOUR PICTURE OR LOGO GOES HERE" will then be displayed as shown below.

33 Template Editor Make sure the logo place holder is selected. 5. Click on the Select Image button and choose the graphic file containing the picture you want to display on the template. 5.7 Template Editor Change the font of a specific item on a template Editing a global template selection Editing a specific template for an invoice Insert fixed text/ a label onto a template To insert fixed text or a label onto a template: 1. Open the template editor. 2. Click on the Label button in the Object Gallery in the toolbar. 3. Click on the template at the point you want to insert the label. A default label containing the text "Label" will then be displayed as shown below.

34 34 SliQ Invoicing Help 4. Make sure the new label is selected. 5. Edit the label text in the properties panel. 6. Change the font size, colour etc. as desired. Note: If the label isn't exactly where you'd like it to be positioned, select the label then hover the mouse over the label until a drag cursor appears. Then click the mouse and move the label to the position you want. 5.8 Template Editor Change the font of a specific item on a template Change the text of a label on a template Editing a global template selection Editing a specific template for an invoice Add Fields to a Template To add or change a field on a template:1. Open the template editor. 2. Click the Field Value button in the toolbar as shown in the following picture.

35 Template Editor Click on the template to place a field into the template. 4. Adjust the properties of the field using the properties panel on the right as shown below. 5. By clicking on the field, you can also reposition it in the template and by dragging the field's borders the field can be resized. If needed adjust the font size in the properties panel to make the text larger.

36 36 SliQ Invoicing Help 6. When the field is positioned as desired, click the Save & Close button in the toolbar to save your changes. When the invoice is printed, SliQ will then replace the field with the value from your company data, e.g. in this example, the customer's tax/ VAT number will be displayed. 5.9 Template Editor Change the font of every item in a template Editing a global template selection Editing a specific template for an invoice Edit the text of a label on a template To edit the text of a label on a template:1. Open the template editor. 2. Select the label by clicking it with the mouse. 3. Enter new text for the label. Template Editor Change the font of every item in a template Editing a global template selection Editing a specific template for an invoice

37 Template Editor 5.10 Change the position of an item on a template To change the position of an item on a template:1. Open the template editor. 2. Select the item by clicking it with the mouse. 3. With the mouse hovering over the item, click the left mouse button and keep it pressed. 4. Drag the item to the position you desire. 5. Release the mouse. Template Editor Editing a global template selection Editing a specific template for an invoice 5.11 Resize columns in a table To resize the columns in a table:1. Open the template editor. 2. Select the table by clicking on it with the mouse. 3. Hover the mouse over the drag handle on a column in the table. 4. Click the left mouse and hold it down. 5. Drag the column line to change the column width. The following picture highlights the position of a drag handle on a column: 5.12 Template Editor Change the font of every item in a template Editing a global template selection Editing a specific template for an invoice Add an item code column to an invoice template See Configuring Columns for more information. 37

38 38 SliQ Invoicing Help Template Editor Editing a global template selection Editing a specific template for an invoice 5.13 Add a purchase order column to a statement See Configuring Columns for more information. Template Editor Editing a global template selection Editing a specific template for an invoice 5.14 Change column headings in a table To change the heading of a column in a table:1. Open the template in the template editor. 2. Click on the table. 3. In the Properties panel, double click in the Custom Header column next to the column heading you want to change. 4. Enter a new heading for the column.

39 Template Editor 39 Template Editor Editing a global template selection Editing a specific template for an invoice 5.15 Setting Conditions on Items Within the template editor, you can set different conditions controlling how and when an item is displayed. The following conditions can be set:1. Only show an item according to the value of a specified field, e.g. only show a label used as a heading when the field it is associated with doesn't have an empty value. 2. Only show an item if an invoice is paid, is unpaid, or is overdue. 3. Offset the position of an item depending on the value of a specified field. Template Editor Editing a global template selection Editing a specific template for an invoice Display an Item depending on a field value In the template editor in SliQ Invoicing Plus, you can control whether an item is displayed depending on an item's value. To set a condition, do the following:1. Open the template in the template editor. 2. Click on the item you want to set a condition for. 3. In the Properties panel, click on the Conditions tab. 4. Select the Show Condition sub tab. 5. Set the appropriate condition. In the example below, the Deliver To: label has a condition set so that the label only displays when the Delivery Address field on an invoice isn't empty.

