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

68 68 SliQ Invoicing Help the entire invoice or to subgroups of items on an invoice. Discounts Subtotals SliQTools Online - Invoice Software and Quote Software Inserting a new item General To add a new item onto an invoice, do one of the following: 1. Click the Add button at the top of the Full Invoice View screen. 2. Alternatively, click with the mouse in the Description column below any existing items on the invoice as shown below. SliQ will then insert a new item as shown below. Note that initially the Item field is selected. There are a number of ways to continue entering data for the invoice entry: Select an existing Product in the Item field Select an existing Discount in the Item field Enter a new Product name in the Item field Enter a new Discount name in the Item field Leave the Item field blank and enter details for a one-off item. Editing an invoice Product and Discount Records Discounts Subtotals and Discounts SliQTools Online - Invoice Software and Quote Software

69 Invoices & Payments Select an Existing Product Select an existing product by clicking on the dropdown arrow to the right of the Item field to show the list of existing products as follows. The invoice item fields - description, quantity, each and VAT (if shown) will be filled with the details from the existing product record. Click in the fields to make the desired changes, i.e. to change the Quantity, Each, Discount or VAT fields Inserting a new item Editing an invoice Product Records SliQTools Online - Invoice Software and Quote Software Select an Existing Discount Select an existing discount by clicking on the dropdown arrow to the right of the Item field to show the list of existing products & discounts as follows. The item fields - description, quantity, each and VAT (if shown) will be filled with the details from the existing discount record. Click in the fields to make the desired changes, e.g. to change the quantity. Inserting a new item Editing an invoice Product and Dicount Records SliQTools Online - Invoice Software and Quote Software

70 SliQ Invoicing Help Enter a new Product Name To enter the name of a new product, type its name into the Item field. Then press the TAB key to move into the Description field. In the example below, the name of a new product "Gate Posts" has been entered into the Item field. When the TAB key is pressed, SliQ will recognise that a new product name has been entered and will ask if you want to define a new product OR discount. Press the Yes button. SliQ will then ask for the product or discount details to be entered. Enter the required details, e.g.

71 Invoices & Payments 71 Press OK to save the details. The details will then be displayed for the invoice item.. Edit the item details as required, e.g. change the Quantity field. Note: None of the changes you make, e.g. to the Description will be saved into the product record. The changes will only be saved for the invoice. To make changes to the product details, see Product and Discount Records Inserting a new item Editing an invoice Product and Discount Records SliQTools Online - Invoice Software and Quote Software Enter a new Discount Name To enter the name of a new discount, type its name into the Item field. Then press the TAB key to move into the Description field. In the example below, the name of a new discount "Regular Purchase" has been entered into the Item field. When the TAB key is pressed, SliQ will recognise that a new product or discount name has been entered and will ask if you want to define the item. Press the Yes button. SliQ will then ask for the product or discount details to be entered.

72 72 SliQ Invoicing Help Enter the required details, e.g. Press OK to save the details. The details will then be displayed for the invoice item. Edit the item details as required, e.g. change the Description field. Note: None of the changes you make, e.g. to the Description will be saved into the discount record. The changes will only be saved for the quote. To make changes to the product details, see Product and Discount Records. Note: Discounts can be specified as %ages or absolute amounts. If a discount is a %age, it applies to the previous item on the invoice or quote. For example, if the previous item cost 10 and a 10% discount is specified, a discount of 1 is subtracted even if there are more items on the invoice or quote. Inserting a new item

73 Invoices & Payments 73 Editing an invoice Product and Discount Records SliQTools Online - Invoice Software and Quote Software One-Off Item To create a one-off item, click in the Description column and enter a description. 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. If the VAT column is displayed, you can select a VAT rate for the item. Note: You can enter a discount by specifying a negative Each price, e.g. -10 to subtract 10. Alternatively you can also enter a percentage, e.g. -10% to subtract 10% of the price of the previous item. Editing an invoice Product Records SliQTools Online - Invoice Software and Quote Software Add a summary line to an invoice If you need to add a summary line to an invoice (or credit note or quote), simply set the quantity value on the invoice item to 0. When you print or the invoice, SliQ will then only include the description on the invoice and will not show the quantity, price and total values. Editing an invoice Product Records SliQTools Online - Invoice Software and Quote Software Deleting an item To delete a quote item, do one of the following: 1. Click on the item and press the Delete button in the toolbar at the top of the Full Quote view. 2. Alternatively, click on the dropdown arrow to the right of the Item field and select the < Delete Entry > item.

74 74 SliQ Invoicing Help Editing an invoice SliQTools Online - Invoice Software and Quote Software Entering Units On invoices, you can optionally enter units for each invoice item. For example, if you sell items by weight or quantity you might want to enter KG, TON or Pack*4 as a unit on the invoice line. Note: You can enter a new unit into the Unit column shown in the picture and SliQ will automatically save your entered value. The dropdown in the Unit column lets you easily select a unit you have previously entered. Showing the Units Column SliQTools Online - Invoice Software and Quote Software 7.6 Deleting an invoice Note: An alternative to deleting an invoice is to mark it as void. Make sure the Invoices & Payments tab is selected as shown in the picture below. The Invoices & Payments tab shows the list of invoices. Make sure the invoice you want to delete is selected in the list and press the Delete button to delete the invoice.

75 Invoices & Payments 75 Note: It is recommended you make a backup before deleting an invoice as the deleted invoice cannot be restored. 7.7 Invoices & Payments Voiding an Invoice Backups SliQTools Online - Invoice Software and Quote Software Listing invoices The list of invoices raised is shown on the Invoices & Payments tab. The Reporting tab allows reports of paid/ unpaid invoices to be displayed, printed and ed. Invoices & Payments Colour-coding invoices. SliQTools Online - Invoice Software and Quote Software 7.8 Adding your logo to invoices The Setup tab allows a logo to be added to your invoices, quotes and credit notes.

76 76 SliQ Invoicing Help Invoices & Payments SliQTools Online - Invoice Software and Quote Software 7.9 Printing an invoice Make sure the Invoices & Payments tab is selected as shown in the picture below. The Invoices & Payments tab shows the list of invoices. Make sure the invoice you want to print is selected in the list and press the Print button to print the invoice. Note: SliQ records whether an invoice or credit note has been printed by updating the checkboxes in the Printed?/ ed? column on the Invoices & Payments tab. See printing all unprinted invoices and credit notes for information on how to bulk print unprinted items. Invoices & Payments Previewing an Invoice SliQTools Online - Invoice Software and Quote Software 7.10 Printing all unprinted invoices Make sure the Invoices & Payments tab is selected as shown below. Press the dropdown arrow below the Print button to display the print menu.

77 Invoices & Payments From the menu, choose Print all unsent Invoices & Credit Notes. Invoices & Payments Printing an Invoice SliQTools Online - Invoice Software and Quote Software 7.11 Previewing an invoice Make sure the Invoices & Payments tab is selected as shown below. Select the invoice for which you wish to view a print preview. Press the dropdown arrow below the Print button to display the print menu. 77

78 78 SliQ Invoicing Help From the menu, choose Print Preview. Invoices & Payments Printing an Invoice SliQTools Online - Invoice Software and Quote Software ing an invoice Make sure the Invoices & Payments tab is selected as shown below. Select the invoice you wish to . Press the button to the invoice. Note: SliQ support different methods of sending s. Read options for more information.

79 Invoices & Payments 79 Note: 1. To send an you must have an client installed, e.g. Outlook Express. 2. If you have not previously entered an address for the customer, you will be prompted for an address after pressing the button. The address will be stored in the customer record. Invoices & Payments Editing an invoice SliQTools Online - Invoice Software and Quote Software 7.13 Recording a Customer Payment against an invoice This section describes how to record payments against invoices displayed on the Invoices & Payment tab. Two types of payment can be recorded:1. The customer has made a payment against the invoice. You can record the amount and date plus extra details such as the method of payment. 2. You have given the customer a credit note and you want to use the credit to reduce or settle the amount outstanding on the invoice. Note: Payments can also be made against invoices on the Customers & Statements tab.

80 80 SliQ Invoicing Help For more information, see: Recording a payment Using credits against an outstanding invoice. Recording a Payment Make sure the Invoices & Payments tab is selected as shown below. Select the invoice for which you wish to record a payment. Press the Record button to show the Record Invoice Payment Form.

81 Invoices & Payments 81 Note: When the Record Invoice Payment form is displayed, the payment amount is defaulted to be sufficient to completely pay off the invoice. Then, if the customer has made a payment against the invoice, edit the payment amount if desired and choose a payment date then press OK. The Invoice Summary at the bottom of the Invoices & Payments tab then updates to show the payment details. The invoice will still be marked as unpaid if the total amount has not been paid. Using Credits against an Invoice Make sure the Invoices & Payments tab is selected as shown below. Select the invoice for which you wish to record a payment.

82 82 SliQ Invoicing Help Press the Record button to show the Record Invoice Payment Form. If there are credit notes with credit remaining, the Credit Note button will be enabled, press the button to display the Allocate Credit Notes form.

83 Invoices & Payments 83 Select the credit note you want use the credit from. Enter the amount of credit you want to take and press the Add Credit button. If needed, repeat the above to take credit from a number of credit notes to settle the invoice. Press OK to save the payment details. The Invoice Summary at the bottom of the Invoices & Payments tab then updates to show the payment details. The invoice will still be marked as unpaid if the total amount has not been paid. Invoices & Payments Editing an invoice SliQTools Online - Invoice Software and Quote Software 7.14 Deleting a payment Make sure the Invoices & Payments tab is selected as shown below. Select the invoice for which you wish to delete a payment. Select the payment you wish to delete. Press the Delete button in the Payments group.

84 84 SliQ Invoicing Help Invoices & Payments Editing an invoice Recording a Customer payment SliQTools Online - Invoice Software and Quote Software

85 Invoices & Payments Raising a credit note Make sure the Invoices & Payments tab is selected as shown below. A new credit note will be created. The total for the credit note will be a negative number. A form will be displayed allowing the credit note details to be edited. A credit note is edited in the same way as an invoice. Delete items or change the quantities as appropriate. Edit the credit note as required. Press OK to save the credit note. Note: Credit notes can be used to make payments against invoices. Invoices & Payments Editing an invoice SliQTools Online - Invoice Software and Quote Software 7.16 Recurring Invoices By creating a recurring invoice you can automatically raise a new copy of the invoice at a given frequency, e.g. once a month, once a quarter. Whenever you open SliQ, a check is made to see if any copies of recurring invoices should be

86 86 SliQ Invoicing Help raised automatically. If invoices are due to be raised and the confirm automatic invoices option is set, the Confirm Automatic Invoices dialog will be displayed allowing you to choose/ edit the automatic invoices. If the confirm automatic invoices option is not set, the new invoices will automatically be added to the list in the Invoices & Payments tab. If you set up a recurring invoice, SliQ will keep raising copies with the frequency you specify until the stop condition is met. You can also stop the invoice recurring by selecting the original recurring invoice in the Invoices & Payments tab and unchecking the Recurring box in the toolbar. For more information, see: Making an Invoice Recur Recurring Invoice Options Confirming Automatic Invoices Note: Recurring invoices are only available in SliQ Invoicing Plus. Invoices & Payments SliQTools Online - Invoice Software and Quote Software Making an Invoice Recur By creating a recurring invoice you can automatically raise a new copy of the invoice at a given frequency, e.g. once a month, once a quarter and so on. Any invoice in SliQ can be turned into a recurring invoice. SliQ will then regularly check to see if recurring invoices should be raised. To make an invoice automatically recur, do the following: Make sure the Invoices & Payments tab is selected. Select the invoice you want to make recurring. Check the Recurring checkbox in the toolbar. Note that the Type column then shows Invoice (Recurring). Then set the required frequency for raising new copies of the invoice on the Recurring Details tab that appears at the bottom of SliQ.

