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B-1.
What is the difference between invoices and statements?
You prepare invoices to apply charges and credits to your customer balances,
(See next question). The statements, which you can run at any time, list all
invoices, payments and current account balances. The statement is an excellent
tool to show you what transactions have been processed against each customer
(account) number. Some businesses send out only statements to their customers,
while others only send out invoices. Some do both. It's up to you to decide
which works best for you. You should send out statements to your customers when
you want to "remind" them what their current account balance is and what
invoices remain unpaid.
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B-2. How do I issue
customers credits for returned merchandise?
Simply create an invoice and indicate the quantity as a negative number. For
example, if you sold a customer 5 widgets and they return 2, do an invoice for
-2 widgets. This will cause the invoice to have a credit balance, which will be
subtracted from the customer balance. You will also see the 5 products sold and
the two returned on your Sales Report. If you bill your customers using the memo
invoice, simply enter a negative amount in the invoice amount to create the
credit.
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B-3. What is the difference
between a product invoice and a memo invoice?
You have two ways to invoice customers. The product invoice allows you to setup
product codes and enter these codes on each line item of the invoice. This
provides you and your customer with an itemized listing of what was sold. You
will see these items on your Sales Report. A memo invoice allows you to select
ONE product code (entered in the product description box) and type in a
paragraph of text to appear on the invoice. Whatever you type in the product
description box will appear on your Sales Report for each memo invoice. Product
invoices automatically calculate the invoice and tax totals, while memo invoices
require you to enter these amounts. Which type of invoice you use is up to you.
You can use both if you choose.
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B-4. I made a mistake on an
invoice. Can I fix it?
Yes. Simply open the Invoice Manager, click on the invoice and select the EDIT
option from the Invoice Menu. You can add, delete and modify invoices so long as
you have not posted a partial-payment (type "X") against it. You can modify any
invoice that is not type "X" or type "Z". Also see next question.
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B-5. What can I do to "fix" a partially-paid (type
"X")
invoice?
You can't modify an invoice that's partially-paid (type "X"). Normally, you
wouldn't need to "fix" a paid invoice anyway, so this typically is not a problem
unless you've posted a partial-payment (type "X") to the wrong account. If you
do, you still have options available to correct that. If you want to fix a
non-partially paid invoice, simply use the EDIT option (see B-4 above).
You can enter another invoice to make an adjustment to the customer balance. You
can adjust a customer balance by entering a credit invoice to reverse the
original charge or you can add an invoice for a partial amount to increase the
customer balance or issue a partial credit to reduce the customer balance. Many
people like to use the memo invoices for adjustment entries unless they are
product related, because they can type in the comments about why this adjustment
was needed and cross-reference invoices. Just keep in mind that invoices are
simply the mechanism you use to place charges and issue credits to your
customers. What you charge and credit is up to you. If you post a payment to the
wrong invoice (very difficult to do, but it's possible), you should do another
invoice to get the charge back on that customer balance. When you print your
customer statements, only unpaid invoices will appear, so the erroneously paid
invoice will not appear. You can also use the same invoice number and attach a
"C" to the end to indicate "corrected". For example, if you need to make an
adjustment for invoice number 100 and it's paid, enter another invoice with an
invoice number of 100C for the adjustment entry. Using this technique provides
you with a good audit trail.
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B-6. Do I need to print the invoice when I create it?
No. You don't need to print invoices at all if you only send out statements. You
can use the batch print option in the Invoice Manager to print all unprinted
invoices or you can click on the invoice you want and select the print button.
There is also a batch print feature for statements located in the Customer
Manager.
If you run a Point of Sale type of business, setup the billing program to print
an invoice after you enter it and enter the payment amount when creating the
invoice. The system will mark the invoice paid and automatically print the
invoice! At the end of the day, run your Payment Register report, sorted by
date, which will total your daily receipts. The Report Wizard allows you to
select custom dates, so you can effectively create your own reports. We're great
at Point of Sale! If you except credit cards, you can also use the Key Code
during the invoice setup to enter "AMEX", "VISA", "MASTERCD", "CASH", "CHECK",
etc. This allows you to sort your Key Code Report by user-defined type. In this
example, you are sorting your key code by "payment type" so you can tell what
was sold and how it was paid for! The Key Code field is very powerful! Use it to
provide some type of additional/special reporting requirement.