40 40 SliQ Invoicing Help Template Editor Setting Conditions on Items Display an Item depending on whether an invoice is paid In the template editor in SliQ Invoicing Plus, you can control whether an item is displayed on an invoice depending on whether the invoice is paid, unpaid or overdue. You can use these conditions to implement your own version of the PAID watermark that can be configured in the Setup options for SliQ. To set a condition, do the following:1. Open the template in the template editor. 2. Click on the item you want to set a condition for. 3. In the Properties panel, click on the Conditions tab. 4. Select the Show Condition sub tab. 5. Set the appropriate condition. In the example below, the red REMINDER label has a condition set so that the label only displays when the invoice is overdue.

41 Template Editor 41 Template Editor Setting Conditions on Items Offset the position of an item In the template editor in SliQ Invoicing Plus, you can offset the position of an item depending on whether a field value is empty. You can use this condition to shuffle items up or down in the template depending on whether another value is empty. To set a condition, do the following:1. Open the template in the template editor. 2. Click on the item you want to set a condition for. 3. In the Properties panel, click on the Conditions tab. 4. Select the Offset Condition sub tab. 5. Set the appropriate condition. In the example below, the TOTAL field has a condition set so that if the company is not tax/ VAT registered, the total moves up 3 grid squares.

42 42 SliQ Invoicing Help Template Editor Setting Conditions on Items 5.16 Showing a REMINDER Label on a Template To show a REMINDER label when an invoice is overdue, do the following. 1. Open the template editor. 2. Add a label near the top of the template (for example). 3. Edit the label's properties in the panel on the right to make the font larger and to make the label red as shown in the picture below.

43 Template Editor 4. With the label still selected, click on the Conditions tab as shown below. 5. Set the Paid Condition dropdown to Overdue. 6. Click the Save & Close button in the toolbar to save your changes. 43

44 44 SliQ Invoicing Help When the invoice is printed or ed, SliQ will only show the label when the invoice is overdue Template Editor Change the font of every item in a template Editing a global template selection Editing a specific template for an invoice Add SalesPerson to a Template To add the SalesPerson field to a template:1. Open the template editor. 2. Click the Field Value button in the toolbar as shown in the following picture. 3. Click on the template to place a field into the template. 4. Adjust the properties of the field using the properties panel on the right as shown below and select the SalesPerson field in the dropdown.

45 Template Editor 4. Add a label to show the field meaning. Template Editor Editing a global template selection Editing a specific template for an invoice 5.18 Adding a Payment Summary to an Invoice Template By default, SliQ does not show a Payment Summary on an invoice. However, you can add a summary table to an invoice template using the template editor. To add a Payment Summary table to an invoice template: 45

46 46 SliQ Invoicing Help 1. Open the template editor - see Editing a Template for more information. 2. Rearrange or delete items on the template to make space for the summary table, e.g. make the Customer Message area smaller to make room for the Payment Summary table. 3. In the toolbar, press the Payment Summary button as shown below. 4. Then click the left mouse in the template where you wish to insert the summary table. You can then move or resize the summary table or adjust its properties using the properties panel on the right of the template editor. Note: In the example above, two non-default columns - Kind and Info - have been added to the payment summary by clicking the checkboxes in the properties panel on the right of the template editor. See Configuring Columns for more info. Template Editor Editing an Invoice SliQTools Online - Invoice Software and Quote Software 5.19 Adding a Tax/ VAT Summary to an Invoice See Tax/ VAT Summary table for more information. Template Editor Editing a global template selection

47 Template Editor 47 Editing a specific template for an invoice 5.20 Tax/ VAT Summary on an Invoice By default, SliQ does not show a VAT or Tax Summary on an invoice. However, you can add a summary table to an invoice template using the template editor. To add a tax or VAT summary table to an invoice template: Open the template editor - see Editing a Template for more information. Rearrange or delete items on the template to make space for the summary table. In the toolbar, press the Tax Summary button as shown below. Then click the left mouse in the template where you wish to insert the summary table. You can then move or resize the summary table or adjust its properties using the properties panel on the right of the template editor. Editing an Invoice SliQTools Online - Invoice Software and Quote Software 5.21 Configuring Columns In SliQ Invoicing Plus it is possible to configure the columns that appear in templates. To change the columns that appear in a template:1. Edit the template as shown here. 2. Click on the columns/ table on the template. For example, this picture shows the columns selected on an invoice template:

48 48 SliQ Invoicing Help The properties panel on the right then shows the list of columns you can select from. Check the columns you would like to include. You can also change the order of the columns by clicking in the column heading in the list on the right and using the Up/ Down buttons below the list to move the selected column to the left or right. Note: When you insert a column, it's default size may not be what you need. Read resizing columns for information on changing the column width. For information on the columns you can configure, see: Column types for invoices, quotes, purchase orders and credit notes Column types for statements Template Editor Editing a global template selection Editing a specific template for an invoice Invoice Columns When configuring columns on invoices, quotes, purchase orders and credit notes in the template editor in SliQ Invoicing Plus, you can choose from the columns shown in the following table. Note that the fields correspond to values from the line items on invoices. Field # Description This is the number of the line item, i.e. the first line item is 1, the second is 2 and so on.

49 Template Editor Field Item Description Date Qty Unit Each VAT/ Tax VAT %/ Tax % Total 49 Description This is the item code for the line. The description for the line item. The date for the line item. The Quantity for the line item. The unit for the line item. The unit price for the line item. The amount of VAT or tax for the item. The VAT or tax percentage applied to the line item. The total price of the line item. Template Editor Configuring Columns Editing a global template selection Editing a specific template for an invoice Statement Columns When configuring columns on statements in the template editor in SliQ Invoicing Plus, you can choose from the columns shown in the following table. Note that the fields correspond to values from customer invoices. Field # Type Number Order Date Date Due Amount Balance Invoice Address Delivery Address Sales Person Template Editor Configuring Columns Editing a global template selection Editing a specific template for an invoice Description This is the number of the item on the statement, i.e. the first item is 1, the second is 2 and so on. The type of item - invoice, credit note or payment. The invoice or credit note number. The order number from the invoice. The date the invoice was raised or payment received. The date the invoice is due. The amount of the invoice. The running balance. The invoice address. The delivery address for the invoice. The name of the sales person on the invoice.

50 Part VI

51 Template Management 6 51 Template Management Note: The template editor and use of custom templates is only available in SliQ Invoicing Plus.. Click on of the links below for more information on managing templates Renaming a Template Copying a Template Deleting a Template Backing up Custom Templates Template Setup Template Editor 6.1 Renaming a Template To rename a template:1. Select the main Setup tab. 2. Select the Template Setup tab. 3. Select the template you want to rename. 4. Press the Edit button next to the template. 5. In the template editor, press the Rename button and enter a new name. 6. Save and close the template editor.

52 52 SliQ Invoicing Help Note: If you have already assigned the template for use with a specific invoice or customer and you then rename the template, the customer/ invoice/ quote etc. will revert to using a default template selection. 6.2 Template Management Copying a Template Deleting a Template Backing up Custom Templates Template Editor Copying a Template To copy a template:1. Select the main Setup tab. 2. Select the Template Setup tab. 3. Select the template you want to copy. 4. Press the Edit button next to the template. 5. In the template editor, press the Copy button in the toolbar and enter a new name. 6. Save and close the template editor. Note: When a template is copied, you get a complete copy of the same template type, e.g. if you copy an invoice template, you end up with another invoice template. You can't convert an invoice template into a quote template by copying. If you want to copy fields or images onto a different template, select the items you want to copy in the template editor and press Ctrl-C to copy them. Then open another template in the editor and press Ctrl-V to paste the items. Template Management Renaming a Template Deleting a Template Backing up Custom Templates Template Editor

53 Template Management Deleting a Template To delete a template:1. Close SliQ. 2. Using Windows Explorer, browse to the folder: My Documents\SliQInvoicing\CustomTemplates 3. Select the desired template file. 4. Delete the template file. Template File Naming Convention Template file names have the following format: <Template Name>.TemplateType where <Template Name> is the name of the template shown on the Setup tab in SliQ and <TemplateType> indicates the type of template. For example: newclassic.inv is the "newclassic" invoice template. Template File Extension Types.inv = invoice template.inr = invoice template with remittance slip.quo = quote.cre = credit note.sta = statement.str = statement with remittance slip 6.4 Template Management Renaming a Template Deleting a Template Backing up Custom Templates Template Editor Backing Up Custom Templates To back up your custom/ edited template, take a copy of the folder: My Documents\SliQInvoicing\CustomTemplates If you wish to transfer your edited templates to a different computer, you need to copy the contents of the above folder onto the new computer.