87 Invoices & Payments 87 When an invoice is marked as Recurring, SliQ will continue to raise copies of the invoice until the Stop Condition (on the Recurring Details tab) is met, the Recurring box is unchecked for the original recurring invoice or the original recurring invoice is deleted. The Recurring Details tab lets you set the following values. Field Frequency Description This is the frequency at which fresh copies of the invoice will be raised. You can choose:- Next Invoice Date Number Raised So Far 1. Once a month 2. Once every two months 3. Once every quarter 4. Once every 6 months 5. Once a year This field indicates the next date SliQ will raise a new copy of the invoice. SliQ automatically updates the Next Invoice Date whenever a new invoice is raised. However, you can change the date manually at any time. This field indicates the number of copies of the invoice that have been raised. SliQ automatically updates the Number Raised So Far value automatically. However you can change the value manually at any time, e.g. if you decide to delete or void an invoice that has already been

88 88 SliQ Invoicing Help Field Stop Condition Description raised. Use these options to control when SliQ stops raising copies of the recurring invoice. 1. Don't Stop - SliQ will keep on raising invoices at the specified frequency. 2. Stop After... - SliQ will stop raising invoices when the specified number of copies have been raised. Note: For the Stop After option, the count of copies raised will include the original recurring invoice. Note: SliQ will stop raising copies of the recurring invoice when the Stop Condition is met. If the Stop Condition is set to Don't Stop, you can stop invoices being raised by selecting the original recurring invoice in the Invoices & Payments tab and unchecking the Recurring box in the toolbar. Invoices & Payments Recurring Invoices Checking if Recurring Invoices are due to be raised SliQTools Online - Invoice Software and Quote Software Confirm Automatic Invoices Dialog When it starts SliQ checks whether automatic copies of recurring invoices should be raised. You can also force SliQ to check if automatic copies should be raised by pressing the Check Recurring button on the Invoices & Payment tab (and the Companies tab if you have the multi-company version of SliQ). If the Confirm Automatic Invoices option is set, SliQ displays the Check Automatic Invoices dialog. This dialog allows you to: Check which invoices you want to raise Edit invoice items Edit the Customer Message Make notes on the invoice

89 Invoices & Payments 89 When you have verified that you want to raise the invoices, press the Raise & Close button. The invoices will then be added to the list in the Invoices & Payments tab. If you check the Print the Invoices box before pressing Raise & Close, all the checked invoices will be printed. If you want to skip raising automatic invoices and raise the invoices later, press the Skip Raising button. If you press Skip Raising, you will lose any edits you make in the Confirm Automatic Invoices dialog. Note: If you uncheck an invoice then press Raise & Close, SliQ will NOT attempt to raise a new copy of the recurring invoice until the next due date. For example, if you have a monthly recurring invoice and you uncheck the invoice in June, SliQ will not raise another invoice copy automatically until July. Invoices & Payments Recurring Invoices SliQTools Online - Invoice Software and Quote Software 7.17 Voiding an Invoice Make sure the Invoices & Payments tab is selected as shown in the picture below. The Invoices & Payments tab shows the list of invoices. Make sure the invoice you want to void is selected in the list and check the Void box in the toolbar.

90 90 SliQ Invoicing Help Note: When an invoice is void, the invoice amount is not included in any sales reports or customer statements Invoices & Payments Deleting an Invoice Backups SliQTools Online - Invoice Software and Quote Software Check Recurring Invoices Whenever you open SliQ, a check is made to see if recurring invoices are due to be raised. You can also check to see if invoices are due to be raised by pressing the Check Recurring button on the Invoices & Payments tab. Note: Recurring invoices are only available in SliQ Invoicing Plus. Invoices & Payments Recurring Invoices Checking if Recurring Invoices are due to be raised SliQTools Online - Invoice Software and Quote Software

91 Invoices & Payments Showing the SalesPerson on the Invoices List You can optionally show the sales person names in the list of invoices on the Invoices & Payments tab. To show/ hide the sales person names:1. Select the Invoices & Payments tab and press the Options button in the toolbar. 2. On the Invoices & Payments tab in the Options dialog, check or uncheck the Show SalesPerson in List box. Invoices & Payments Adding SalesPerson to a Template SliQTools Online - Invoice Software and Quote Software 7.20 Colour-coding invoices The colours of the Paid column on the Invoices & Payments tab can be changed via the Options dialog. To change the colours: 1. Press the Options button on the Invoices & Payments tab. 2. On the Invoices & Payments tab in the Options dialog, select the colours you desire. Raising an invoice SliQTools Online - Invoice Software and Quote Software 7.21 Making Payments SliQ Invoicing & Quoting allows customer payments to be recorded for invoices as well as allowing credit note amounts to be deducted from the outstanding invoice amount. Invoices can be marked as paid either on the Invoices & Payments Tab or on the Customers & Statements tab. Invoices & Payments - Recording a Customer Payment Customers & Statements - Recording a Customer Payment SliQTools Online - Invoice Software and Quote Software

92 SliQ Invoicing Help Discounts SliQ Invoicing & Quoting allows standard discounts to be saved for easy selection when editing invoices and quotes. Discounts are applied to the net amount of an item on an invoice or quote, i.e. to the total cost of an item before tax (VAT in the UK) is added to the item. Two types of discount can be specified: 1. An absolute amount, e.g A percentage, e.g. 5%. In addition, a description can be specified for a discount. When an invoice or quote is printed, the discount description is printed immediately under the item to which the discount has been applied. When discounts have been setup, they are presented in a dropdown for easy selection when editing invoices and quotes. Note: When used with Subtotals, a overall discount can be applied to an invoice or quote or to a group of items on an invoice Editing an invoice Editing a quote Subtotals Product and Discount Records SubTotal Items on Invoice Lines Subtotals allow a subtotal price to be shown for a group of items on an invoice. Using Subtotals, discounts can be applied to the overall invoice amount or to a subset of the items on an invoice. For more information, see: Showing a Discount on the Overall Invoice Amount Applying a Discount to a Group of Invoice Items Applying different discounts to different groups of items Nesting Subtotals Showing a Discount on the Overall Invoice Amount To set an overall discount on an invoice, do the following: 1. At the end of the invoice, insert a Subtotal Item by selecting <Subtotal> in the Item dropdown field as shown in the following picture.

93 Invoices & Payments Then enter a discount on the line following the new subtotal. In this case, a discount of -10% has been entered on the invoice: Note: As well as entering discounts manually on an invoice, you can store standard discount details for selection via the Item dropdown. Read Products & Discounts for more information. 3. Save and close the invoice. Applying a Discount to a Group of Invoice Items To apply a discount to a group of items on an invoice, do the following: 1. After the items you want to group, insert a Subtotal item by selecting <Subtotal> in the Item dropdown field as shown in the following picture. Note: If you want to insert invoice items BETWEEN items already on an invoice, select an existing item and use the Add button in the toolbar. 2. Then enter a discount on the line following the new subtotal. In this case, a discount of -10% has been entered on the invoice:

94 94 SliQ Invoicing Help Note: As well as entering discounts manually on an invoice, you can store standard discount details for selection via the Item dropdown. Read Products & Discounts for more information 3. Then continue to add items to the invoice. The 10% discount above is only applied to the items preceding the Subtotal. Applying Different Discounts to multiple groups of items When a subtotal item is added to an invoice, the subtotal only includes items up to any previous subtotal item AND excludes any discount applied to the previous subtotal. This allows different discounts to be applied to different groups of items on the invoice as shown in the following picture. Nesting Subtotals If a Subtotal item on an invoice is preceded immediately by another Subtotal item or by a discount applied to a subtotal, the Subtotal will include the total values of the previous subtotals.

95 Invoices & Payments 95 Using the Subtotal item on an invoice allows great flexibility in setting discounts on groups of items, then creating larger group of separately discounted groups and setting discounts on the larger group if needed Editing an invoice Editing a quote Subtotals Product and Discount Records Setting a Due Date instead of a payment term When editing an invoice, you can: Choose to apply a standard payment term OR Specify a specific due date To choose a standard payment term, follow these steps 1. Open the invoice for editing. 2. Ensure that the Specify Due Date checkbox is NOT checked. 3. Choose a payment term from the dropdown as shown in the following picture:

96 96 SliQ Invoicing Help To set a due date, follow these steps 1. Open the invoice for editing. 2. Ensure that the Specify Due Date checkbox IS checked. 3. Choose a due date from the date selector box as shown in the following picture: Invoices & Payments Editing an invoice SliQTools Online - Invoice Software and Quote Software 7.25 Adding Shipping or Delivery Charges In SliQ Invoicing, delivery or shipping charges should be added as a line item on an invoice or quote. You can then specify the appropriate amount of tax/ VAT to be applied to the item. An example of adding delivery charges as a line item is shown below:

97 Invoices & Payments 97 Note that adding delivery charges as a line item allows you to specify standard delivery charges as products using the product database. You can then easily add different delivery charges by selecting the appropriate charge using the Item column on the line item editor - see Selecting an Item for help on entering line items using this method. Invoices & Payments Editing an invoice SliQTools Online - Invoice Software and Quote Software

98 Part VIII

99 Delivery Notes 8 99 Delivery Notes SliQ Invoicing supports the printing of invoices as Delivery Notes. When an invoice is printed as a Delivery Note, all price information is left off the printout. Note: Delivery Notes are only supported in SliQ Invoicing Plus. To create a delivery note you first raise an invoice then print the invoice as a delivery note. Introduction Printing a Delivery Note Saving a PDF of a Delivery Note 8.1 Printing a Delivery Note Make sure the Invoices & Payments tab is selected as shown in the picture below. Press the dropdown arrow below the Print button to display the print menu. From the menu, choose Print as Delivery Note. Introduction Saving a PDF of a Delivery Note

100 SliQ Invoicing Help Saving a PDF of a Delivery Note Make sure the Invoices & Payments tab is selected as shown below. Select the invoice you wish to save in PDF form. Press the arrow beneath the PDF button. From the menu choose Save PDF as a Delivery Note. A Save As dialog will be displayed. Enter the name of the file in which you wish to save the delivery note and press OK. Introduction Printing a Delivery Note

101 Part IX

102 102 9 SliQ Invoicing Help Quotes The Quotes tab gives access to functions for working with quotes. The following picture shows the Quotes tab. The tab shows a list of the quotes raised with SliQ. The buttons at the top of the tab provide functions to raise new quotes, raise an invoice from the quote, print or the selected quote and so on. Introduction Creating a quote Creating a copy of a quote Creating an invoice from a quote Editing a quote Deleting a quote Printing a quote Previewing a quote ing a quote SliQTools Online - Invoice Software and Quote Software [****]

103 Quotes Creating a quote Make sure the Quotes tab is selected as shown below. Press the New button. A form will be displayed allowing the quote details to be edited. The form should look something like the following.

104 104 SliQ Invoicing Help Edit the quote. Press Save Edits to save the quote. Quotes Editing a quote SliQTools Online - Invoice Software and Quote Software 9.2 Raising a copy of a quote Make sure the Quotes tab is selected as shown below. Select the quote you wish to copy in the list. Press the Copy button.

105 Quotes 105 A new quote will be created with the same details as the quote being copied but with a new quote number and the current date. A form will be display allowing the quote details to be edited. The form should look something like the following. Edit the quote if desired.

106 106 SliQ Invoicing Help Press OK to save the quote. Quotes Editing a quote SliQTools Online - Invoice Software and Quote Software 9.3 Creating an invoice from a quote Make sure the Quotes tab is selected as shown below. Select the quote from which you wish to create an invoice. Press the Invoice button. A new invoice will be created with the same details as the quote being copied but with a new invoice number and the current date. A form will be displayed allowing the invoice details to be edited. The form should look something like the following.

107 Quotes 107 Edit the quote if desired. Press Close & Save to save the quote. 9.4 Quotes Editing a quote Opening the invoice raised from a quote SliQTools Online - Invoice Software and Quote Software Saving a Quote in PDF form Note: SliQ automatically saves quotes 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 Quotes tab is selected as shown below. Select the quote you wish to save in PDF form.

108 108 SliQ Invoicing Help Press the PDF button. A Save As dialog will be displayed. Enter the name of the file in which you wish to save the quote and press OK. Quotes Editing a quote SliQTools Online - Invoice Software and Quote Software 9.5 Editing a quote Quote details are edited on the Full Quote View form. The form is automatically opened when a new quote is created. The details for an existing quote can be edited either by double-clicking the quote in the Quotes tab or selecting the quote and pressing the Open button.

109 Quotes 109 The form contains a number of fields for editing. Field Number Terms Date SalesPerson Description This is the quote number. SliQ automatically chooses a new quote number when creating a new quote but the number can be edited if necessary. These are the terms for the quote. The default terms are "Valid for 30 days". The terms for the quote can be changed to a different value if desired. When a quote is created, this field is set to the current date but the date can be changed if desired. This field can be used to enter the name of the sales person issuing the quote. 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. Choose Customer 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.