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B-7. I don't charge tax. Can I eliminate the tax field on
my invoices?
Yes. Open the Company Manager and select the company you want and EDIT the
company setup. Select the Company Address/Taxes tab. Blank out the tax heading
caption below the tax rate amount. Then select the save button and close the
Company Manager. The next time you process an invoice for this company, if the
invoice tax amount is zero and if the heading is blank, the tax fields will not
appear on the invoice.
However, we have found it is sometimes a good idea to let the tax field appear
with a zero amount even if you don't charge taxes. The reason is that when a
customer looks at an invoice, they can see the tax field with a zero amount and
know that they were not charged tax and that it was not "built into" the product
prices. If you and your customers know you don't charge tax, you can remove the
tax field.
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B-8. Can I remove the product code field when printing
invoices?
Yes. Edit the company setup and select the Forms Setup tab. Make sure that the
"product codes on invoices" checkbox is not selected, (unchecked). Click the
save button and close the Company Manager. Since you have eliminated a column
from the invoice, you can increase the size of the font used to print the body
of the invoice text. See next question.
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B-9. Can I customize my invoices and statements?
Yes. You can print with lines, colors, fonts, shading and even add a bitmap
logo. These settings are found in the company setup under the "Forms Setup" tab.
You have numerous options here and are bound to find the options you want.
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B-10. I already have my
own logo on my letterhead stationery. Can I print my invoices and statements on
my letterhead?
Yes. Edit the company setup and select the Forms Setup tab. Make sure that the
"Letterhead Style" checkbox is selected, (checked). Click the save button and
close the Company Manager. You may also want to turn the "boxes around invoices"
and "boxes around statements" options off, eliminate some of the lines and
change your margin settings. You can also change the fonts used to print the
forms to match the font(s) on your letterhead. When the letterhead style is
used, your company name and address will not be printed at the top of your form
as this information should already be on your stationery.
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B-11. I have a small
printer. Is there anything I can do to speed up the printing of my invoices?
Yes, you have several options, but first notice that when you print an invoice
or statement, the status bar on your screen will indicate when the billing
program has sent the document to your printer. It is almost instantly, so it is
not the billing program that is taking a long time, it's your printer. You are
probably printing with a lot of fonts, lines and other graphics, which will slow
down your printer. In general, lines, picture logos and shading slow down your
printer the most, followed by the type of fonts you are using. Try turning off
some of the graphics printing options and also consider printing with a
fixed-pitch font to increase printer output. Since this is strictly a hardware
issue, you may want to experiment using different settings until you gain the
best printing performance. Laser and Ink Jet printers are the best at producing
lots of graphic output. Dot Matrix printers are the slowest and do not print
graphics very well, unless they are one of the 24-pin models, however, they can
be slow too. Also see question number
C1 for an
explanation of DPI. You may be printing at 600 DPI and a setting of 300 DPI
prints much faster.
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B-12. I changed the size of
my invoice body font and now the sales message doesn't appear on my invoices?
What's going on?
This could be caused by 3 things. Please check all three.
A.) The Sales Message only appears if you have it "turned on" and there is
enough room at the bottom of the PO/invoice to print it. Additionally, you
probably have the "move down totals for blank lines" turned on (Forms Setup).
This setting causes the program to move down the form totals for as many lines
as indicated in the "Max Lines" setting (Forms Setup). Turn off the "move down
totals for blank lines" option or set the "Max Lines" number to a smaller value,
like 20. This will create the extra room needed at the bottom of your form for
the Sales Message. Please keep in mind that printing your line items take
precedence over the "Max Lines" setting. Therefore, if you have the Max Lines
setting at 20, but have 21 line items on your form, 21 lines will be printed and
you may not see your Sales Message because your font is so large, there was not
enough room at the bottom of your form to print it. We do not limit the size of
your fonts. You should be careful when changing these settings.
