Difference between revisions of "Client invoice view"

From Protemos Wiki
Jump to: navigation, search
(Action buttons)
(Add and remove receivables)
 
(71 intermediate revisions by 4 users not shown)
Line 1: Line 1:
On this page you can:
+
=='''More actions buttons'''==
  
- Download the invoice as a PDF file.
+
[[File:Client invoice page (more actions)+.png|border|1070px]]
  
-      Add a discount and an extra charge to the invoice.
+
*'''Send''' — opens the '''<u>[[Send client invoice|Send invoice]]</u>''' page which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.
  
- Send the invoice to the client.
+
*'''Resend''' — this button appears after the invoice has been sent. Clicking it sends the invoice one more time.
  
- Update the invoice.
+
*'''Mark as sent''' — if you're not sending the invoice through the system but by any other channel (e.g. email, customer’s portal, etc.), you may use this button to remember the date of sending.
  
-      View, edit or add taxes.
+
*'''Mark as unsent''' — this button appears if the invoice has been sent. Clicking it deletes the date of sending.
  
- View the list of receivables included in the invoice.
+
*<U>[[Write off invoice|'''Write off''']]</U> — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write-off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.
  
-      Remove and add receivables in unsent invoices.
+
*<U>[[Client invoice Discount & Extra charge|'''Discount and Extra charge''']]</U> — you may add a discount and an extra charge to the invoice by clicking this button.
  
-      Create payments covering the invoice.
+
*'''Update''' — opens <u>[[Update client invoice|'''Update invoice''']]</u> page where you can edit the invoice.
  
[[File:Client invoice view.png|border|1100px]]
+
*'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.
  
=='''Action buttons'''==
+
<span style="color:orange>'''Note:'''</span> For invoices with linked payments only '''"Download as PDF"''', '''"Send"''', '''"Mark as unsent"''', and '''"Write off"''' buttons are  available.
  
[[file:Client invoice actions.png|border|1100px]]
+
To make all the buttons available, you need to unlink the payments first. It can be done on the page of the corresponding payment from the client.
  
'''Download as PDF'''—pressing this button downloads the invoice in PDF format.
+
[[File:Redirect.jpg|40px|link=Client invoice view]] Back to the '''table of contents'''.
  
''Please click '''"Actions"''' to see the following options:''
+
=='''Taxes section'''==
 
 
'''Send'''—opens the '''<u>[[Send client invoice|Send invoice]]</u>''' page which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.
 
  
'''Resend'''—this button appears after the invoice has been sent. Pressing it sends the invoice one more time.
+
Here you can add new taxes, edit or delete the displayed ones by clicking corresponding buttons:
  
'''Mark as sent'''—if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal, etc.), you may use this button to remember the date of sending.
+
[[file:Invoice taxes section.png|border|1070px]]
  
'''Mark as unsent'''—this button appears if the invoice has been sent. Pressing it deletes the date of sending.
+
==='''Add invoice percentage tax'''=== 
  
<span style="color:red>'''Note :</span>''' To remove the "'''Produced by Protemos'''" watermark, that is displayed in documents generated by the system, you should have a paid account.
+
1. To add a tax value as a percentage to the invoice, click the '''"Add percentage tax"''' button:
  
'''Write off'''—this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.
+
[[file:Inv pers button.png|border|1070px]]
  
'''Discount and Extra charge'''—you may add a discount and an extra charge to the invoice by pressing this button.
+
Then select the tax name from the drop-down list, enter its value and click '''"Add"''':
  
'''Update'''—opens <u>[[Update client invoice|'''Update invoice''']]</u>  page where you can edit the invoice.
+
[[File:Client invoice page, add percentage tax.1.png|border|1070px]]
  
'''Delete'''—deletes the invoice. This button disappears after you link the invoice with the payment.  
+
<span style="color:orange">'''Note:</span>''' First, taxes should be created in '''<U>[[Taxes#Taxes list|System → Taxes → Taxes list]]</U>''', and only the taxes which are defined as the '''Percentage''' will be available in the list.
  