110 110 SliQ Invoicing Help Field Invoice Address Delivery Address Customer Message Items Notes Description See Selecting a customer for more information. This is the address to which the quote is to be posted. This is the address to which the items on the quote are to be delivered. If this field is blank or the Use Delivery Address box is unchecked, the address will not be included on the printed quote. This tab allows a message for the customer to be entered. If the message is not blank, it will be printed on the quote. These are the quote items. See Inserting a new item and Deleting an item for more information. The contents of this field are NOT printed on the quote. The field allows notes to be entered for the quote, e.g. recording conversations with the customer. The notes can be viewed on the Quotes tab when the quote is selected. The toolbar contains a number of options: Field VAT Inclusive Prices (or Tax Inclusive Prices) Print Quantity & Each Show Units 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. 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 column for more information.

111 Quotes Quotes Selecting a customer Inserting a new quote item Product or Service Quote Deleting a quote item SliQTools Online - Invoice Software and Quote Software Selecting a customer When editing a purchase order, a new supplier name can be entered by typing into the Supplier field OR if supplier details have already been entered, the name of an existing supplier can be selected from the dropdown.. Alternatively, you can select and or search from the list of existing suppliers by pressing the... button to the right of the suppliers field. If a new supplier name is entered, a confirmation dialog will be displayed. If the Yes button is pressed, a new supplier record will be created. Note: Any edits made to the Address field will be saved into the Supplier record. Editing an order Supplier Records SliQTools Online - Invoice Software and Quote Software Product or Service Quote? SliQ will print and both product and service quotes. Product quotes 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 quotes just include an Amount column and are suitable for people selling services, e.g. Installing a Wood Burning Stove.

112 112 SliQ Invoicing Help When you edit a quote in SliQ, the Quantity and Each columns are always displayed for editing but can be turned off when the quote 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 Quote View form. Note: When editing, if you want to print or a service quote, you will still need to set a quantity and each prices to get the total item price. Editing a quote SliQTools Online - Invoice Software and Quote Software Inserting a new item General To add a new item onto an order, do one of the following: 1. Click the Add button at the top of the Full Purchase Order View screen. 2. Alternatively, click with the mouse in the Description column below any existing items on the order as shown below.

113 Quotes 113 SliQ will then insert a new item as shown below. Note that initially the Item field is selected. There are a number of ways to continue entering data for the order entry: Select an existing Product in the Item field Select an existing Discount in the Item field Enter a new Product name in the Item field Enter a new Discount name in the Item field Leave the Item field blank and enter details for a one-off item Editing an order Supplier Records Product and Discount Records SliQTools Online - Invoice Software and Quote Software Select an Existing Product Select an existing product by clicking on the dropdown arrow to the right of the Item field to show the list of existing products as follows. The item fields - description, quantity, each and VAT (if shown) will be filled with the details from the existing product record. Click in the fields to make the desired changes, e.g. to change the quantity. Inserting a new item Editing a quote Product Records SliQTools Online - Invoice Software and Quote Software

114 SliQ Invoicing Help Select an Existing Discount Select an existing discount by clicking on the dropdown arrow to the right of the Item field to show the list of existing products & discounts as follows. The item fields - description, quantity, each and VAT (if shown) will be filled with the details from the existing discount record. Click in the fields to make the desired changes, e.g. to change the quantity Inserting a new item Editing a quote Product Records SliQTools Online - Invoice Software and Quote Software Enter a new Product Name To enter the name of a new product, type its name into the Item field. Then press the TAB key to move into the Description field. In the example below, the name of a new product "Gate Posts" has been entered into the Item field. When the TAB key is pressed, SliQ will recognise that a new product name has been entered and will ask if you want to define the product. Press the Yes button. SliQ will then ask for the product details to be entered.

115 Quotes 115 Enter the required details, e.g. Press OK to save the details. The details will then be displayed for the invoice item. Edit the item details as required, e.g. change the Quantity field. Note: None of the changes you make, e.g. to the Description will be saved into the product record. The changes will only be saved for the quote. To make changes to the product details, see Product Records Inserting a new item Editing a quote Product Records SliQTools Online - Invoice Software and Quote Software Enter a new Discount Name To enter the name of a new discount, type its name into the Item field. Then press the TAB key to move into the Description field. In the example below, the name of a new discount "Regular Purchase" has been entered into the Item field.

116 116 SliQ Invoicing Help When the TAB key is pressed, SliQ will recognise that a new product or discount name has been entered and will ask if you want to define the item. Press the Yes button. SliQ will then ask for the product or discount details to be entered. Enter the required details, e.g. Press OK to save the details. The details will then be displayed for the invoice item. Edit the item details as required, e.g. change the Description field.

117 Quotes 117 Note: None of the changes you make, e.g. to the Description will be saved into the discount record. The changes will only be saved for the quote. To make changes to the product details, see Product and Discount Records. Note: Discounts can be specified as %ages or absolute amounts. If a discount is a %age, it applies to the previous item on the invoice or quote. For example, if the previous item cost 10 and a 10% discount is specified, a discount of 1 is subtracted even if there are more items on the invoice or quote Inserting a new item Editing an order Product and Discount Records SliQTools Online - Invoice Software and Quote Software One-Off Item To create a one-off item, click in the Description column and enter a description. 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. If the VAT column is displayed, you can select a VAT rate for the item. Note: You can enter a discount by specifying a negative Each price, e.g. -10 to subtract 10. Alternatively you can also enter a percentage, e.g. -10% to subtract 10% of the price of the previous item. Editing a quote Product and Discount Records SliQTools Online - Invoice Software and Quote Software Deleting an item To delete a quote item, do one of the following: 1. Click on the item and press the Delete button in the toolbar at the top of the Full Quote view. 2. Alternatively, click on the dropdown arrow to the right of the Item field and select the < Delete

118 118 SliQ Invoicing Help Entry > item. Editing a quote SliQTools Online - Invoice Software and Quote Software 9.6 Deleting a quote Make sure the Quotes tab is selected as shown in the picture below. The Quotes tab shows the list of quotes. Make sure the quote you want to delete is selected in the list and press the Delete button to delete it. Note: It is recommend you make a backup before deleting a quote as the deleted quote cannot be restored. Quotes

119 Quotes 119 Backups SliQTools Online - Invoice Software and Quote Software 9.7 Printing a quote Make sure the Quotes tab is selected as shown in the picture below. The Quotes tab shows the list of quotes. Make sure the quote you want to print is selected in the list and press the Print button. Quotes Previewing a quote SliQTools Online - Invoice Software and Quote Software 9.8 Previewing a quote Make sure the Quotes tab is selected as shown below. Select the quote for which you wish to view a print preview. Press the dropdown arrow below the Print button to display the print menu.

120 120 SliQ Invoicing Help From the menu, choose Print Preview. Quotes Printing a Quote SliQTools Online - Invoice Software and Quote Software 9.9 ing a quote Make sure the Quotes tab is selected as shown below. Select the quote you wish to . Press the button to the quote. Note: SliQ support different methods of sending s. Read options for more information.

121 Quotes 121 Note: 1. To send an you must have an client installed, e.g. Outlook Express. 2. If you have not previously entered an address for the customer, you will be prompted for an address after pressing the button. The address will be stored in the customer record. Quotes Editing a Quote SliQTools Online - Invoice Software and Quote Software 9.10 Showing the SalesPerson on the Quotes List You can optionally show the sales person names in the list of quotes on the Quotes tab. To show/ hide the sales person names:1. Select the Quotes tab and press the Options button in the toolbar. 2. On the Quotes in the Options dialog, check or uncheck the Show SalesPerson in List box. Quotes Adding SalesPerson to a Template SliQTools Online - Invoice Software and Quote Software

122 SliQ Invoicing Help Opening the invoice raised from a quote If an invoice has been raised for a quote, SliQ will record the link between the quote and invoice. Note: the link will only be recorded if the invoice was raised by clicking to To Invoice button for a quote on the Quotes tab. See Creating an Invoice from a Quote for more information. To open the invoice raised from a quote: On the Quotes tab, select the quote. Then click the invoice ID link for the quote as shown in the picture below. The invoice will be opened for editing. Quotes Creating a Quote SliQTools Online - Invoice Software and Quote Software

123 Part X

124 SliQ Invoicing Help Purchase Orders The Puchase Orders tab gives access to functions for working with purchase orders. The following picture shows the Purchase Orders tab. The tab shows a list of the orders raised with SliQ. The buttons at the top of the tab provide functions to raise new order, print or the selected order and so on Introduction Creating a Purchase Order a purchase order Creating a copy of a purchase order Editing a purchase order a purchase order Deleting a purchase order Printing a purchase order Previewing a purchase order ing a purchase order SliQTools Online - Invoice Software and Quote Software Creating a Purchase Order Make sure the Purchase Orders tab is selected as shown below. Press the New button.

125 Purchase Orders 125 A form will be displayed allowing the quote details to be edited. The form should look something like the following. Edit the purchase order. Press Save Edits to save the order.

126 126 SliQ Invoicing Help Purchase Order Editing a purchase order SliQTools Online - Invoice Software and Quote Software 10.2 Raising a copy of a purchase order Make sure the Purchase Orders tab is selected as shown below. Select the order you wish to copy in the list. Press the Copy button. A new purchase order will be created with the same details as the order being copied but with a new order number and the current date. A form will be display allowing the order details to be edited. The form should look something like the following.

127 Purchase Orders 127 Edit the order if desired. Press OK to save the order. Purchase Order Editing a purchase order SliQTools Online - Invoice Software and Quote Software 10.3 Saving a Purchase Order in PDF form Note: SliQ automatically saves purchase orders 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 Purchase Orders tab is selected and select the order you wish to save as shown below.

128 128 SliQ Invoicing Help Press the PDF button. A Save As dialog will be displayed. Enter the name of the file in which you wish to save the order and press OK. Purchase Order Editing a purchase order SliQTools Online - Invoice Software and Quote Software 10.4 Editing a purchase order Purchase Order details are edited on the Full Purchase Order View form. The form is automatically opened when a new order is created. The details for an existing order can be edited either by double-clicking the quote in the Purchase Orders tab or selecting the quote and pressing the Open button.

129 Purchase Orders 129 The form contains a number of fields for editing. Field Number Terms Date Supplier Quote Required By Date Supplier Address Delivery Address Supplier Message Description This is the order number. SliQ automatically chooses a new order number when creating a new order but the number can be edited if necessary. These are the terms for the order. See Payment Terms for adding new terms. When an order is created, this field is set to the current date but the date can be changed if desired. This field allows you to enter a supplier quote number or reference if desired. This field allows you to enter a date by which you require the goods to be delivered. This field allows a new supplier name to be entered or the name of an existing customer to be selected from a dropdown list. See Selecting a supplier for more information. This is the supplier address. This is the address to which the items on the order are to be delivered. If this field is blank or the Use Delivery Address box is unchecked, the address will not be included on the printed order. This tab allows a message for the supplier to be entered. If the message is not blank, it will be printed on the order.

130 130 SliQ Invoicing Help Field Items Notes Description These are the order items. See Inserting a new item and Deleting an item for more information. The contents of this field are NOT printed on the order. The field allows notes to be entered for the order, e.g. recording conversations with the supplier. The notes can be viewed on the Purchase Orders tab when the order is selected. The toolbar contains a number of options: Field VAT Inclusive Prices (or Tax Inclusive Prices) Print Quantity & Each Show Units 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. 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 column for more information. Purchase Orders Selecting a supplier Inserting a new item on an order Deleting an item on an order SliQTools Online - Invoice Software and Quote Software

131 Purchase Orders Selecting a supplier When editing a purchase order, a new supplier name can be entered by typing into the Supplier field OR if supplier details have already been entered, the name of an existing supplier can be selected from the dropdown.. Alternatively, you can select and or search from the list of existing suppliers by pressing the... button to the right of the suppliers field. If a new supplier name is entered, a confirmation dialog will be displayed. If the Yes button is pressed, a new supplier record will be created. Note: Any edits made to the Address field will be saved into the Supplier record. Editing an order Supplier Records SliQTools Online - Invoice Software and Quote Software Inserting a new item General To add a new item onto an order, do one of the following: 1. Click the Add button at the top of the Full Purchase Order View screen. 2. Alternatively, click with the mouse in the Description column below any existing items on the order as shown below. SliQ will then insert a new item as shown below.