B.) Check the vendor or customer setup for the invoice or PO you are trying to
print. There is a checkbox at the bottom of the vendor and customer setup
windows that reads "Print Notes/Comments on PO’s". If you have this option
checked, the notes in the Notes/Comments box will be printed instead of the
sales message. If you don't see any printing, it is because this option is
turned on and you don't have any text in the Notes/Comments box.
C.) Check your company setup - forms control tab and make sure "print sales
message" is checked (turned on) and then go over to the sales message tab and
make sure you have text in your sales message.
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B-13. Can I print more
than one copy of the invoice? What about packing slips and remittance copies?
Yes, by editing the company setup and selecting the "Invoice Options" tab, you
can specify an additional file/remittance copy and/or a packing slip. You can
change the headings on the top of these forms by using the "Headers/Fonts/Color"
button on the Forms Setup tab. For example, you may wish to send your customers
the invoice accompanied by a duplicate invoice copy and keep a file copy for
yourself. To do this, turn on the File Copy option and set the number of copies
to 2. Then change the file copy form heading to "Duplicate Invoice" or "File
Copy". The maximum number of additional file copies you can print (in addition
to the invoice and packing slip) is (5) five. Also, at any time, you can always
print another copy of an invoice while using the Invoice Manager and selecting
the print option. These options work during batch printing and when printing a
single invoice.
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B-14. I have a customer with
a zero balance that I want to delete but the system tells me they have invoices
on file and I can't delete the record. What can I do?
Use the Customer Manager and edit the customer record. Mark the customer as
inactive by using the "Credit Hold/Inactive Account" checkbox option. This will
cause the system to flag this customer as inactive if you try to do another
invoice for them.
You can delete a customer with a zero balance if they have no invoices on file,
however, if any invoices are present, you will not be able to delete them. The
reason is that if you viewed or printed any invoices for this customer, there
would no longer be any customer data present and we would not know who this
invoice belongs to. When you use the Delete Paid Invoices option, any paid
invoices are removed based upon the date you select. When you delete the paid
invoices for this customer, you will then be able to delete them permanently
from the customer database. Simply mark this customer as inactive and then
permanently remove the customer when you delete old, paid invoices.
If you want to enter practice records and setup dummy customers, use the TEST
COMPANY provided with this program or setup your own test company. You can
delete companies, including all their invoices, customers and products, even if
they have unpaid invoices.
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B-15. What are the
transaction code types displayed next to each invoice in the Invoice Manager?
These codes allow you to tell what type of transaction you are viewing. These
codes can be explained by clicking on an invoice in the Invoice
Manager and selecting the picture button with the red question mark, or by
selecting Customer Data from the Invoice Menu. Code "I" means regular invoice, "D" is a deposit on account, "T" is a
deposit taken (offset against other invoices during payment posting), "Z" is an
invoice that has had partial payments applied to it and "X" is the actual
partial-payments. Type "R" is a Master Repeat Billing record and type "G" are
generated invoices from a type "R" record. These codes also appear on your
reports.
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B-16. What is the quickest
way to see a customer's aging totals and account balance?
Open the Invoice Manager and click on any one of the customer's invoices so that
it is highlighted, then choose Customer Data from the Invoice Menu (or click on
the picture button with the red question mark). Not only does it show the
customer aging, it also lists the last invoice number, payment and current
account balance. However, we believe the Customer Statements provide the best
history detail, as they show all invoices, payments and current account balance.
You can also choose between all activity or only unpaid activity. It's a great
tool! Also see next question.
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B-17. How can I view all the
transactions against a single account number?
You have two ways. The best way is to view the customer statement for the
customer you want. The statements are located on the Customer Manager. You can
print a single statement for any customer, or batch-print statements at any
time. Another option would be to open the Invoice Manager and click on an
invoice for the customer, then click the Filter button. This will list only the
transactions for your customer, sorted by whichever display option you are
currently using, (Display Menu). Click the filter button again to clear the
current filter. Note: a colored box is drawn around your invoice list when the
filter is ON.
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B-18. I bill the same
service every month. Do I have to type the same line items on each invoice?