<span style="color:red>'''Note :'''</span> For invoices with linked payments only "'''Resend'''", "'''Mark as unsent'''", "'''Download as PDF'''" and "'''Write off'''" buttons are  available.
+
This tax will be added and displayed in the invoice details section:
  
<span style="color:red>To make all the buttons available, you need to unlink the payments first. It can be done on the page of the corresponding payment from the client.
+
[[File:Client invoice view, percentage tax added.1.png|border|900px]]
  
[[File:Redirect.jpg|40px|link=Client invoice view]] Back to the '''table of contents'''.
+
You may add as many taxes as you need.
  
=='''Taxes section'''==
+
2. You can update taxes by clicking the '''"Update"''' button:
  
Here you can add new taxes, edit or delete the displayed ones by pressing corresponding buttons:
+
[[File:Client invoice page, update percentage taxes.1.png|border|1070px]]
  
[[file:Invoice taxes section.png|border|1000px]]
+
You may select another name from the drop-down list and enter a new tax value:
  
==='''Add invoice percentage tax'''=== 
+
[[File:Client invoice page, update percentage tax.2.png|border|1070px]]
  
1. To add a tax value as a percentage to the invoice, press the '''"Add percentage tax"''' button:
+
Click "'''Update'''" to save changes.
  
[[file:Inv pers button.png|border|1000px]]
+
3. To delete taxes, click the '''"Delete"''' button:
  
Then select the tax name from the drop-down list, enter its value and press '''"Add"''':
+
[[File:Client invoice page, delete percentage tax.png|border|1070px]]
  
[[file:Cl invoise add perc tax.png|border|700px]]
+
[[File:Redirect.jpg|40px|link=Client invoice view]] Back to the '''table of contents'''.
  
<span style="color:red">Note: First, taxes should be created in '''<U>[[Taxes#Taxes list|System => Taxes => Taxes list]]</U>''', and only the taxes which are defined as the '''Percentage''' will be avaliavle in the list.</span>
+
==='''Add invoice absolute tax'''=== 
  
The tax will be added and displayed in the invoice details section:
+
1. To add a tax value as a flat amount to the invoice, click the '''"Add absolute tax"''' button:
  
[[file:Cl inv view perc tax added.png|border|1100px]]
+
[[file:Inv absol button.png|border|1000px]]
  
You may add as many taxes as you need.
+
Then select the tax name from the drop-down list, enter its value and click '''"Add"''':
  
2. You can update the tax by pressing the '''"Update"''' button.
+
[[file:Cl invoise add abs tax.png|border|600px]]
  
You may select another name from the drop-down list, and enter a new tax value:
+
<span style="color:red">''''Note 1:'''</span> First, taxes should be created in '''<U>[[Taxes#Taxes list|System => Taxes => Taxes list]]</U>''', and only the taxes which are defined as the '''Absolute''' will be available in the list.
  
[[file:Cl invoice perc tax update.png|border|700px]]
+
<span style="color:red">'''Note 2:'''</span> The currency of the absolute tax is determined according to the invoice currency.
  
Press "'''Update'''" to save changes.
+
The tax will be added and displayed in the invoice details section:
  
3. To delete unneeded taxes, press the '''"Delete"''' button.
+
[[File:Client invoice view, absolute tax added.1.png|border|900px]]
  
[[File:Redirect.jpg|40px|link=Client invoice view]] Back to the '''table of contents'''.
+
You may add as many taxes as you need.
 +
 
 +
2. You can update taxes by clicking the '''"Update"''' button:
  
==='''Add invoice absolute tax'''=== 
+
[[file:Quote absolute update button.png|border|1000px]]
  
1. To add a tax value as a flat amount to the invoice, press the '''"Add absolute tax"''' button:
+
You may select another name from the drop-down list and enter a new tax value:
  
[[file:Inv absol button.png|border|1000px]]
+
[[File:Client invoice view, update absolute tax.1.png|border|700px]]
  
Then select the tax name from the drop-down list, enter its value and press '''"Add"''':
+
Click '''"Update"''' to save changes.
  