132 132 SliQ Invoicing Help Note that initially the Item field is selected. There are a number of ways to continue entering data for the order entry: Select an existing Product in the Item field Select an existing Discount in the Item field Enter a new Product name in the Item field Enter a new Discount name in the Item field Leave the Item field blank and enter details for a one-off item. Editing an order Supplier Records Product and Discount Records SliQTools Online - Invoice Software and Quote Software Select an Existing Product Select an existing product by clicking on the dropdown arrow to the right of the Item field to show the list of existing products as follows. The item fields - description, quantity, each and VAT (if shown) will be filled with the details from the existing product record. Click in the fields to make the desired changes, e.g. to change the quantity. Inserting a new item Editing an order Supplier Records Product Records SliQTools Online - Invoice Software and Quote Software Select an Existing Discount Select an existing discount by clicking on the dropdown arrow to the right of the Item field to show the list of existing products & discounts as follows.

133 Purchase Orders 133 The item fields - description, quantity, each and VAT (if shown) will be filled with the details from the existing discount record. Click in the fields to make the desired changes, e.g. to change the quantity. Inserting a new item Editing an Order Product Records SliQTools Online - Invoice Software and Quote Software Enter a new Product Name To enter the name of a new product, type its name into the Item field. Then press the TAB key to move into the Description field. In the example below, the name of a new product "Gate Posts" has been entered into the Item field. When the TAB key is pressed, SliQ will recognise that a new product name has been entered and will ask if you want to define the product. Press the Yes button. SliQ will then ask for the product details to be entered.

134 134 SliQ Invoicing Help Enter the required details, e.g. Press OK to save the details. The details will then be displayed for the invoice item. Edit the item details as required, e.g. change the Quantity field. Note: None of the changes you make, e.g. to the Description will be saved into the product record. The changes will only be saved for the quote. To make changes to the product details, see Product Records. Inserting a new item Editing an order Product Records SliQTools Online - Invoice Software and Quote Software Enter a new Discount Name To enter the name of a new discount, type its name into the Item field. Then press the TAB key to move into the Description field. In the example below, the name of a new discount "Regular Purchase" has been entered into the Item field.

135 Purchase Orders 135 When the TAB key is pressed, SliQ will recognise that a new product or discount name has been entered and will ask if you want to define the item. Press the Yes button. SliQ will then ask for the product or discount details to be entered. Enter the required details, e.g. Press OK to save the details. The details will then be displayed for the invoice item. Edit the item details as required, e.g. change the Description field.

136 136 SliQ Invoicing Help Note: None of the changes you make, e.g. to the Description will be saved into the discount record. The changes will only be saved for the quote. To make changes to the product details, see Product and Discount Records. Note: Discounts can be specified as %ages or absolute amounts. If a discount is a %age, it applies to the previous item on the invoice or quote. For example, if the previous item cost 10 and a 10% discount is specified, a discount of 1 is subtracted even if there are more items on the invoice or quote. Inserting a new item Editing an order Product and Discount Records SliQTools Online - Invoice Software and Quote Software One-Off Item To create a one-off item, click in the Description column and enter a description. 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. If the VAT column is displayed, you can select a VAT rate for the item. Note: You can enter a discount by specifying a negative Each price, e.g. -10 to subtract 10. Alternatively you can also enter a percentage, e.g. -10% to subtract 10% of the price of the previous item. Editing an order Product and Discount Records SliQTools Online - Invoice Software and Quote Software Deleting an item To delete a purchase order item, do one of the following: 1. Click on the item and press the Delete button in the toolbar at the top of the Full Purchase Order view.

137 Purchase Orders Alternatively, click on the dropdown arrow to the right of the Item field and select the < Delete Entry > item. Editing an order SliQTools Online - Invoice Software and Quote Software 10.5 Deleting a purchase order Make sure the Purchase Orders tab is selected as shown in the picture below. The Purchase Orders tab shows the list of orders. Make sure the order you want to delete is selected in the list and press the Delete button to delete it. Note: It is recommend you make a backup before deleting an order as the deleted order cannot be restored.

138 138 SliQ Invoicing Help Purchase Orders Backups SliQTools Online - Invoice Software and Quote Software 10.6 Printing a purchase order Make sure the Purchase Orders tab is selected as shown in the picture below. The Purchase Orders tab shows the list of orders. Make sure the order you want to print is selected in the list and press the Print button. Purchase Orders Previewing a quote SliQTools Online - Invoice Software and Quote Software 10.7 Previewing a purchase order Make sure the Purchase Orders tab is selected as shown below. Select the order for which you wish to view a print preview. Press the dropdown arrow below the Print button to display the print menu.

139 Purchase Orders 139 From the menu, choose Print Preview. Previewing a Purchase Order Printing a Purchase Order SliQTools Online - Invoice Software and Quote Software ing a purchase order Make sure the Purchase Orders tab is selected as shown below. Select the order you wish to . Press the button to the order. Note: SliQ support different methods of sending s. Read options for more information.

140 140 SliQ Invoicing Help Note: If you have not previously entered an address for the customer, you will be prompted for an address after pressing the button. The address will be stored in the supplier record. Purchase Orders Editing a Purchase Order SliQTools Online - Invoice Software and Quote Software

141 Part XI

142 SliQ Invoicing Help Customers & Statements The Customers & Statements tab gives access to functions for storing customer details such as addresses, contact name and telephone numbers. The customer details are made available for easy selection when editing an invoice or quote. The tab also allows a statement of outstanding invoices to be viewed or printed for a customer. Note: If the customer details are edited on an invoice, quote or credit note, e.g. the Address is changed, the Customer record will be automatically updated and saved. Introduction Statement Types and the Statement Wizard Customer Names, Contact Names & Alphabetic Ordering Add a Customer Record Editing a Customer Record Deleting a Customer Record Viewing a Statement Printing a Statement Previewing a Statement Saving a Statement as a PDF Importing Customer Details Exporting Customer Details to XML Exporting Customer Details to CSV SliQTools Online - Invoice Software and Quote Software [****]

143 Customers & Statements Customer Name, Contact Name & Alphabetic Ordering Using the customer name and contact name fields for a customer will allow you to easily find customers in the alphabetical list on the Customers & Statements tab as well as print readable names when invoicing customers. If you invoice individuals as opposed to companies it is recommended you enter the customer name in an alphabetic-friendly manner. For example, if you enter customer name as: Mr John Evans Mr Fred Garrett Mrs Jane Wills Then all of the customers will be listed under M in the list shown on the Customers & Statements tab. However, if you set the customer names as follows: Evans, John Mr Garrett, Fred Mr Wills, Jane Mrs Then they will be listed in a more sensible alphabetic order. Note: By default, SliQ lists the customer name as the first line of the address when printing or ing invoices, quotes etc. If you entered customer name such as Evans, John Mr, then you should use the contact name instead as the first line of the address field. See Address Field Options for information on how to change the address format. Editing the Title Field SliQ comes with a default set of titles - Mr, Mrs etc. - but you can define more titles by simply entering them into the Title field on the Customers & Statements tab. If you want to delete or edit existing titles, use the List Editor.

144 144 SliQ Invoicing Help Customers & Statements SliQTools Online - Invoice Software and Quote Software 11.2 Adding a customer A new customer record can be created on the Customers tab OR when editing an invoice or quote. To add a new customer on the Customers tab, first select the tab as shown in the picture below. Then press the New button to create a new customer record. When a new record is created, a default name is given to the customer, e.g. Customer1, Customer2 and a new, unique Customer ID is assigned. Edit the customer name and details as desired. All edits will be automatically saved. Customers & Statements Editing a Customer Record SliQTools Online - Invoice Software and Quote Software 11.3 Editing a customer record Customer details can be edited on the Customers tab OR when editing an invoice or quote. To edit details on the Customers tab, first select the tab as shown in the picture below. Then select the customer from the list and edit the details.

145 Customers & Statements 145 [PICTURE editcustomer.ipp] All edits will be automatically saved. Customer Name, Contact Name & Alphabetic Ordering Using the customer name and contact name fields for a customer will allow you to easily find customers in the alphabetical list on the Customers & Statements tab as well as print readable names when invoicing customers. Using the customer and contact name is of particular use when invoicing individuals as opposed to companies. For example, if you enter the customer name as: Mr John Evans Mr Fred Garrett Mrs Jane Wills Then all of the customers will be listed under M. However, if you set the customer names as follows: Evans, John Mr Garrett, Fred Mr Wills, Jane Mrs Then they will be listed in a more sensible alphabetic order. Note: By default, SliQ lists the customer name as the first line of the address when printing or ing invoices, quotes etc. If you entered customer name such as Evans, John Mr, then you should use the contact name instead as the first line of the address field. See Address Field Options for information on how to change the address format. Customers & Statements SliQTools Online - Invoice Software and Quote Software 11.4 Deleting a customer record To delete a customer, first select the Customers tab as shown in the picture below. Then select the customer from the list and press the Delete button.

146 146 SliQ Invoicing Help Note: It is recommend you make a backup before deleting a customer as the deleted customer cannot be restored. Customers & Statements Add a Customer Record SliQTools Online - Invoice Software and Quote Software 11.5 Viewing a Statement A statement of the unpaid invoices for a customer can be displayed on the Customers & Statements tab. To display the statement, select a customer and then select the Statement tab.

147 Customers & Statements 147 The statement shows the statement date, the outstanding balance, i.e. the total money owed by the customer and the amount of money, i.e. the money the customer has not paid within the terms of the invoices. The statement tab only shows outstanding invoices with a date raised prior to the displayed statement date. If you change the date field then the list of invoices will be updated. Note: Using the statement wizard, SliQ can produce different types of statement. Customers & Statements Statement Types and the Statement Wizard Printing a Statement Previewing a Statement Saving a Statement as a PDF Previewing a Statement ing a Statement Recording a Customer Payment

148 148 SliQ Invoicing Help SliQTools Online - Invoice Software and Quote Software 11.6 Printing a Statement Make sure the Customers & Statements tab is selected. Select the customer for which you wish to print a statement. Press the Print button. Note: By default, when SliQ is opened, the statement date will be the current date, i.e. the statement will include details of ALL unpaid invoices raised to date. The statement date can be changed on the Statement tab at the bottom of the Customers & Statements view. Customers & Statements Viewing a Statement Previewing a Statement ing a Statement SliQTools Online - Invoice Software and Quote Software

149 Customers & Statements Previewing a statement Make sure the Customers & Statements tab is selected. Select the customer for which you wish to preview a statement. Press the dropdown arrow below the Print button. From the menu choose Print Preview. Note: By default, when SliQ is opened, the statement date will be the current date, i.e. the statement will include details of ALL unpaid invoices raised to date. The statement date can be changed on the Statement tab at the bottom of the Customers & Statements view. Customers & Statements Viewing a Statement Printing a Statement ing a Statement SliQTools Online - Invoice Software and Quote Software

150 SliQ Invoicing Help ing a statement Make sure the Customers & Statements tab is selected. Select the customer to which you wish to a statement. Then, either:1. Press the button, or 2. Press the Statement Wizard button. Note: SliQ support different methods of sending s. Read options for more information. Note: By default, when SliQ is opened, the statement date will be the current date, i.e. the statement will include details of ALL unpaid invoices raised to date. The statement date can be changed on the Statement tab at the bottom of the Customers & Statements view. Customers & Statements Viewing a Statement Previewing a Statement Printing a Statement SliQTools Online - Invoice Software and Quote Software

151 Customers & Statements Recording a Customer Payment against an invoice This section describes how to record payments against invoices displayed on the Customers & Statements tab. Note: Payments can also be made against invoices on the Invoices & Payments tab. Two types of payment can be recorded:1. The customer has made a payment against the invoice. You can record the amount and date. 2. You have given the customer a credit note and you want to use the credit to reduce or settle the amount outstanding on the invoice. For more information, see: Recording a payment Using credits against an outstanding invoice. Recording a Payment Make sure the Customers & Statements tab is selected as shown below. Select the Statement tab at the bottom of the view to show the customer statement. Select the invoice for which you wish to record a payment. Press the Record button to show the Record Invoice Payment Form.

152 152 SliQ Invoicing Help Note: When the Record Invoice Payment form is displayed, the payment amount is defaulted to be sufficient to completely pay off the invoice. Then, if the customer has made a payment against the invoice, edit the payment amount if desired and choose a payment date then press OK. Using Credits against an Invoice Make sure the Customers & Statements tab is selected as shown below. Select the Statement tab at the bottom of the view to show the customer statement. Select the invoice for which you wish to record a payment.

153 Customers & Statements 153 Press the Record button to show the Record Invoice Payment Form. If there are credit notes with credit remaining, the Credit Note button will be enabled, press the button to display the Allocate Credit Notes form.

