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SoEasy has many Invoicing Platforms including:
- Marketing
- Scaffolding
- Automotive
- Retail
- Supermarket Multi Till
- Food & Beverage
- Service & Repair
- Fashion
- Beauty and Health
- Furniture
- Repeat Business Models
to name just a few.
Automotive Workshop Management and Billing
But all Invoicing systems have the same core and that is:
- Create the header of the Invoice
- Add/modify notes
- Add Items
- Receive money or allow account
- Job Management (if any)
- Print/email and Close
- Find an Invoice
This tutorial will cover the basic process of Invoicing.
Navigating Invoices
There are two methods of looking at Invoices:
Method 1: From the Database
Method 2: From the Debtors Menu
Selecting All Invoices - P and All Invoices NP (No Profit) will show all invoices.
Have a look at all the other functions available at this screen.
Searching For An Invoice
There are many reasons you want to search for an invoice and there are many ways to do it.
| A particular customer's invoice | Locate the customer in the database and select invoices button Use arrow keys on keyboard to scroll through invoices |
| A particular invoice number | Go into the Invoice screen and select the 'Search' button. Even in a filtered screen such as showing only a particular customers invoices, the search function will release the filter and find the invoice number |
| A particular delivery address | Go into the Debtors Management Menu and 'LIST INVOICES'. Then use the Universal Search functions of 'Shift' + '?' or arrow keys |
| Open Invoices | In the Debtors Management Menu, select 'Show Open Invoices' |
There are other ways available such as Mega Search and Keyword. Have a play with the functions and see which works best for you.
Create the Header of the Invoice
Unless you are using one of the twelve different POS systems of SoEasy which allow you to add a new contact at the invoice screen ,
you will have already added the contact to the database.
1: In the Invoice Screen, select the 'Add Invoice' button.
2: Select the customer (if coming from the database the customer will be displayed so just accept the contact by pressing the Enter key).
3: Complete the dialog details.
4: Select 'OK'.
5: The Invoice Header will be created and displayed for you.
Edit the Header
You can 'Edit' the header by simply selecting the 'Edit Header' button or clicking on the address details.
Add/Modify Notes
You can modify the notes by clicking on the "Edit Story" button.
Rapid Notes can be set up at the 'Platform > Setup Screen > Rapid Notes' and recalled to quickly build a story.
Add Items
There are three main ways of adding an Item to an Invoice.
1: Item: A List of items from the products register will be displayed. Pick one.
2: Service: A list of templates will display. Select one and bill a group of items. To set this up see 'Product Register > Templates'
3: Key Word: Enter a key word an items matching the keyword will display
No Reqd = How many does the customer require?
Cost$ = How much did this cost you for each unit? (Does not show if 'No Profit' invoice selected
Discount% = What discount will be applied (if any) to the Actual RRP?
RRP$ What are we selling one item for?
Item Notes = Optional Description for this item
Select OK and the item will be saved.
Edit/Delete Items
Select the item with your mouse.
Freight
Although Soeasy has a Freight Button, we do not advise you to use this. It is better to add freight as a product inthe register and bill it as an item.
Receive Money or Allow Account
If receiving a Payment (full or part). select the 'Payment' button.
This will process the payment.
You can receive multiple payments.
You can review the payments by clicking on the button 'Edit Paid'
If you are going to allow an account, it is important to Close the Invoice so the details of this amount due are present in the customer's account.
See section on 'Print/Email and Close.
Job Management (if any)
Job Management is an advanced topic and usually requires a certified trainer to assist you in setting it up. There are a lot of parts and system that will simplify your job management and save you time.
Please contact support with details of your method of operation of just ask to talk with a Job Management expert.
Print a Job card
On a simple level, you can print a job card by selecting the 'J' button.
Various Job Card layouts are available through the 'Setup' section.
Print/email and Close
Once a job is complete. print the invoice, send it to the customer and close the invoice so that it goes into the customer's account.
This is all done through the 'Print' function.
Hint: If you just want to close, select 'Print' but at the dialog, cancel the print.
If an email address is loaded in the database for the contact, the system will automatically want to email the invoice.
Adding Creditor Invoices
Use the red buttons "Buy in" "BIOInv" to add creditor invoices. This is a great feature that allows you to:
- Add the suppliers items, with markup, to the customer's invoice
- Update the Creditors Ledger with the invoice
If just updating the Creditors Ledger from the Invoice, use the 'LC' button
Opening a Close Invoice
1. Go to the customers 'Account'
2. Click on the Invoice.
3. In the dialog, select "Open the Invoice".
You can set up that a user does not have access to the Debtors Ledger by changing their setting at:
Cash Book > Setup > Security. Select the staff member and edit their settings.
Helpful Hints
- Avoid Cash Sales
- Get people's email and mobile numbers
- Avoid discounting
- Always enter costs
- Learn Advanced Debtors Management Link
- Close invoices as soon as possible
- Do not use the Freight button. Add freight to the Products Register and bill it like any other product with appropriate margins