No, that would not be much fun! You have two choices! When doing an invoice, you
have an option of saving the current line items to a file or reading in the
lines from a saved file. This works with line-item and memo invoices. Also, your
comments and statement note are saved in the file. To do it, create the invoice
you bill each month and then save it to a file, then each time you create a new
invoice, select the customer and recall the saved line items into your invoice.
Unless you need to make any changes specific to this invoice, simply click the
Ok button to create the new invoice. It's fast and simple to bill the same
services or products over and over again.
We also have a Repeat Billing Module built into the Deluxe version of Billing
Manager Pro! It allows you to
setup master invoices and have the system automatically generate invoices for
you! It doesn't get much easier than that! Repeat billings are a breeze with our
program!
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B-19. I have an Inventory
Tracking program. Where can I get the information I need to plug into my
inventory system? What about my general accounting program?
This information is obtained by running the Sales Report. Our Sales Report,
sorted by Product Code, will list all products sold and returned for the
selected period. You should enter the totals shown on this report into your
inventory system. We also have an inventory program with the billing system
built into it, called FF
Inventory PRO. You can download it
and see how you like it.
Also note that we have many large companies who use our billing and inventory
software for special projects that their general accounting program can't
handle. In these cases, a simple Journal Entry into their main accounting
program for inventory value and current accounts receivable balance, provide
their general accounting balance sheet data. Our inventory and accounts
receivable reports will provide the audit trail support for those Journal
Entries.
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B-20. My customers give me
deposits all the time. Can this program handle deposits?
Yes, in fact we think our system handles them the best, because you can have as
many deposits as you wish and "offset" them against any invoice(s) or let the
system do it for you! You record deposits on account using the Payment Wizard.
Once you enter a deposit, it will deduct that amount from the customer balance.
Deposits show up with a transaction code of "D" and just "hang around" until you
offset them against invoices.
For example, you book a $40.00 deposit on one of your customers accounts and a
week later you send them an invoice for $100.00. When you run this customer
statement, the balance due is now $60.00. When you receive this payment, use the
Payment Wizard to record the $60.00 payment by marking the deposit and invoice
as paid. Together, these amounts match the payment amount and the post button
will activate.
You also have another option. You can delete deposits, so you could delete the
deposit when your ready to bill your customer. Then enter an invoice for $100.00
and show a $40.00 paid amount, leaving a balance due of $60.00. All this
information will then appear on the invoice you send your customer. Which method
you choose depends on whether you send your customers invoices or statements.
Try it both ways and see which method works best for you.
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B-21. I entered a $100.00
deposit from my customer and later I did a $100.00 invoice. The customers
account balance is zero, but the deposit and the invoice still appear on my
Aging Report. How do I get them off the report?
Go to the Payment Wizard, select this customer and enter a payment amount of
zero, then move the $100.00 deposit and the $100.00 invoice into your payment
posting window and the post button will activate. When you press the post
button, the system will mark those items as paid, removing them from your Aging
Report, offsetting them against each other. The reason they still appeared on
your Aging Report was because you never "marked" them as being paid.
When you post a payment to a customers account, if the payment amount matches
the customers account balance, our billing system will mark all deposits,
partial-payments and invoices as paid automatically by moving them into the
posting window and when you press the post button, everything is marked paid.
But this did not happen in the example shown above because the deposit was
recorded first and when you did the invoice, it only brought the account back to
a zero balance. Since the account balance was zero, you did not have a payment
to record (balance due) and the items were never "marked" paid. You accomplished
this when you entered a zero payment amount and offset the invoice and deposit
against it.
Because of all the flexibility we have provided for deposits, we believe you
will find this program a real joy to use and it's EASY!
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B-22. I need to track and
bill my time on different projects. Is there any way I can do it using your
system?
You bet! Simply create different project codes by setting up Product Codes for
the different project numbers/items/cost centers, etc. that you want to track
(Product Manager). The Sales Report, sorted by Product Code will total the costs
associated for each project. We also have a built in timer which makes it easy
to calculate time spent, located on the invoice editor. You can track your time
as specific as you need to!
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B-23.
Can I email invoices to multiple email addresses?
Yes, by separating each email address with a semicolon ';' when entering the
customer/vendor email address. See the online help in the program for an
example.
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B-24. We use a non-American date
format. Do you have an option for displaying the date in another format?