154 154 SliQ Invoicing Help Select the credit note you want use the credit from. Enter the amount of credit you want to take and press the Add Credit button. If needed, repeat the above to take credit from a number of credit notes to settle the invoice. Press OK to save the payment details. Customers & Statements Printing a Statement Previewing a Statement ing a Statement SliQTools Online - Invoice Software and Quote Software Saving a Statement as a PDF Note: SliQ automatically saves invoices and quotes 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 Customers & Statements tab is selected as shown below. Select the customer for which you wish to save a statement in PDF form.

155 Customers & Statements 155 Press the PDF button. A Save As dialog will be displayed. Enter the name of the file in which you wish to save the statement and press OK. Customers & Statements Viewing a Statement Previewing a Statement ing a Statement SliQTools Online - Invoice Software and Quote Software Exporting Customer Details to XML Customer Details can be exported from SliQ Invoicing and Quoting into XML files. The contents of the file can then be imported into another copy of SliQ installed on a different PC. When the file is imported, the customer details are MERGED with those already held within SliQ. Note: The purpose of the customer import/ export is to allow separate, installed copies of SliQ to have the same lists of customers, e.g. if two Sales people are independently invoicing customers and adding new details to their own copies of SliQ. For instructions on exporting to CSV files suitable for loading into Microsoft Excel, read Exporting Customer Details to CSV/ Excel.

156 156 SliQ Invoicing Help To export customer data, make sure the Customers & Statements tab is selected and press the Export button as shown in the following picture. A Save As dialog will be displayed. Enter the name of the file in which you wish to save the exported data and press Save. Customers & Statements Exporting Customer Details to CSV/ Excel Importing Customer Details Exported Customer Details File Format SliQTools Online - Invoice Software and Quote Software Importing Customer Details Customer Details can be exported from SliQ Invoicing and Quoting into a file and then imported into a copy of SliQ installed on a different PC. When the file is imported, the customer details are MERGED with those already held within SliQ. Note: The purpose of the customer import/ export is to allow separate, installed copies of SliQ to have the same lists of customers, e.g. if two Sales people are independently invoicing customers and adding new details to their own copies of SliQ. To import customer data, make sure the Customers & Statements tab is selected and press the Import button as shown in the following picture.

157 Customers & Statements 157 A File Open dialog will be displayed. Find and select the file you wish to import and press Open. Note: SliQ expects imported customer data to be in a specific format. See Exported Customer Details File format for a description of the expected format. Explanation of Merged Data When SliQ imports a set of customer details it merges the data in the imported file with the customer details already held within SliQ. When the data is merged:1. If the imported file contains details for customers not already present in SliQ, the customer details are added. 2. If the imported file contains details for customers already present in SliQ, the existing details are overwritten, e.g. the address information is overwritten. This means that if an invoice is printed for the customer, it will be printed with the new address information. When SliQ imports customer data, the imported data is taken as a match for an existing customer if the customer names match. SliQ will ignore any difference in case between the names. This is shown in the following table: Imported Name Fred Jones Ltd Name Already in SliQ fred jones ltd Match? Yes

158 158 SliQ Invoicing Help Imported Name Fred Jones Ltd Name Already in SliQ Fred Jones Match? Details will be overwritten. No Fred Jones will be added as a new customer. Customers & Statements Exporting Customer Details Exported Customer Details File Format SliQTools Online - Invoice Software and Quote Software Customer Statement Types and the Statement Wizard SliQ Invoicing supports two types of statement: Open Items Date Range Open Items Statement Type All versions of SliQ Invoicing and Quoting support an Open Items statement type including an Ageing Report. The Open Items statement type shows all invoices for which payment is still due from a specified customer. To generate an Open Items statement:1. On the Customers & Statements tab, select a customer. 2. Press the or Print buttons in the toolbar to output the statement. Alternatively, to generate Open Items statements for multiple customers:1. Make sure the Customers & Statements tab is selected 2. Press the Wizard button in the toolbar. The Statement wizard will then appear. Select the Open Items statement type, choose who to generate statements for and then click the print or button to output the statements.

159 Customers & Statements 159 Printing a Statement ing a Statement Date Range Statement Type The Date Range statement shows all transactions - invoices, payments and credit notes raised between specified start and end dates for a specific customer. Note: The Date Range statement type is only available in SliQ Invoicing Plus. The Date Range statement is generated using the Statement Wizard. To open the statement wizard:3. Make sure the Customers & Statements tab is selected 4. Press the Wizard button in the toolbar. The Statement wizard will then appear. Select the Date Range statement type, choose who to generate statements for and then click the print or button to output the statements.

160 160 SliQ Invoicing Help Printing a Statement ing a Statement Exporting Customer Details to CSV/ Excel Customer Details can be exported from SliQ Invoicing into CSV files that are suitable for loading into Microsoft Excel. To export customer data, make sure the Customers & Statements tab is selected and click the dropdown arrow beneath the Export button as shown in the following picture. From the dropdown menu that appears, choose Export to Excel. Choose the name of a file into which to save the data and press Save. Customers & Statements Importing Customer Details Exported Customer Details File Format Exporting Customer Details to XML SliQTools Online - Invoice Software and Quote Software

161 Part XII

162 SliQ Invoicing Help Suppliers The Suppliers tab gives access to functions for storing supplier details such as addresses, contact name and telephone numbers. The customer details are made available for easy selection when editing a purchase order. Note: If the supplier details are edited on an order, e.g. the Address is changed, the Supplier record will be automatically updated and saved. Introduction Purchase Orders SliQTools Online - Invoice Software and Quote Software

163 Part XIII

164 SliQ Invoicing Help Product & Discount Records The Products & Discounts tab gives access to functions for storing standard product and discount details. The details are available for easy selection when editing an invoice or quote or purchase order. The following picture shows the Products & Discounts tab. The tab shows a list of the product records followed by a list of discounts. For each product, two prices can be specified:1. A sales price. This is the price to be used on invoices and quotes, i.e. the price at which you sell the product to your customers. 2. A cost price. This is the price to be used on purchase orders, i.e. the price at which you buy the product from your supplier. The buttons at the top of the tab allow you to create and delete product and discount records and to undo any edits made to the currently selected item. The panel at the bottom of the tab shows the details for the selected item and allows the details to be edited. You can also enter notes about the product. The notes will not be included on any invoices or quotes. Note: Any changes made to the details on the Products & Discounts tab are automatically saved. NO CHANGES made to the details will affect any existing invoice or quote.

165 Product & Discount Records 165 Introduction Add a Product Record Add a Discount Editing a Product or Discount Record Deleting a Product or Discount Record Exporting Product & Discount Details Importing Product & Discount Details SliQTools Online - Invoice Software and Quote Software [****] 13.1 Adding a product A new product record can be created on the Products & Discouns tab OR when editing an invoice or quote. To add a new product on the Products & Discounts tab, first select the tab as shown in the picture below. Then press the New Product button to create a new product record. Edit the product details as required.

166 166 SliQ Invoicing Help When a new record is created, a default name is given to the record, e.g. New Product1, New Product2. Edit the product name and details as desired. All edits will be automatically saved Product & Discount Records Adding a Discount Editing a Product or Discount Record SliQTools Online - Invoice Software and Quote Software Adding a discount A new discount record can be created on the Products & Discounts tab OR when editing an invoice or quote. To add a new discount on the Products & Discounts tab, first select the tab as shown in the picture below. Then press the New Discount button to create a new discount record. Edit the discount details. When a new record is created, a default name is given to the record, e.g. Discount1 or Discount2. Edit the name and details as desired. All edits will be automatically saved.

167 Product & Discount Records 167 Note: Discounts can be specified as %ages or absolute amounts. If a discount is a %age, it applies to the previous item on the invoice or quote. For example, if the previous item cost 10 and a 10% discount is specified, a discount of 1 is subtracted even if there are more items on the invoice or quote. Product & Discount Records Editing a Product Record SliQTools Online - Invoice Software and Quote Software 13.3 Editing a product or discount record Product and discount details can be edited on the Products & Discounts tab. To edit details on the Products & Discounts tab, first select the tab as shown in the picture below. Then select the desired product or discount from the list and edit the details. All edits will be automatically saved. Product & Discount Records SliQTools Online - Invoice Software and Quote Software

168 SliQ Invoicing Help Deleting a product or discount record To delete a product or discount, first select the Products & Discounts tab as shown in the picture below. Then select the desired product or discount from the list and press the Delete button. Note: It is recommended you make a backup before deleting a record as the deleted record cannot be restored. Note: Deleting a product or discount record will not affect any existing invoices or quotes. Product & Discount Records SliQTools Online - Invoice Software and Quote Software 13.5 Exporting Product & Discount Details Product and discount details can be exported from SliQ Invoicing and Quoting into an external file. The contents of the file can then be imported into another copy of SliQ installed on a different PC. When the file is imported, the details are MERGED with those already held within SliQ. Note: The purpose of the import/ export is to allow separate, installed copies of SliQ to have the same lists of products, e.g. if two Sales people are independently invoicing customers and adding new details to their own copies of SliQ.

169 Product & Discount Records 169 To export data, make sure the Products & Discounts tab is selected and press the Export button as shown in the following picture. A Save As dialog will be displayed. Enter the name of the file in which you wish to save the exported data and press Save. The products and discounts in SliQ can also be exported to Excel Product & Discount Records Exporting Products & Discounts to Excel Importing Product & Discount Details Exported Product & Discount Details File Format SliQTools Online - Invoice Software and Quote Software Importing Product & Discount Details Product and discount details can be exported from SliQ Invoicing and Quoting into a file and then imported into a copy of SliQ installed on a different PC. When the file is imported, the details are MERGED with those already held within SliQ. Note: The purpose of the import/ export is to allow separate, installed copies of SliQ to have the same lists of products, e.g. if two Sales people are independently invoicing customers and adding new details to their own copies of SliQ.

170 170 SliQ Invoicing Help To import data, make sure the Products & Discounts tab is selected and press the Import button as shown in the following picture. A File Open dialog will be displayed. Find and select the file you wish to import and press Open. Note: SliQ expects imported product data to be in a specific format. See Exported Products and Discounts Details File format for a description of the expected format. Explanation of Merged Data When SliQ imports a set of product and discount details it merges the data in the imported file with the details already held within SliQ. When the data is merged:1. If the imported file contains details for products or discounts not already present in SliQ, the details are added. 2. If the imported file contains details for items already present in SliQ, the existing details are overwritten, e.g. the product description and price are overwritten. This will not affect any existing invoices or quotes until the invoice or quote containing an updated product is edited and the product reselected for an invoice item. When SliQ imports data, the imported data is taken as a match for an existing product or discount if the item names match. SliQ will ignore any difference in case between the names. This is shown in the following table:

171 Product & Discount Records Imported Name fence wire fence wire (steel) 171 Name Already in SliQ Fence Wire Match? Yes fence wire Details will be overwritten. No fence wire will be added as a new product Product & Discount Records Exporting Product & Discount Details Exported Product & Discount Details File Format SliQTools Online - Invoice Software and Quote Software Exporting Products & Discounts to Excel Product and discount details can be exported from SliQ Invoicing and Quoting into Excel. Note: This function is only available in SliQ Invoicing Plus. It is not possible to import product definitions from Excel. To export data, make sure the Products & Discounts tab is selected and press the Export button as shown in the following picture.

172 172 SliQ Invoicing Help In the menu that is displayed, choose Export Products to Excel. Product & Discount Records Exporting Products & Discounts to Excel Importing Product & Discount Details Exported Product & Discount Details File Format SliQTools Online - Invoice Software and Quote Software

173 Part XIV

174 SliQ Invoicing Help Reporting SliQ can provide a number of different types of reports. Reports are displayed and managed on the Reporting tab. The following picture shows the Reporting tab displaying the list of unpaid invoices. For information on exporting reports to Excel, see: Exporting Reports to Excel For information on saving a report to a PDF file, see: Saving a report as a PDF 14.1 Introduction Printing reports Previewing reports ing reports SliQTools Online - Invoice Software and Quote Software Printing reports To print a report make sure the Reporting tab is selected and displaying the report you wish to print.

175 Reporting 175 Press the Print button to print the report Reporting Previewing reports ing reports Saving a report as a PDF SliQTools Online - Invoice Software and Quote Software Previewing reports To display a print preview of a report make sure the Reporting tab is selected and displaying the report you wish to print.

176 176 SliQ Invoicing Help Click on the dropdown arrow below the Print button and from the displayed menu choose Print Preview Reporting Printing reports ing reports Saving a report as a PDF SliQTools Online - Invoice Software and Quote Software ing reports To a report make sure the Reporting tab is selected and displaying the report you wish to ..