54 54 SliQ Invoicing Help Template Management Renaming a Template Deleting a Template Template Editor

55 Part VII

56 56 7 SliQ Invoicing Help Invoices & Payments The Invoices & Payments tab gives access to functions for working with invoices and credit notes. The following picture shows the Invoice & Payments tab. The tab shows a list of the invoices and credit notes raised with SliQ. The buttons at the top of the tab provide functions to raise new invoices, print or the selected invoice, record payments and so on. At the bottom are 2 or 3 tabs depending on the item selected in the list of invoices and credit notes. The tabs display:1. A Summary tab. This displays customer details and ageing information, i.e. when payment is due and how much is outstanding, for the selected invoice or credit note. The tab also displays the details of payments made against the selected invoice/ credit note. 2. A Notes tab. This allows you to make on the invoice. The notes are not included on the invoice or credit notes sent to customers.

57 Invoices & Payments A Recurring Details tab. If an invoice is marked as recurring, this tab allows you to view edit the recurring details, e.g. the frequency at which a copy of the invoice is automatically raised. See also colour-coding invoices. Introduction Raising an invoice Raising a copy of an invoice Creating a Quote based on an invoice Saving an Invoice in PDF form Editing an invoice Deleting an invoice Voiding an invoice Printing an invoice Previewing an invoice ing an invoice Creating Recurring Invoices - Automatically raising invoices. Recording a Payment for an invoice Raising a credit note SliQTools Online - Invoice Software and Quote Software [****] 7.1 Raising an invoice Make sure the Invoices & Payments tab is selected as shown below. Press the New button.

58 58 SliQ Invoicing Help A form will be displayed allowing the invoice details to be edited. The form should look something like the following. Edit the invoice. Press Close & Save to save the invoice. Invoices & Payments Editing an invoice SliQTools Online - Invoice Software and Quote Software 7.2 Creating a quote based on an invoice Make sure the Invoices & Payments tab is selected and select the invoice you want to base the quote details on.

59 Invoices & Payments 59 Press the To Quote button. The quote will be created and opened in a form allowing the quote details to be edited. The form should look something like the following. Edit the quote as needed. Press the Save Edits button to save any changes you make.

60 60 SliQ Invoicing Help Invoices & Payments Editing an invoice SliQTools Online - Invoice Software and Quote Software 7.3 Raising a copy of an invoice Note: SAs well as allowing you to raise a copy of an invoice, SliQ support a recurring invoice facility allowing you to set a frequency at which SliQ should automatically raise a copy of an invoice. See Recurring Invoices for more details. Make sure the Invoices & Payments tab is selected as shown below. Select the invoice you wish to copy in the list of invoices. Press the Copy button. A new invoice will be created with the same details as the invoice being copied but with a new invoice number and the current date.

61 Invoices & Payments 61 A form will be display allowing the invoice details to be edited. The form should look something like the following. Edit the invoice if desired. Press OK to save the invoice. 7.4 Invoices & Payments Recurring Invoices Editing an invoice SliQTools Online - Invoice Software and Quote Software Saving an Invoice in PDF form Note: SliQ automatically saves invoices when closed. The "Save As PDF" feature is provided in case you wish to save a separate copy of the PDF, e.g. to give to someone on disk. Make sure the Invoices & Payments tab is selected as shown below.

62 62 SliQ Invoicing Help Select the invoice you wish to save in PDF form. Press the PDF button. A Save As dialog will be displayed. Enter the name of the file in which you wish to save the invoice and press OK. Invoices & Payments Editing an invoice SliQTools Online - Invoice Software and Quote Software 7.5 Editing an invoice Invoice details are edited on the Full Invoice View form. The form is automatically opened when a new invoice is created. The details for an existing invoice can be edited either by double-clicking the invoice in the Invoices & Payments tab or selecting the invoice and pressing the Open button.

63 Invoices & Payments 63 The form contains a number of fields for editing. Number Field Description This is the invoice number. Terms SliQ automatically chooses a new invoice number when creating a new invoice but the number can be edited if necessary. These are the payment terms for the invoice. Date Our Quote SalesPerson When a customer is selected on the invoice, the terms are set to those stored in the customer record. The terms for the invoice can be changed to a different value if desired. When an invoice is created, this field is set to the current date but the date can be changed if desired. If the invoice was created from a quote, this field will contain the original quote number. The field value can be edited. If the field is blank, it will not be included on the printed invoice. This field can be used to enter the name of the sales person raising the invoice. Using the dropdown on the right of the field allows easy selection of existing sales person names. To edit or delete the names of existing sales people, see Editing Lists. Note that editing a list will not affect the values already entered into invoices or quotes.