Yes, we have many overseas customers! The date format can be specified by using
the General tab option in the Company Manager. This allows you to display your
dates in DAY/MONTH/YEAR format. Also, we have built in support for A4 paper size
and you can use the margin settings to make your invoices "fit" perfectly when
printed!
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B-25. I have two different
customers with the same name, but your system does not allow duplicate customer
names. What can I do?
Use a middle initial or "Mr." or "Mrs." or a building number or something else
to make the second customer name unique. Duplicate customer names make it very
difficult for you when you do invoices and post payments, because you can easily
get the two customers mixed up. For this reason, we do not allow identical
customer names. We realize that sometimes you may have more than one customer
with the same name, you will just need to enter them slightly different from
each other. In fact, over time, you will come to realize why we did this and be
glad that we did. We know! Our old 16-bit billing program allowed duplicate
customer names. We sold thousands of copies! In the end, it did more harm than
good, so we no longer allow duplicate customer names.
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B-26. Why is the Print Invoice
Checkbox dimmed on the invoice? Why is the checkbox under it dimmed?
You are editing the invoice. The print invoice feature is only active if you are
adding a new invoice. When checked, the invoice will be printed after you finish
entering the invoice. This is mainly for Point of Sale type transactions.
The checkbox under the print invoice checkbox is the calculate tax checkbox. If
this option is dimmed out, you do not have your tax rate specified in the
Company setup options or you don't charge tax. This will also happen if you have
setup your customer as tax exempt. If you mark a customer tax exempt, the system
will not allow you to calculate tax on their invoices. The tax checkbox allows
you to turn off (override) the tax calculation for any specific invoice. You can
override the tax calculation at the invoice level, so do not mark a customer Tax
Exempt if you will ever charge them any tax. If you have different
tax rates, you can override the tax amount/percentage at the invoice level.
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B-27. Why is there no place on the
invoice to enter a shipping charge?
There is! You can bill anything with our system, but you need to enter it
as a line item on the invoice. This is not an oversight on our part. We designed
the system this way! Simply setup product codes for all the different shipping
methods you use, such as UPS, FEDX, etc. You can even make codes for FEDX-1DAY,
FEDX-2DAY, etc., depending on how specific you want to track freight, or you can
just setup one generic code for shipping and handling. If you have one set rate,
enter this amount when you setup the product code, otherwise, create the product
code using a zero amount. When you add the freight line item to an invoice,
enter the amount of the shipping charge on that line item for that specific
invoice. This allows you to have a different shipping charge for all your
invoices.
The reason we want you to do this is simple. When you run your Sales Report
sorted by product code, all "like-items" (products) will be sorted together and
sub-totaled. Therefore, you will be able to tell how much income you made from
shipping/handling and the freight charges will not be "lumped" together with the
product cost, so you will get true calculations for product sales since the
freight is sub-totaled separately from the other products. Furthermore, if you
always ship UPS for example, you will be able to tell how much your UPS bill
will be that month since all the shipment costs for UPS are totaled on your
Sales Report.
Using billing systems that only allow you to enter a freight amount on the
invoice lock you into having to classify all freight by only the one freight
category. Our system lets you setup as many freight categories as you wish and
then will sub-total all types on your Sales Report! This is one of the many
reasons we like to call our program the "king" of billing systems. Setup product
codes for freight, products, hourly charges, special taxes, labor, services,
anything. Be as specific as you like when you create your product codes and
create codes for everything you bill your customers.
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B-28 What does the on-hand quantity + old quantity
mean?
This appears on the screen above the line items during
the editing of a PO or invoice.
Since you already had a quantity on the original PO or invoice, it is being
shown to you. Keep that in mind in case you change the quantity. It is simply
adding the old quantity back in stock, if you change it to a different quantity.
Then it will deduct the new quantity from stock.
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B-29. Can I put a place on the invoice for a customer
signature area?
Yes, you can use the Sales Message area to do this. Just type in the words you
want to appear and a line for the customers to sign on. Also, you can print the
customer notes/comments instead of the sales message, for selected customers.
See the online help for this in the new customer topic.