177 Reporting Press the button to a PDF of the report. Note: To send an you must have an client installed, e.g. Outlook Express Reporting Previewing reports Printing reports Saving a report as a PDF SliQTools Online - Invoice Software and Quote Software Saving a Report as a PDF Make sure the Reports tab is selected as shown below. Select the report type you wish to save in PDF form. 177

178 178 SliQ Invoicing Help Press the PDF button. A Save As dialog will be displayed. Enter the name of the file in which you wish to save the report and press OK Reporting Previewing reports Printing reports ing reports SliQTools Online - Invoice Software and Quote Software Exporting Reports to Excel SliQ can export reports to Excel. All report data can be exported to a new Excel spreadsheet or to a new worksheet in an existing Excel file. To learn how export data, follow one of these links: Export data to a new Excel spreadsheet Export data to a new worksheet in an existing spreadsheet Export Data to a new Excel spreadsheet Make sure the Reports tab is selected as shown below.

179 Reporting 179 Select the report type you wish to save. Press the Export to Excel button. A Save As dialog will be displayed. Enter the name of the file in which you wish to save the Excel version of the report and press OK. Note: A new Excel file will be created overwriting any existing file with the same name. Note: Before saving the report to a new Excel spreadsheet, make sure the spreadsheet file is not currently open in Excel. Export Data to an existing Excel spreadsheet Make sure the Reports tab is selected as shown below. Select the report type you wish to save.

180 180 SliQ Invoicing Help Click the dropdown arrow to the right of the Export to Excel button as shown in the above picture. From the dropdown menu, choose the Export to an existing spreadsheet option. A Save As dialog will be displayed. Enter the name of the file in which you wish to save the Excel version of the report and press OK. Note: A new worksheet will be added to the end of the Excel workbook. Note: Before saving the report to an Excel spreadsheet, make sure the spreadsheet file is not currently open in Excel. Reporting Previewing reports Printing reports ing reports SliQTools Online - Invoice Software and Quote Software

181 Part XV

182 SliQ Invoicing Help Attachments Any number of files can be attached to invoices, quotes, credit notes or purchase orders. Optionally, you can choose to attach the file to the used to send the invoice to a customer or PO to a supplier. You manage the attachments for a document while editing the document. For example, to manage the attachments for an invoice, open the invoice by double-clicking the invoice in the Invoices & Payments tab or selecting the invoice and pressing the Open button. In the Full Invoice View form, select the Attachments tab as shown in the following picture: Note: SliQ does not take a copy of the attached file - it only stores a link to the file. Invoices & Payments Editing an invoice SliQTools Online - Invoice Software and Quote Software

183 Part XVI

184 SliQ Invoicing Help Invoice Payment Terms SliQ allows you to save a standard set of payments terms for easy selection when editing an invoice. You can also choose a preferred payment term for a specific customer so that when a new invoice is raised for the customer the preferred payment term is preset in the invoice. Setup - Payment Terms Customer Records Editing an Invoice SliQTools Online - Invoice Software and Quote Software

185 Part XVII

186 SliQ Invoicing Help Standard Customer Messages SliQ allows you to save a standard set of customer messages for easy selection when editing an invoice, quote or credit note. When saving an invoice, quote or credit note, if you have entered a new customer message or edited an existing one, you will be offered the option of saving the message to the standard messages list. For more information, see: Selecting a standard message Adding a standard message Deleting a standard message Editing a standard message Introduction Editing an Invoice SliQTools Online - Invoice Software and Quote Software 17.1 Selecting a Standard Message When editing an invoice, quote or credit note, SliQ let's you select a standard customer message. Saving standard messages lets you quickly add customer messages to new invoices, quotes and credit notes. When editing an invoice, quote or credit note, to select a standard message, do the following: Click on the Customer Message tab.

187 Standard Customer Messages 187 Then click on the Pick a standard message dropdown and choose a message. The message will then be displayed in the customer message field. Note: If there are no standard messages, the dropdown will be disabled. Simply type your message into the customer message box Standard Customer Messages Adding a standard message Deleting a standard message Editing a standard message Adding a Standard Message The easiest way to add a standard customer message is to simply enter some text into the customer message box when editing an invoice, quote or credit note. When the invoice etc. is saved, you will be offered the option of saving the message as a standard message.

188 188 SliQ Invoicing Help Alternatively, see Managing Standard Customer Messages for another way to add standard messages Standard Customer Messages Selecting a standard message Deleting a standard message Editing a standard message Deleting a Standard Message See Managing Standard Customer Messages for information on deleting a message. Standard Customer Messages Adding a standard message Editing a standard message 17.4 Editing a Standard Message To edit an existing standard customer message, see Managing Customer Messages. If you edit a customer message while entering a new invoice, quote or credit note, you are offered the option of saving the edited message as a standard customer message. If you do this, the messaged will be added to the list of messages along with the original version of the message. Note: No changes you make to a standard message will affect any existing invoices, quotes or credit notes.

189 Standard Customer Messages Standard Customer Messages Adding a standard message Deleting a standard message 189

190 Part XVIII

191 Options 18 Options SliQ Invoicing contains a number of configurable options. These are accessed through the Options dialog. To display the Options dialog, click the Options button in the toolbar. For more information, see: Showing the Sales Person in the Invoices List Showing the Sales Person in the Quotes List Configuring Date Formats Recurring Invoice Options Colour Coding Items on the Invoice List Configuring the Auto Backup Folder Configuring Decimal Places in Prices and Quantities Adding a prefix to PDF filenames Show unpaid invoices by default Configure the default date range for invoices shown in the main Invoices & Payments list Introduction SliQTools Online - Invoice Software and Quote Software 18.1 Show Sales Person on Invoices List To show or hide the sales person name on the invoices list: 1. Open the Options dialog by pressing the Options button in the toolbar. 2. Make sure the Invoices & Payments tab is selected in the Options dialog. 3. Check or uncheck the Show Sales Person in List box to show or hide the name as appropriate. Introduction Options SliQTools Online - Invoice Software and Quote Software 18.2 Show Sales Person on Quotes List To show or hide the sales person name on the quotes list: 1. Open the Options dialog by pressing the Options button in the toolbar. 2. Make sure the Quotes tab is selected in the Options dialog. 191

192 192 SliQ Invoicing Help 3. Check or uncheck the Show Sales Person in List box to show or hide the name as appropriate. Introduction Options SliQTools Online - Invoice Software and Quote Software 18.3 Configure Date Formats On screen, SliQ always shows dates in the format set in the Regional Settings in the Windows Control Panel on your computer. However, you can configure SliQ to show dates in a different format when printing or ing invoices and quotes. To select a different date format. 1. Open the Options dialog by pressing the Options button in the toolbar. 2. Make sure the Date Formats tab is selected in the Options dialog. 3. In the list on the tab, select the desired date format. Introduction Options SliQTools Online - Invoice Software and Quote Software 18.4 Recurring Invoice Options When SliQ automatically raised recurring invoices as they become due, you can choose whether to confirm (and edit or delete) the invoices before SliQ commits them to its database. 1. Open the Options dialog by pressing the Options button in the toolbar. 2. Make sure the Recurring Invoices tab is selected in the Options dialog. 3. Check or uncheck the Confirm Recurring Invoices box to turn on or off confirmation of recurring invoices as appropriate. Introduction Options SliQTools Online - Invoice Software and Quote Software

193 Options Colour Code Items on the Invoices List For more information on colour coding invoices, see Colour Coding Invoices. Introduction Options SliQTools Online - Invoice Software and Quote Software 18.6 Configure the Auto Backup Folder When you close SliQ an automatic backup is made of the currently open company file. By default, this backup is made in the following folder: My Documents\SliQInvoicing\AutoBackup Using the Options dialog, you can choose to change the auto backup folder. To change the folder: 1. Open the Options dialog by pressing the Options button in the toolbar. 2. Make sure the Automatic Backups tab is selected in the Options dialog. 3. Click the Change Backup Folder button to choose a different folder. Introduction Options SliQTools Online - Invoice Software and Quote Software 18.7 Decimal Place Configuration By default, SliQ shows 2 decimal places in price information. Also, when printing an invoice, if a quantity only shows 0s after the decimal point, SliQ removes the point and 0s to show a whole number. Using the Options dialog, you can change the decimal places to show up to 5 digits after the decimal point and to also always show decimal places on quantities. To change the decimal place configuration: 1. Open the Options dialog by pressing the Options button in the toolbar. 2. Make sure the General tab is selected in the Options dialog. 3. Change the options as required.

194 194 SliQ Invoicing Help Introduction Options SliQTools Online - Invoice Software and Quote Software 18.8 Adding a Prefix to PDF Filenames To add a prefix to the filename used when saving a PDF or ing an invoice: 1. Open the Options dialog by pressing the Options button in the toolbar. 2. Make sure the General tab is selected in the Options dialog. 3. Enter a prefix as required. For example, you may want to include the company name in front of the PDF. By default for an invoice, SliQ will use a PDF filename such as: invoice-1.pdf whereas you may prefer to a prefix of your company name so that the name becomes: mycompanyname-invoice-1.pdf Introduction Options SliQTools Online - Invoice Software and Quote Software 18.9 Show Unpaid Invoices by Default By default, when you open SliQ, SliQ shows both paid and unpaid invoices on the main list on the Invoices & Payments tab. To show only the unpaid invoices: 1. Open the Options dialog by pressing the Options button in the toolbar. 2. Make sure the Invoices & Payments tab is selected in the Options dialog. 3. Check the Default to Unpaid Only in List box. Introduction Options SliQTools Online - Invoice Software and Quote Software

195 Options Configure the Default Date Range for Invoices By default, when you open SliQ, SliQ initialises the date filters on the Invoices & Payments page to show all stored invoices. To configure SliQ to only show invoices since a certain date, do the following: 1. Open the Options dialog by pressing the Options button in the toolbar. 2. Make sure the Invoices & Payments tab is selected in the Options dialog. 3. Check the Use Specific Start Date in List box and then enter the required start date. Introduction Options SliQTools Online - Invoice Software and Quote Software Show Open POs By Default By default, when you open SliQ, SliQ shows both open and received purchase orders in the list on the Purchase Orders tab. To show only the open orders: 1. Open the Options dialog by pressing the Options button in the toolbar. 2. Make sure the Purchase Orders tab is selected in the Options dialog. 3. Check the Default to Open Only in List box. Introduction Options SliQTools Online - Invoice Software and Quote Software

196 Part XIX

197 Setup Setup The Setup tab provides a number of options for configuring SliQ, e.g. Choosing a template for your invoices, quotes etc. Adding a logo to your invoices. Setting the details of your business or choosing a currency. Changing the tax name from the default of VAT. Editing the invoice/ quote/ credit note/ statement templates provided with SliQ. Choosing the method SliQ uses to send s. Edit templates The Setup tab also provides buttons for managing the saving or restoring backups of all the data stored in SliQ and managing (adding/ deleting) standard customer messages. The configuration options are provided by tabs as shown in the picture below. For more information, see: Creating a Backup Restoring a Backup Business Details, Currency and Tax Name Options Template Setup Options & Choosing a Template Payment Terms Options VAT/ Tax Rates Options Managing Standard Customer Messages Editing a Template Editing an Template Configuring Options

198 198 SliQ Invoicing Help Introduction SliQTools Online - Invoice Software and Quote Software 19.1 Business Details, Currency & Tax Name Choose the Business Details tab on the Setup page to edit items such as: Your business name or address. Enter your VAT or Tax registration number Choose or Specify a Currency Change the default VAT/Tax name displayed on invoice and quotes Choose to use VAT/ Tax Inclusive Prices Enter your Business Details and VAT/ Tax Registration Number The following picture shows the Business Details tab. You business name and details together with your VAT or Tax Registration number are entered in the Your Details panel. The Business Details tab also allows up to two lines of standard text to be entered for display at the bottom of your invoices and quotes. The text might include your BACS number or something like "Make cheques payable to XXX".

199 Setup 199 Note: A preview of how your standard text and business details will look on your invoices, quotes etc. can be seen on the Template Setup page. Choose or Specify a Currency The Business Details tab allows you to choose a currency symbol to be displayed on your invoices, quotes, reports etc. In the Choose Currency panel, select either, $ or or, for a different currency, select Other and enter a single character into the textbox, e.g. R for the South African Rand. Change VAT/ TAX Name By default, SliQ displays a VAT (Value Added Tax) column and figures on invoices and quotes IF you have entered a VAT/ Tax number into your business details. The name VAT is appropriate for use in the UK and some EU countries. If you want to change the name to something more appopriate for your country, edit the Tax Name field on the Business Details tab.