64 64 SliQ Invoicing Help Field Choose Customer Order Number Invoice Address Delivery Address Customer Message Items Notes Ship Date Ship Via Description See also Adding SalesPerson to a Template. This field allows a new customer name to be entered or the name of an existing customer to be selected from a dropdown list. See Selecting a customer for more information. This field can be used to enter the customer's order number, e.g. purchase order number, if available. If the field is blank it will not be included on the printed invoice. This is the address to which the invoice is to be posted. This is the address to which the items on the invoice were delivered. If this field is blank OR the Use Delivery Address field is unchecked, the address will not be included on the printed invoice. This tab allows a message for the customer to be entered. If the message is not blank, it will be printed on the invoice. SliQ allows you to save customer messages into a standard customer messages list. The standard messages are then available for easy selection when creating new invoices and quotes. These are the invoice items. See Inserting a new item and Deleting an item for more information. The contents of this field are NOT printed on the invoice. The field allows notes to be entered for the invoice, e.g. recording conversations with the customer about payment. The notes can be viewed on the Invoices & Payments tab when the invoice is selected. The shipping date. By default this field is only printed on a delivery note. The shipping method. By default this field is only printed on a delivery note. The toolbar contains a number of options: Field VAT Inclusive Prices (or Tax Inclusive Prices) Description Checking this box makes the invoice treat prices as tax (or VAT) inclusive. Without this box checked, SliQ will add VAT or tax to the prices you enter into the Each field.

65 Invoices & Payments Field Print Quantity & Each Show Units 65 Description Note: You can change this option on an invoice by invoice basis or set the global option to include or exclude tax from prices - see Business Details for more information. If this box is checked, SliQ will include quantity and each columns on printouts and s, i.e. SliQ will print a product invoice. If the box is unchecked, SliQ will output a service invoice. Note: You can change this option on an invoice by invoice basis or set a global option.see Showing Quantity & Each columns for more information. Check this box if you want to include a units column on the invoice. Note: You can change this option on an invoice by invoice basis or set a global option.see Showing Units and Entering Units for more information Invoices & Payments Selecting a customer Product or Service Invoice Inserting a new invoice item Deleting an invoice item Discounts Subtotals and Discounts SliQTools Online - Invoice Software and Quote Software Selecting a customer When editing an invoice, a new customer name can be entered by typing into the Choose Customer field OR if customers have already been entered, the name of an existing customer can be selected from the dropdown displayed to the right of the Choose Customer field. If a new customer name is entered, a confirmation dialog will be displayed.

66 66 SliQ Invoicing Help If the Yes button is pressed, a new customer record will be created. Editing an invoice Customer Records SliQTools Online - Invoice Software and Quote Software Product or Service Invoice? SliQ will print and both product and service invoices Product invoices include a Quantity and Each column and are suitable, as the name suggests, for people selling quantities of products, e.g. 5 products at 1.20 each. Service invoices just include an Amount column and are suitable for people selling services, e.g. Installing a Wood Burning Stove. When you edit an invoice in SliQ, the Quantity and Each columns are always displayed for editing but can be turned off when the invoice is printed or ed. To turn off the Quantity and Each columns, uncheck the Print Quantity and Each checkbox at the top of the Full Invoice View form.

67 Invoices & Payments 67 Note: When editing, if you want to print or a service invoice, you will still need to set a quantity and each prices to get the total item price. Editing an invoice SliQTools Online - Invoice Software and Quote Software Adding a Date to an invoice line item In SliQ Invoicing Plus, a date can be added to an invoice line item. To add a date to invoice line items, the invoice template needs to be edited and the columns configured to include the date as well as any other optional columns you might want to include. For information on editing templates and configuring columns, see: Configuring Invoice Columns. Editing an invoice SliQTools Online - Invoice Software and Quote Software Entering a Subtotal Item Subtotal items can be used to place a subtotal line either part way through the list of items on an invoice or at the very end of the items on an invoice. In conjunction with discounts, subtotals can be used to group invoice items and apply discounts to