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B-30. Why isn't my invoice calculating tax?
This could be several things. Is the customer marked tax exempt? Is the product
setup as taxable? Is the tax options in your company setup, configured
correctly? When you add the product as a line item on the invoice, is there a
"Y" in the tax column? All these things can effect the tax calculation.
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B-31. Can I print out individual receivers on each
page?
Yes, run the Receiving Report sorted by the receiver numbers, and select the
page-break option to get each receiver printed on it's own page.
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B-32. Can I delete old invoices and PO's?
Yes, use the "delete old records" on the Tools Menu. In the US, the IRS requires us
to keep 3 years of records, so we suggest you leave them in the system for 3
years. Since they scroll out of the invoice/PO window list as you add new PO's, they are
never in your way, so why not leave them? Also, when you remove records, you can
no longer run reports to match against previous years sales/orders and histories
for your customers and vendors. Our program can handle over a billion records
per data file, so you don't have to worry about reaching a "limit" or anything
like that. It's better for you to leave them in the system.
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B-33. Can I put a comment under the product
description or extend the product description?
Yes, click on the line item you want the comment on and click the far-right pencil
picture button to add a comment on the invoice/PO. This blanks out the unit
price and quantity fields, allowing you to type in a comment in the product
description.
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B-34. Can I use pre-printed forms?
Yes, many of our customers have their own preprinted forms, however, you have to
design your forms around the layout options in our program. You can't use any
invoice form and tailor our program to work with it. There is no way we could
support all the different forms out there. You probably want to turn lines and
shading options off and your company name and address, since these type of items
would already be on your preprinted form. After you have the options you want
finalized, print an invoice and take it to your local print shop and have them
make the forms to fit your invoice. Also, we have a "Letterhead Mode" setting on
the Forms Tab in your company setup. This mode turns off the top of the invoice
from printing, so you can print them on your letterhead stationery.
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B-35. Why don't I see my company name or the word
"INVOICE" on the top of my invoice when printed?
You have the "Letterhead Style" option checked in your forms settings. This
tells our program that you are printing on your company letterhead which would
already have your address printed on it, so our program does not print the name
and address on the paper in this mode. Uncheck this option and you will see your
company name appear.
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B-36. Invoice/PO numbers and
sorting issues in the Invoice/PO Manager windows.
The invoice/PO numbers are an alpha-numeric (works with numbers and letters) field and does not work as a numeric field would. If
you need your invoices displayed in a numeric invoice number sequence for some
reason, you will need to use invoice/PO numbers like 0001, 0002, etc., in order to
get them to display as numbers would. You have complete control over what your
invoice numbers are. Because many of our customers use letters in the invoice/PO
numbers, making this a numeric-only field is not an option for us. We find that
displaying the invoices in the Invoice Manager by invoice date yields the best
results for most of our customers.
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B-37. Can I print a single Customer Statement?
Yes,
go to Customer Manager and
highlight the customer. Click on the Statement Menu, and
select view. You can also just view the outstanding invoices for that customer
or ALL invoices-paid and unpaid. Click the print option to print this statement.
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B-38. Why don't PO's increase my stock levels?
You need to receive the PO before they come into stock. Many companies use
receivers to verify receipt of material before they will pay for it in their
Accounts Payable department. If you do not use
receivers, set the "auto-receive" feature on (PO Options). This will receive the
stock as soon as you enter a new PO. Also note that in order to maintain a stock
balance for a product, you MUST set it up as a product code in the Product
Manager, or there is no place to store a stock balance. Our program will
ignore any product codes on invoices/Po's which do not have a matching product
code in the Product Manager. This is for our customers who also sell
non-stock items they do not want to setup as product codes.
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B-39. Will the invoice/PO addresses fit in a window envelope?
Yes, there is a setting in the forms options in your company setup, "Move
addresses to right". Enter a value of 300 to start and work from that. This
setting is in DPI measurements so you can move the address exactly where you
need it to be. It is best that you use envelopes with windows large enough to
give you some room to "play with", as the smaller the window, the more difficult
it will be to see the entire address in the window. In general, fold the
invoice/PO in even "thirds" by making two folds. The top third of the invoice's
address lines should appear in the window of the envelope.