[[file:Cl invoise add abs tax.png|border|700px]]
+
3. To delete taxes, click the '''"Delete"''' button in the corresponding tax row:
  
<span style="color:red">Note 1: First, taxes should be created in '''<U>[[Taxes#Taxes list|System => Taxes => Taxes list]]</U>''', and only the taxes which are defined as the '''Absolute''' will be avaliavle in the list.</span>
+
[[file:Quote absolute delete button.png|border|1000px]]
  
<span style="color:red">Note 2: In this case, the currency of an absolute tax is determined according to the invoice currency.</span>
+
[[File:Redirect.jpg|40px|link=Client invoice view]] Back to the '''table of contents'''.
  
The tax will be added and displayed in the invoice details section:
+
=='''Add and remove receivables'''==
  
[[file:Cl inv abs tax view.png|border|1100px]]
+
Here you can view, add and remove receivables in unsent invoices:
  
You may add as many taxes as you need.
+
1.To add receivables click '''"Add receivables"''':
  
2. You can update the tax by pressing the '''"Update"''' button.
+
[[File:Client invoice page, receivables section (add).png|border|1070px]]
  
You may select another name from the drop-down list, and enter a new tax value:
+
It will open the '''Add receivables to invoice''' page where you can see the client receivables list:  
  
[[file:Cl inv abs tax update.png|border|700px]]
+
[[File:Add receivables to an invoice.1.png|border|1070px]]
  
Press "'''Update'''" to save changes.
+
Select the necessary receivables and click '''"Add selected receivables"''' to add them to the invoice.
  
3. To delete taxes, press the '''"Delete"''' button in the corresponding tax row.
+
2. Also, you can remove receivables from the invoice by clicking the '''"Remove"''' button:
  
[[File:Redirect.jpg|40px|link=Client invoice view]] Back to the '''table of contents'''.
+
[[File:Remove receivable button.png|border|1000px]]
  
=='''Add and remove receivables'''==
+
So, there is no need to delete invoice if one its item is wrong.
  
Here you can view, add and remove receivables in unsent invoices:
+
<span style="color:red">'''Note:'''</span> Invoices with zero total amounts cannot be linked to payments.
  
1.To add receivables press "''' Add receivables'''":
+
In other words, if you delete all the receivables within an invoice, you won't be able to create payments covering the invoice.
  
[[File:add receivables n.jpg|border|1200px]]
+
=='''Linked payments'''==
  
It will open the '''Add receivables to invoice''' page where you can see client receivables list:
+
In this section you can create linked payments and unlink the existing ones.
  
[[File:CIV add receivables.jpg|border|1200px]]
+
To create a linked payment, click the '''"Create linked payment"''' button:
  
Select the necessary receivables and press "'''Add selected receivables'''".
+
[[File:Createlinked paym.png|border|1000px]]
  
2.In order to remove receivables press the "'''Remove'''" button:
+
Then enter the needed data and click '''"Create"''':  
  
[[File:remove receivables n.jpg|border|1200px]]
+
[[File:Linked paym.png|border|500px]]
  
So no need to delete invoice if one its item is wrong.
+
After creation a new payment will be automatically linked with Ci2020-52 invoice.
  
<span style="color:#DC143C">'''Note''': Invoices with zero total amounts cannot be linked to payments.</span>
+
If you need to unlink payments, then click the '''"Unlink"''' button:
  
<span style="color:#DC143C"> In other words, if you delete all the receivables within an invoice, you won't be able to create payments covering the invoice.</span>
+
[[File:Unlink button.png|border|1000px]]
  
 
=='''Create linked payment'''==
 
=='''Create linked payment'''==
  
If you have received a payment for the invoice, you can record it by pressing the "'''Create linked payment'''" button under receivables table:
+
If you have received the payment for the invoice, you can record it by clicking the '''"Create linked payment"''' button under receivables table:
  
[[File:CIV linked payment button n.jpg|border|1000px]]
+
[[File:Client invoice create payment.png|border|1000px]]
 
    
 
    
 
You can enter the payment into the fields that appear:
 
You can enter the payment into the fields that appear:
  
[[File:CIV new linked payment n.jpg|border|450px]]
+
[[File:Client invoice create payment 2.png|border|550px]]
 
    
 
    
 
Alternatively, payments can be created on the <u>[[Client payments list#Creating payments|'''Client payments''']]</u> page.  
 