200 200 SliQ Invoicing Help Choose VAT/ Tax Inclusive Prices By default, SliQ lets you enter VAT/ Tax-exclusive prices. This means that, for example, when you edit an item on an invoice, SliQ adds VAT/ tax to the total invoice item amount. However, on the Setup/ Business Details tab you can choose to enter VAT/ Tax inclusive prices. SliQ will then deduct VAT/ tax from the amounts you enter when editing invoices. Note: Whether you select tax inclusive or exclusive prices on this tab, you can always change the option while editing an individual invoice, quote or credit note.

201 Setup 201 Setup SliQTools Online - Invoice Software and Quote Software 19.2 Template Setup On the Template Setup tab on the Setup page options are provided to:choose a template/ style for your invoices and quotes. Add a logo to your invoices and quotes. Choose whether to show a PAID watermark on paid invoices. Choose whether to show Quantity and Each columns on invoices and quotes. Choose whether page numbers are always shown or only shown if there is more than one page on an invoice or quote. Choose how the customer name appears in the address field on invoices and quotes. Choose whether the last column on an invoice or quote includes VAT/ Tax in the total. Choose whether invoices and quotes should include the VAT/ Tax rate as a column. See also, editing a template using the template designer. The Template Setup tab also shows a preview of how your invoices, quotes and statements will look with your chosen logo and the business details and standard text entered on the Business Details tab.

202 202 SliQ Invoicing Help Setup SliQTools Online - Invoice Software and Quote Software Choosing a Template SliQ Invoicing and Quoting allows you to choose between different templates or styles for your invoices and quotes. To select a template, make sure the Setup tab is selected and then select the Template Setup tab. Choose the template you want to use. You can choose different templates for the different documents SliQ manages. The preview on the left of the Template Setup tab shows how your items will look. Using the Preview Types panel you can see how your quotes, statements and so on will look. Press the Print Preview button on the Preview Types panel to print a test page.

203 Setup 203 Setup Add a logo to your invoices and quotes. Choose whether to show a PAID watermark on paid invoices. Choose whether to show Quantity and Each columns on invoices and quotes. Customer Name/ Address Options SliQTools Online - Invoice Software and Quote Software Showing Quantity and Each Columns SliQ will print and both product and service invoices and quotes. The default setting for NEW invoices and quotes can be configured on the Template Setup tab. For example, if you want to create service invoices by default, hide the Quantity and Each columns by unchecking the option on the Template Setup tab. Note: The option shown on the screenshot below ONLY applies to standard, un-edited templates. If you have edited a template, you can change the column within the template editor.

204 204 SliQ Invoicing Help Setup Choosing a Template Add a logo to your invoices and quotes. Choose whether to show a PAID watermark on paid invoices. Customer Name/ Address Options SliQTools Online - Invoice Software and Quote Software Showing Units Column SliQ can optionally include a units column on invoices, quotes etc. The default setting for NEW invoices and quotes can be configured on the Template Setup tab. For example, if you want to always show a units column, check the Show Units Column box on the Template Setup tab. Note: The option shown on the screenshot below ONLY applies to standard, un-edited templates. If you have edited a template, you can change the column within the template editor.

205 Setup 205 Setup Choosing a Template Add a logo to your invoices and quotes. Choose whether to show a PAID watermark on paid invoices. Customer Name/ Address Options SliQTools Online - Invoice Software and Quote Software Configuring a Logo To configure a logo for your invoices and quotes, make sure the Setup tab is selected and press the Add Logo button. If you have also selected the Template Setup tab, you can see how your logo will look on your invoices and quotes.

206 206 SliQ Invoicing Help Setup Choosing a Template Choose whether to show a PAID watermark on paid invoices. Choose whether to show Quantity and Each columns on invoices and quotes. Customer Name/ Address Options SliQTools Online - Invoice Software and Quote Software Showing a PAID watermark Showing a PAID Watermark When an invoice has been fully paid, a PAID watermark can optionally be shown on the invoice when it is printed or ed. To select whether the watermark is shown, display the Template Setup tab under the main Setup tab. Check the Show PAID watermark box to display the watermark.

207 Setup 207 Note: In SliQ Invoicing Plus, you can also edit templates and set conditions on items, e.g. only showing a label or bitmap when an invoice is overdue. This can be used as an alternative to the watermark. Setup Choosing a Template Choose whether to show Quantity and Each columns on invoices and quotes. Customer Name/ Address Options SliQTools Online - Invoice Software and Quote Software Setting up Page Numbers You can choose whether printed and ed invoices, quotes or credit notes show page numbers if they only include a single page. To change the setting, display the Template Setup tab under the main Setup tab. Change the Show Page Numbers option.

208 208 SliQ Invoicing Help Setup Choosing a Template Choose whether to show Quantity and Each columns on invoices and quotes. Customer Name/ Address Options SliQTools Online - Invoice Software and Quote Software Address Options When SliQ prints or s an invoice, quote, credit note or statement, the Customer is identified in the Address field. There are a number of options for showing this information:1. The address field shows the customer name field (this is the default option). 2. The address field shows the customer's contact name. 3. The address field show both the contact name and customer name. The following screenshot shows the Customer name and Contact name fields on the Customer Details shown on the Customers & Statements tab.

209 Setup 209 Example - Address field showing the customer name: Example - Address field showing the contact name: Example - Address field showing contact and customer name: Note: One of the reasons SliQ allows the address field to be configured is to make sorting of customer names easier for users who invoice individuals as well as companies. See customer name, contact name & alphabetic ordering for more information. Setup Choosing a Template Choose whether to show Quantity and Each columns on invoices and quotes. SliQTools Online - Invoice Software and Quote Software

210 210 SliQ Invoicing Help Showing Tax Rate Column If you are VAT/ tax registered, you can choose whether invoices and quotes show a VAT/ Tax rate column. To change the setting, display the Template Setup tab under the main Setup tab. Press the More Options button as shown below. Note: If the More Options button is disabled, it means that the selected item preview (invoice, quote, credit note etc.) is for a templates you have already edited. To change which columns are shown on a custom/ edited template, open the template editor, click on the columns in the template and choose the appropriate option in the properties panel on the right.. The Template Options dialog is then displayed.

211 Setup 211 Check/ uncheck the Show Tax Rate Column box to show/ hide the column. Press OK. Setup Choosing a Template Choose whether to show Quantity and Each columns on invoices and quotes. Show Gross Amount in Total Column Customer Name/ Address Options SliQTools Online - Invoice Software and Quote Software Include Tax in Last Column If you are VAT/ tax registered, you can choose whether the total column on invoices and quotes includes the tax charged, i.e. whether a net or gross figure is shown. To change the setting, display the Template Setup tab under the main Setup tab. Press the More Options button as shown below. Note: If the More Options button is disabled, it means that the selected item preview (invoice, quote, credit note etc.) is for a templates you have already edited. To change which columns are shown on a custom/ edited template, open the template editor, click on the columns in the template and choose the appropriate option in the properties panel on the right..

212 212 SliQ Invoicing Help The Template Options dialog is then displayed. Check/ uncheck the Show Gross Amount in Total Column box to show/ hide the column. Press OK. Setup Choosing a Template Choose whether to show Quantity and Each columns on invoices and quotes. Show Tax Rate Column Customer Name/ Address Options

213 Setup 213 SliQTools Online - Invoice Software and Quote Software Adjusting gaps between items on a template To adjust the gaps between items/ rows on templates:1. Display the Template Setup tab under the main Setup tab. 2. Selection the Options tab. 3. Adjust the Item Spacing (%) value. Note: The spacing will affect ALL templates - invoices, quotes, credit notes and statements Setup Choosing a Template Choose whether to show Quantity and Each columns on invoices and quotes. Customer Name/ Address Options SliQTools Online - Invoice Software and Quote Software Payment Terms Choose the Payment Terms tab on the Setup page to edit the standard payment terms offered for selection on invoices. The following picture shows the Payment Terms tab.

214 214 SliQ Invoicing Help Up to 10 payment terms can be entered. All changes will be saved automatically. To set the default payment term to be applied for new customers, check the box to the right of the appropriate term. Note: No changes to the payment terms will affect the length of any existing terms used on invoices. Setup SliQTools Online - Invoice Software and Quote Software 19.4 VAT/ Tax Rates Choose the VAT/ Tax Rates tab on the Setup page to edit the VAT or Tax Rates offered for selection when editing items on invoices. Note: SliQ is pre-configured with the UK VAT rates. There will only be a need to change the information on this tab if the government alter the VAT rates. Note: If you are working in a country which uses a different system to VAT, then you can change the currency symbol SliQ uses and change the title VAT to something else, e.g. Tax and set the appropriate tax rates on this page. The following picture shows the VAT/ Tax Rates tab.

215 Setup 215 There are 5 available VAT or tax rates as described in the following table. Name Rate #1 Rate #2 Rate #3 Rate #4 Rate #5 Description This is the 0 VAT rate and cannot be altered. This is the lower rate. The rate can be altered. This is the standard rate. The rate can be altered. By default this VAT rate is not used. By checking the Enable VAT Rate checkbox the rate can be configured for use in invoices and quotes. By default this VAT rate is not used. By checking the Enable VAT Rate checkbox the rate can be configured for use in invoices and quotes. All changes will be saved automatically. Note: No changes to the VAT or Tax rates will affect any existing invoices. Setup SliQTools Online - Invoice Software and Quote Software

216 SliQ Invoicing Help Managing Standard Customer Messages SliQ allows you to manage a list of standard customer messages. The messages are made available for easy selection when editing invoices, quotes and credit notes. The easiest way of adding standard customer messages is simply to enter a customer message when editing an invoice (for example). When the invoice is saved, you will be offered the option of saving any new customer message into the standard list of messages. Messages can also be managed via the Setup tab. To open the Message Manager: Make sure the Setup tab is selected. Click the Manage Messages button in the toolbar. The Message Manager dialog will then be displayed.

217 Setup 217 To edit an existing message... Click the message in the list to select it and then edit the message text in the edit box at the bottom. To add a new message... Click the Add button to add a new message and then enter its text in the edit box at the bottom. To delete a message... Click the message in the list to select it and then press the Delete button. To close the Message Manager dialog... Press the Close & Save button. All changes are automatically saved. Note: No changes will affect any existing invoices. Setup Standard Customer Messages SliQTools Online - Invoice Software and Quote Software 19.6 Confirming Automatic/ Recurring Invoices If the Confirm Automatic Invoices option is set, SliQ displays the Confirm Automatic Invoices dialog when new copies of recurring invoices are due to be raised. If the Confirm Automatic Invoices option is not set, SliQ automatically adds the new invoices to the list in the Invoices & Payments tab and displays a popup indicating that invoices have been raised. To change the Confirm Automatic Invoices option:

218 218 SliQ Invoicing Help Make sure the Setup tab is displayed. Press the Options button in the toolbar to bring up the Options dialog. Check or uncheck the Confirm Recurring Invoices box. Setup SliQTools Online - Invoice Software and Quote Software 19.7 Editing Templates Note: templates can only be edited in SliQ Invoicing Plus. For more information on editing templates, see editing templates. Setup SliQTools Online - Invoice Software and Quote Software

219 Setup Configuring Options Note: options can only be configured in SliQ Invoicing Plus. For more information on configuring options, see options. Setup SliQTools Online - Invoice Software and Quote Software 19.9 Editing String Lists On the General tab on the main Setup page you can edit standard lists of strings. The following lists can be edited:1. Contact Titles, e.g. Mr, Mrs. 2. SalesPerson Names To edit the lists, select the General tab as shown below, then press the Edit Lists button. Note: No changes to the lists will affect any existing invoices or quotes. Setup

220 220 SliQ Invoicing Help SliQTools Online - Invoice Software and Quote Software

221 Part XX

222 SliQ Invoicing Help Password Protecting a Company File You can optionally set a password on a company file. After a password has been set, you will need to reenter the password each time the file is opened. Note: Do not forget your password. It is not possible to automatically retrieve your password. To set a password: 1. Select the General tab under the main Setup tab. 2. Press the Set/ Change Password button. The Change Password dialog will be displayed. Follow the instructions on the dialog to set a password on the company file. Introduction SliQTools Online - Invoice Software and Quote Software

223 Part XXI

224 SliQ Invoicing Help Custom Fields You can add extra, custom fields to SliQ for use in invoices, quotes and so on. For each of the following types of record, up to 2 string fields and 1 date field can be added: invoice, delivery notes, quotes, credit notes purchase orders custom supplier For more information see: Defining Custom Fields Entering Data into Custom Fields Adding Custom Fields to Templates Introduction SliQTools Online - Invoice Software and Quote Software Defining Custom Fields To define a custom field all you need to do is set the field title as follows. 1. Select the Setup/ General tab and press the Additional Fields button as shown in the following picture.