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B-40. Can I customize the Customer Statement?
You can change the fonts and colors and add a comment line, however, there is not too much you can do to "customize" the statements. Every field
shown is required. If you want to make your forms look jazzy, consider printing
on your own customized letterhead stationery. Our program has options to work
with letterhead.
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B-41. How do I print a paid receipt?
When you re-print an invoice that has been paid, it will show the paid amount and
paid date. That is the
best receipt we know how to make. You could change your form headings to say
"RECEIPT" instead of "INVOICE", or you could buy a rubber stamp that has the
word "RECEIPT" on it and stamp it on the receipt copy. We also have a
receipt printer" option in the forms settings, for those people who want to use
a small receipt printer. Please see the online help for this feature.
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B-42. Can I use a different sale price for the same
product?
Yes, simply setup one product code for the item, using the regular sales price. When
you do an invoice and need to change the sales price, simply tab over to the unit
price field and enter your new sales price. That price will be stored on that
particular invoice. Your profit report will pick up
the different prices.
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B-43. How do I add a message on the Customer
Statements?
Edit your company setup, go to forms options and click on the "headers/fonts/colors"
button. You will see the Statement Note field here. 80 characters is the
max. for this field.
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B-44. Why do my emailed invoices
look different than my PDF invoices?
There are several reasons for this. Our built in email feature will email
your invoices in left-justified, plain text, word-wrapping format. This is
done so that it can be read by all email readers. People around the world
have their email readers setup in MANY different ways. Some block emails with
file attachments (PDF's). Some block HTML invoices and only have their email
reader setup for plain text emails only, or use an email reader that can't
process HTML. Many use different fonts and font sizes to display their emails
and/or use a small viewing window to read their emails. Therefore, we use
plain text so that the majority of people who receive your email will be able to
(A) receive it and (B) to view it. Since we do not send our email as an
attachment, all email readers blocking attachments will receive our email. Since
we do not use HTML, all email readers that are blocking HTML will be able to
receive and view our invoices, using whatever font they choose. We added the PDF
invoice feature so you can email your invoices to your customers using graphics
and colors, but note that any of your customers who are blocking file
attachments, will not receive your PDF invoices.
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B-45. I offer my customers a
discount when they pre-pay their account for future services. Normally, I charge
them $100 per service, but if they pre-pay $500 I will give them six (6)
services (1 free service). My question is, how do I do this using your software?
There are a couple of ways you can do this. The important part that you need to do
is enter the $500 deposit as income, and you can easily do that by entering that
as a DEPOSIT ON ACCOUNT using the Payment Wizard. In the Payment Wizard, select
that customer and enter the PAID amount as 500.00, then click on Deposit on
Account button and enter $500.00 as the deposit amount, then click on the POST
button. This will make their account
balance a credit balance of $500 and show on your Payment Register. When you run
their Customer Statement, it will also show a $500 credit balance. Their
Customer Statement will be the key to show them their current account balance
history
(Customer Manager). You may also want to print their Customer Statement after
you provide each service so they can have a record of the services provided and
their current account balance. Each time you provide the service, enter an invoice for that
charge (in this case 1/6th of $500 for each invoice or 5 invoices for $84 each
and the final invoice of $80). You could also have done 5 invoices for $100 each
and made the 6th invoice a no-charge invoice (the free service) that would
document that the 6th service was provided. Do NOT enter a paid amount on the
invoices as the customers account balance will be reduced automatically by our
program for each invoice you enter, so as each service is provided their account
balance will change getting closer to a zero account balance each time. When you have provided all the
six services and entered all of the invoices, their account balance will be
zero. Please see questions B-20 and B-21 for more about deposits on account.
You will need to follow question B-21 after the account balance reaches zero to
clear all of the invoices and the deposit off of your accounts receivable
report. Another way you could do this is to enter an invoice for $500.00 and
mark that invoice paid to show the initial $500.00 payment, and then do 6
no-charge invoices for each service provided. Each no-charge invoice would
provide the documentation that each service has been provided. Using this
method, you would not have to enter a deposit on account, and clear all of the
invoices off your accounts receivable report.
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