Alternatively, payments can be created on the <u>[[Client payments list#Creating payments|'''Client payments''']]</u> page.  
  
 
The difference is that on the '''Client invoices''' page you can enter a payment covering only an invoice itself, while on the '''Client payments''' page, you can enter a payment covering multiple invoices.
 
The difference is that on the '''Client invoices''' page you can enter a payment covering only an invoice itself, while on the '''Client payments''' page, you can enter a payment covering multiple invoices.
 +
 +
Once there is a linked payment covering the full amount of the invoice, such an invoice will be marked as "fully covered".
 +
 +
[[File:Redirect.jpg|40px|link=Client invoice view]] Back to the '''table of contents'''.
 +
 +
=='''Additional files'''==
 +
 +
 +
You can also upload files to attach them to an invoice using the "Upload" button in the "Additional files" section:
 +
 +
[[File:Extfiles.jpg|border|1000px]]
 +
 +
=='''Messages'''==
 +
 +
In the '''Messages''' field you can communicate with a respective client '''(if they use the Client Portal and can log in to the system)'''.
 +
 +
Enter your message and click the '''"Send"''' button:
 +
 +
[[File:Invoice message client.png|border|500px]]
 +
 +
A client will get an email when a message is sent to them.
 +
 +
The same applies to the responsible Invoice manager, they will get emails when a client sends a message.
 +
 +
You can read the message and reply straight from the email:
 +
 +
[[File:Invoice client reply.png|border|500px]]
 +
 +
By clicking '''"Reply to this message"''', you will be redirected to the '''"Messages"''' field of the respective invoice.
 +
 +
 +
<span style="color:blue">'''Tip:''' </span> If your client cannot log in to the system, you can use the '''"Messages"''' field as an option to leave notes or anything you need. But if you allow them to log in, all the messages will be visible for them.
 +
 +
You also can communicate with clients on other objects. Please check the <U>'''[[Messages|"Messages"]]'''</U> page for more details.
 +
 +
=='''Invoice history'''==
 +
 +
Once you send an invoice (or mark as sent), the '''"View history"''' button appears:
 +
 +
[[File:View history ic.png|border|1000px]]
 +
 +
By clicking this button, you can track when and by whom the invoice was sent or resent:
 +
 +
[[File:Invoice send history.png|border|600px]]
 +
 +
To resend an invoice, click '''"More actions"''', and then the <u>[[Send client invoice#Resend invoice|'''"Resend"''']]</U> button:
 +
 +
[[File:Resend invoice.png|border|900px]]
  
 
[[File:Redirect.jpg|40px|link=Client invoice view]] Back to the '''table of contents'''.
 
[[File:Redirect.jpg|40px|link=Client invoice view]] Back to the '''table of contents'''.

Latest revision as of 15:19, 9 November 2022

More actions buttons

Client invoice page (more actions)+.png

  • Send — opens the Send invoice page which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.
  • Resend — this button appears after the invoice has been sent. Clicking it sends the invoice one more time.
  • Mark as sent — if you're not sending the invoice through the system but by any other channel (e.g. email, customer’s portal, etc.), you may use this button to remember the date of sending.
  • Mark as unsent — this button appears if the invoice has been sent. Clicking it deletes the date of sending.
  • Write off — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write-off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.
  • Delete — deletes the invoice. This button disappears after you link the invoice with the payment.

Note: For invoices with linked payments only "Download as PDF", "Send", "Mark as unsent", and "Write off" buttons are available.

To make all the buttons available, you need to unlink the payments first. It can be done on the page of the corresponding payment from the client.

Redirect.jpg Back to the table of contents.

Taxes section

Here you can add new taxes, edit or delete the displayed ones by clicking corresponding buttons:

Invoice taxes section.png

Add invoice percentage tax

1. To add a tax value as a percentage to the invoice, click the "Add percentage tax" button:

Inv pers button.png

Then select the tax name from the drop-down list, enter its value and click "Add":

Client invoice page, add percentage tax.1.png

Note: First, taxes should be created in System → Taxes → Taxes list, and only the taxes which are defined as the Percentage will be available in the list.