225 Custom Fields 225 The Custom Field Configuration dialog will be displayed. 2. Enter titles for the fields you wish to define then press the Close button. Entering Data into Custom Fields If you have defined custom fields, an Additional Fields tab will be shown when you are editing a data item, e.g. editing an invoice. To save data into the custom fields, select the Additional Fields tab and enter data. The data will be saved automatically. Here is an example of the Additional Fields tab shown when editing an invoice.

226 226 SliQ Invoicing Help Adding Custom Fields to Templates By default, custom fields won't appear on templates. The custom fields have to be added to your template (your invoice template for example). To add fields to templates, open the template editor for the template you wish to modify then add a field to the template and change the field type to the custom field as shown below. Introduction SliQTools Online - Invoice Software and Quote Software

227 Part XXII

228 SliQ Invoicing Help Backups It is recommended that you regularly backup SliQ data in case of computer or hard drive failure. In case you mistakenly delete data, e.g. an invoice, SliQ performs automatic backups. SliQ allows backups to be created and restored. When a backup is made, SliQ offers the option of deleting older invoices, quotes and credit notes to minimise the amount of data SliQ contains and presents in reports. For more information, see: Creating a Backup Restoring a Backup Automatic Backups Setup SliQTools Online - Invoice Software and Quote Software 22.1 Creating a backup There are two ways of backing up your data in SliQ. These are: Backing up from the SliQ menu Backing up from the Setup tab Backing up from the SliQ menu Open the SliQ menu by clicking on the SliQ start button as shown in the following picture.

229 Backups Choose the Perform a backup menu option. For more help, see: Backing up from the Setup tab On the Setup tab, press the Save button as shown in the following picture. 229

230 230 SliQ Invoicing Help For more help, see: Backing up Custom Templates To backup your custom/ edited templates, please follow the template backup instructions given here: Backing up Templates. Backups SliQTools Online - Invoice Software and Quote Software 22.2 Restoring a backup To restore a backup in SliQ, press the Restore button on the Setup tab as follows. Note: When SliQ restores from a backup, ALL data currently held by SliQ will be replaced by the data from the backup. SliQ displays a dialog asking if you would like to make a backup of the existing data held within SliQ before restoring from a backup.

231 Backups 231 If you want to make a backup first, press Cancel. Then make a backup before pressing the Restore button again. If you don't want to make a backup first, press OK. SliQ then displays a dialog allowing you to choose the backup file to restore. Note: If you have the multi-company version of SliQ you can also restore a backup by pressing the Restore button on the Companies tab. Backups SliQTools Online - Invoice Software and Quote Software 22.3 Automatic Backups SliQ automatically makes a backup of your data the first time you close a company file. The purpose of the automatic backup is to provide a safety net when you have unintentionally deleted items within SliQ. Note: Please make backups off your hard disk in case of computer failure using the Save & Restore buttons on the Setup tab. Do not just rely on the automatic backup. Where are the Automatic Backups Stored? By default, the automatic backups are stored in folder My Documents\SliQInvoicing\AutoBackup. How often and how many automatic backups are made? SliQ saves a backup each time you close a company file or shutdown SliQ. The name of the autobackup file contains the date on which the file was created. If a company file is opened and closed again on the same day, the backup file for that day will be overwritten. SliQ will create up to 35 backups before deleting the oldest backup. Backups Restoring a backup SliQTools Online - Invoice Software and Quote Software

232 SliQ Invoicing Help Changing the AutoBackup folder SliQ automatically makes a backup of your data the first time you close a company file. By default, the automatic backups are stored in folder My Documents\SliQInvoicing\AutoBackup. To change the backup folder:1. Go to the main Setup tab. 2. Click on the Options button in the toolbar to open the Options dialog. 3. Select the Automatic Backups tab. 4. Click the Change Folder button and choose a new folder. Backups Creating a Backup SliQTools Online - Invoice Software and Quote Software

233 Part XXIII

234 SliQ Invoicing Help Data Import/ Export SliQ supports export of reports and customer data to CSV (comma separated value) files that can be loaded into Microsoft Excel. SliQ also supports import and export of customer data and product data as XML. The main purpose of the data import/ export facilities is to allow synchronisation of data between installations of SliQ. For example if 2 people are using copies of SliQ on different PCs and are adding new customers and products, they can export their product definitions to each other. The data exported from SliQ is in XML. This is standard form of expressing data as text. If you want to import customer or product data into SliQ from an external application you can do so if your application creates XML files containing the correct fields Customer Details File Format Product Details File Format Exporting Reports to Excel Exporting Customer Details to CSV/ Excel Exporting Customer Details to XML Exported Customer Details File Format SliQ supports import and export of customer data and product data. The main purpose of the data import/ export facilities is to allow synchronisation of data between installations of SliQ. For example if 2 people are using copies of SliQ on different PCs and are adding new customers and products, they can export their definitions to each other. The customer data exported from SliQ is in XML into a file with extension.slc. The following is an example customers export file containing 2 customer definitions: Example Exported Customers File: customersexport.slc <?xml version="1.0"?> <AllCustomers> <Customers> <Format>1</Format> <Customer> <CompanyName>ACompany Ltd</CompanyName> <Title>Mr</Title> <FirstName>Jim</FirstName> <LastName>Evans</LastName> <ContactName>Mr Jim Evans</ContactName> <ID>93bdcb6f-19a5-4e eedc8b018892</ID> <Address> 2, The High St, A town, A County PY1 12D </Address> <DeliveryAddress> 3, The High St, A town,

235 Data Import/ Export 235 A County PY1 12D </DeliveryAddress> <PhoneNumber> </PhoneNumber> <FaxNumber> </FaxNumber> < Address>[email protected]</ Address> <Website> <Notes>These are notes on the customer preferences</notes> <Term>0</Term> </Customer> <Customer> <CompanyName>AnotherCompany Ltd</CompanyName> <ContactName></ContactName> <ID>f7fb568e-6c2e-41c5-bc97-e a</ID> <Address></Address> <DeliveryAddress></DeliveryAddress> <PhoneNumber></PhoneNumber> <FaxNumber></FaxNumber> < Address></ Address> <Website></Website> <Notes></Notes> <Term>0</Term> </Customer> </Customers> </AllCustomers> Customer Details File Structure The XML file contains a series of nested XML elements. These are explained in the following table. Element <?xml version="1.0"?> <AllCustomers> <Customers> </Customers> </AllCustomers> <Format>1</Format> <Customer> </Customer> <CompanyName>ACompany Ltd</ CompanyName> <Title>Mr</Title> <FirstName>Jim</FirstName> <LastName>Evans</LastName> Description These elements must surround the list of customer definitions. This is the version of the format of the customer details file. SliQ 1.4 exports and imports files with format version 1. Place each customer definition inside a <Customer> element. The name of the customer. The title from the customer's contact name. The first name from the customer's contact name. The last name from the customer's contact name.

236 236 SliQ Invoicing Help Element <ContactName>Jim</ContactName> <ID></ID> Description The customer's contact name. Note: If a file is imported and the title, first name and last name fields are not present, the contact name will be imported into the last name field in SliQ versions or greater. This is an internal value used by SliQ. If you have written customer information from an external application, this value can be left out or left blank, i.e. written as: <ID></ID> <Address> 2, The High St, A town, A County PY1 12D </Address> <DeliveryAddress> 3, The High St, A town, A County PY1 12D </DeliveryAddress> <PhoneNumber> </ PhoneNumber> <FaxNumber> </FaxNumber> < Address>[email protected]</ Address> <Website> <Notes> Some notes on the customer </Notes> <Term>0</Term> Whenever SliQ imports customer data it assigns a new ID so this value is effectively not used during the export/ import process. The customer's address. The customer's delivery address. The customer's telephone number. The customer's fax number. The customer's contact address. The customer's website. Any notes you wish to keep about the customer. The customers standard payment terms - the number of days after invoicing before payment is overdue. 0 = pay on receipt. Data Import/ Export 23.2 Exported Product & Discounts Details File Format SliQ supports import and export of customer data and product data. The main purpose of the data import/ export facilities is to allow synchronisation of data between

237 Data Import/ Export 237 installations of SliQ. For example if 2 people are using copies of SliQ on different PCs and are adding new customers and products, they can export their definitions to each other. The product data exported from SliQ is in XML into a file with extension.slp. The following is an example products export file containing 2 product definitions: Example Exported Products File: productsexport.slp <?xml version="1.0"?> <Products> <ItemCodes> <Format>1</Format> <ItemCode> <ItemCode>Gate Posts</ItemCode> <UniqueID>653bf5cc-a13c-45e1-942b-39941f5a48b2</UniqueID> <Description>Standard Gate Posts</Description> <UnitPrice>10</UnitPrice> <ItemKind>Product</ItemKind> <DiscountType>0</DiscountType> <VATRate> <VATRateValue>0.00</VATRateValue> </VATRate> </ItemCode> <ItemCode> <ItemCode>Regular Purchase Discount</ItemCode> <UniqueID> b5da-4eb0-90a3-5ca2c2f9acc8</UniqueID> <Description>10% discount for regular purchases</description> <UnitPrice>10</UnitPrice> <ItemKind>Discount</ItemKind> <DiscountType>0</DiscountType> <VATRate> <VATRateValue>0.00</VATRateValue> </VATRate> </ItemCode> </ItemCodes> </Products> Product Details File Structure The XML file contains a series of nested XML elements. These are explained in the following table. Element <?xml version="1.0"?> <Products> <ItemCodes> </ItemCodes> </Products> <Format>1</Format> <ItemCode>... </ItemCode> Description These elements must surround the list of product definitions. This is the version of the format of the product details file. SliQ 1.4 exports and imports files with format version 1. Place each product definition inside an <ItemCode> element.

238 238 SliQ Invoicing Help Element <ItemCode>Fence Wire</ItemCode> <UniqueID></UniqueID> Description The name of the product. This is an internal value used by SliQ. If you have written product information from an external application, this value can be left out or left blank, i.e. written as: <UniqueID></UniqueID> <Description>Standard Gate Posts</ Description> <UnitPrice>12.1</UnitPrice> Whenever SliQ imports product data it assigns a new ID so this value is effectively not used during the export/ import process. The product description. A floating point value giving the unit price of the product. Do not include a currency symbol. <ItemKind>Discount</ItemKind> Define whether the ItemCode is an Product or Discount. <DiscountType>0</DiscountType> Define whether a discount is a percentage (0) or absolute amount (1). <VATRate> The VAT/ Tax Rate for the product, e.g <VATRateValue>0.00</VATRateValue> or </VATRate> Data Import/ Export

239 Index Index -Llogo -B- -P- backups 228 business details payment terms 184 PDF purchase order CConfigure the default date range for invoices shown in the main Invoices & Payments list 191 credit note raising 85 customers 142 adding 144 deleting 145 editing 144 Customers Tab 142 -DDiscounts IIntroduction 9 invoice 56 copying 60 deleting 74 editing 62 ing 78 listing 75 making a part payment 79, 151 making a payment 91 print preview 77 printing 76 raising 22, 57 raising a credit note 85 selecting a customer 65 setting a logo 201 Invoices & Payments tab 56 products 164 adding 165, 166 deleting 168 editing 167 Products Tab 164 purchase order 124 copying 126 creating 124 deleting 137 editing 128 ing 139 PDF 127 print preview 138 printing 138 purchase orders adding a one-off-item 136 defining new discounts 115, 134 defining new products 133 deleting an item 136 inserting items 112, 131 selecting a supplier 111, 131 selecting discounts 132 selecting products 132 purchaser orders tab 124 -QQuick Start 11 quote 102 copying 104 creating 103 creating an invoice deleting 118 editing 108 ing 120 print preview 119 printing

240 240 SliQ Invoicing Help Quotes Tab 102 -RReporting Tab 174 reports 174 ing 176 print preview 175 printing 174 -SSetup Tab 197 statement 142 previewing 149 printing 148 viewing 146 -Ttemplates choosing 202 item gaps 213 product invoice 203 service invoice 203 showing quantity & each columns 203 -UUnits 204 -VVAT Rates 214

241 241 Endnotes 2... (after index)