Quick Invoice entry form

Quick Invoice Entry Form

Normally, invoices are created from estimated job items entered in the Edit Job Estimate form, and set to "Started", or "Completed" status in the Job Progress entry form (or by entering actual costs in the Purchase Entry form).

You can create "quick" invoices without having to enter estimate items and update their cost and status. To enter a quick invoice, click on Invoice in the shortcut menu, then click on Enter Quick Invoice.

A quick invoice automatically creates an estimate item, updates the actual count and cost, and sets its status to completed, all in one step.

When you create a quick invoice, the line item for that invoice is included in the job that the invoice is created in. This means that the invoice line item will appear in the job estimate, and it will be added to all job accounting that appears in reports such as the Job Progress, and Job Recap reports.

Notes:

A quick invoice can have only one line item. You can enter any amount of text to describe the item, but it can have only one count and cost. If you need to create an invoice with multiple lines, you must use the Job Edit Job Estimate form to create the line items, then use the Job Progress entry form to update the actual count and costs and set their status to "completed", then use the normal invoice entry form to create an invoice.
The costs for job items created for quick invoices are allocated to the "Materials" cost category, and cannot be allocated to other cost categories (Labor, Equipment, Subcontractor, Other). If you need to allocate costs to categories other that Materials, you must use the Edit Job Estimate form to create the job item, then use the Job Progress entry form to update the actual count and costs and set the status to "completed", then use the normal invoice entry form to create an invoice.

To create a quick invoice, follow these steps:

To create a quick invoice:

1. Select the Job in the prompt for Job at the top of the screen. If a job does not exist for the customer, create one using the Edit Job form.

2. Then open the Quick Invoice form and click Add Invoice.

3. Complete the prompts described below.

To edit an existing invoice:

1. Select the Job in the prompt for Job at the top of the screen.

2. Select the invoice (by date) from the prompt for Invoice. Note that normal invoices to not appear in this list, and quick invoices do not appear in the list of invoices in the normal invoice entry form.

3. Complete the prompts described below.

To save changes:

Click OK.

To Print the Invoice:

Click View. This will display a printable image of the invoice in the document viewer. Click Print to print the invoice.

To cancel changes:

Click Cancel.

To Exit the form:

Click Cancel to close the invoice. Click Exit to close the form.

Aside from the standard prompts available on all forms, the Quick Invoice entry form prompts for the following information:

Invoice Date:

Enter or select the date of the invoice. This is used to identify the invoice. There can be only one invoice per date per customer.

Item Name:

Enter a brief description to be used as the name of the item. This will appear in the list of items in the Edit Job Estimate form, and in the Job Listing.

Job Phase:

Select the Job Phase from the drop-down list. You can also create a new Job Phase by entering it here.

Description:

Enter a note to describe the invoice item. This will appear on the invoice under the item name. You can enter any amount of text to describe the invoice item.

Item Count:

Enter the item count. This should reflect the actual item count - not estimated.

Change Order:

Enter or select a Change Order that this invoice should be assigned to. Leave blank if this invoice item is not for a change order.

Count Unit:

Select the item count unit. You can select from the pre-defined list of count units, or you can create a new count unit by entering it here.

Cost / Unit:

Enter the item cost per unit. This is the contractor's cost - before adding the item markup or job markup.

Note: The cost printed in the invoice will reflect the addition of the job markup that you set in the Job Entry form.

Sell At Cost:

Check to invoice this item at cost (without adding the job markup).

Item Markup:

Enter a markup to be applied to this individual item. This markup will

override

(will be used instead of) the job markup entered in the Job Entry form.

Taxable:

This prompt is not visible unless an amount is entered in the prompt for Sales Tax Percent: in the Job Options form.

The Taxable check box is used to indicate whether the job item is taxable (under sales taxes). The Taxable check box is checked automatically when you add a new item. If the item is not taxable, click on it to un-check it.

Items with the Taxable check box checked will be added to the taxable amount in the Job Listing.

Invoice Total:

The Invoice Total displays the total amount of the invoice that is computed based on entries in the Item Count, Cost/Unit, Sell At Cost, Add Markup prompts above, as well as the job markup (that you set in the Job Entry form).

Journal Note:

The Journal Notes prompt allows you to enter journal notes for your internal use. These notes will not be printed on any customer correspondence or documentation. These notes appear here, and in the Job Edit Job Estimate form. These notes are also printed on the Job Notes report.

Status:

Select "Deleted" to delete an existing invoice.

Note: If you are using QuickBooks integration in batch update mode, the program will display a message indicating this, and that the invoice in QuickBooks will be deleted when you run the Update QuickBooks Data utility.

OK Button

Click OK to save the invoice.

Print Button

Click Print to print the invoice. This will format the invoice in a "printed form" style invoice. You can also print the invoice as a merged "Draw Request" document by using the Print Draw Request form.

Cancel Button

Click Cancel to cancel changes.

Note: You can customize the appearance of your printed invoices with your company logo or letterhead image. For information, please see the Printed Forms Setup form topic.