This tax will be added and displayed in the invoice details section:

Client invoice view, percentage tax added.1.png

You may add as many taxes as you need.

2. You can update taxes by clicking the "Update" button:

Client invoice page, update percentage taxes.1.png

You may select another name from the drop-down list and enter a new tax value:

Client invoice page, update percentage tax.2.png

Click "Update" to save changes.

3. To delete taxes, click the "Delete" button:

Client invoice page, delete percentage tax.png

Redirect.jpg Back to the table of contents.

Add invoice absolute tax

1. To add a tax value as a flat amount to the invoice, click the "Add absolute tax" button:

Inv absol button.png

Then select the tax name from the drop-down list, enter its value and click "Add":

Cl invoise add abs tax.png

'Note 1: First, taxes should be created in System => Taxes => Taxes list, and only the taxes which are defined as the Absolute will be available in the list.

Note 2: The currency of the absolute tax is determined according to the invoice currency.

The tax will be added and displayed in the invoice details section:

Client invoice view, absolute tax added.1.png

You may add as many taxes as you need.

2. You can update taxes by clicking the "Update" button:

Quote absolute update button.png

You may select another name from the drop-down list and enter a new tax value:

Client invoice view, update absolute tax.1.png

Click "Update" to save changes.

3. To delete taxes, click the "Delete" button in the corresponding tax row:

Quote absolute delete button.png

Redirect.jpg Back to the table of contents.

Add and remove receivables

Here you can view, add and remove receivables in unsent invoices:

1.To add receivables click "Add receivables":

Client invoice page, receivables section (add).png

It will open the Add receivables to invoice page where you can see the client receivables list:

Add receivables to an invoice.1.png

Select the necessary receivables and click "Add selected receivables" to add them to the invoice.

2. Also, you can remove receivables from the invoice by clicking the "Remove" button:

Remove receivable button.png

So, there is no need to delete invoice if one its item is wrong.

Note: Invoices with zero total amounts cannot be linked to payments.

In other words, if you delete all the receivables within an invoice, you won't be able to create payments covering the invoice.

Linked payments

In this section you can create linked payments and unlink the existing ones.

To create a linked payment, click the "Create linked payment" button:

Createlinked paym.png

Then enter the needed data and click "Create":

Linked paym.png

After creation a new payment will be automatically linked with Ci2020-52 invoice.

If you need to unlink payments, then click the "Unlink" button:

Unlink button.png

Create linked payment

If you have received the payment for the invoice, you can record it by clicking the "Create linked payment" button under receivables table:

Client invoice create payment.png

You can enter the payment into the fields that appear:

Client invoice create payment 2.png

Alternatively, payments can be created on the Client payments page.

The difference is that on the Client invoices page you can enter a payment covering only an invoice itself, while on the Client payments page, you can enter a payment covering multiple invoices.

Once there is a linked payment covering the full amount of the invoice, such an invoice will be marked as "fully covered".

Redirect.jpg Back to the table of contents.

Additional files

You can also upload files to attach them to an invoice using the "Upload" button in the "Additional files" section:

Extfiles.jpg

Messages

In the Messages field you can communicate with a respective client (if they use the Client Portal and can log in to the system).

Enter your message and click the "Send" button:

Invoice message client.png

A client will get an email when a message is sent to them.

The same applies to the responsible Invoice manager, they will get emails when a client sends a message.

You can read the message and reply straight from the email:

Invoice client reply.png

By clicking "Reply to this message", you will be redirected to the "Messages" field of the respective invoice.


Tip: If your client cannot log in to the system, you can use the "Messages" field as an option to leave notes or anything you need. But if you allow them to log in, all the messages will be visible for them.

You also can communicate with clients on other objects. Please check the "Messages" page for more details.

Invoice history

Once you send an invoice (or mark as sent), the "View history" button appears:

View history ic.png

By clicking this button, you can track when and by whom the invoice was sent or resent:

Invoice send history.png

To resend an invoice, click "More actions", and then the "Resend" button:

Resend invoice.png

Redirect.jpg Back to the table of contents.