Invoice Creation

Invoices can be created for Items and associated service Contracts, and for Items or Service Contracts only.

 

Creating an Invoice to purchase an Item and a Contract

To create an Invoice:

  1. Select Finance>Invoices

  2. Click New
    The Customer tab appears.

  3. To assign a Customer to the Invoice:

    1. To search for a Customer who already exists in the system, enter any known information such as their First Name, Last Name, Email Address, Org. Unit or Username in the Find Customer fields.
      To view a list of all Customers in the database, leave all the fields blank.

      create_invoice_customer.png

    2. Click inline_search.png

    3. Click on a Customer's name to assign them to the Invoice
      The delivery details are automatically extracted from the Customer details. If they are not the same, uncheck by clicking the tick in the Use Customer Details box and enter the correct details.

    4. Select Next to continue

  4. To add an Item Type for an Item order:

    1. Select add.pngif the invoice is to purchase a new Item
      Otherwise, click Next to purchase a service Contract.
       

    2. Enter the Item Type details or, leave the search field blank and click the Search button to display a list of Item Types that can be assigned to the Invoice.
       

    3. Select the relevant Item Type link to add it to the Invoice

      invoice_add_item.png

    4. Enter the Actual Price information, if relevant and the number of units to be ordered

    5. Mark the order as taxable if required
      The tax is not included in the actual price but will be calculated within the Invoice Summary tab.

    6. Click Save to add the Item Type details to the Invoice

      invoice_added_item_type.png

    7. To add more Item Types, select add.pngand repeat the above process
      Alternatively, click Next to move to the Add Service Contract tab, if required.

  5. To add a service Contract for a newly ordered Item Type:

    1. Select add.png to add a service contract to the invoice, or
      click Next to go to the invoice summary.

    2. Select the appropriate SLA from the drop-down options

    3. Select the Item type related to the service Contract
      To search for an Item Type enter any known details in the Find Item Type search field.

    4. Click the Item Type link to assign it to the Invoice

      invoice_add_contract.png

    5. Amend the actual price, if relevant

    6. Check the Contract as taxable, if relevant

    7. Select the Time Period covered by the Contract:

      Subscription - a contract that covers a specified period of time

      Time Limited Subscription - a contract that covers either a specified period of time or number of support hours, whichever limit is reached first

      Support Hours - a contract that defines the number of support hours covered

      Support Hours by Month - a contract that covers a total number of support hours purchased for a defined timeframe and allocated on a per month basis.

    8. Click Save

    9. To add another Contract to the invoice, click add.png and repeat the above process

      invoice_contract_assigned.png

    10. Click Next to move onto the Summary page

      invoice_summary_tab.png

    11. Enter a PO Number and make any other adjustments, if relevant

    12. Click Save

    13. Select email.png to send the Invoice to the Customer, if required

    14. Click Done.

 

Creating an Invoice to purchase a Service Contract

To create a Service Contract invoice:

  1. Select Finance>Invoices

  2. Click New
    The Customer tab appears.

  3. To assign a Customer to the Invoice:

    1. To search for a Customer who already exists in the system, enter any known information such as their first name, last name, email address, Org. Unit or Username in the Find Customer fields.
      To view a list of all Customers in the database, leave all the fields blank.

      create_invoice_customer.png

    1. Click inline_search.png

    2. Click on a Customer's name to assign them to the Invoice
      The delivery details are automatically extracted from the Customer details. If they are not the same, uncheck by clicking the tick in the Use Customer Details box and enter the correct details.

    3. Select Next to display the Items tab
      The system moves to the Items tab and displays the following message

      invoice_info_banner.png

    4. Click Next again
      The system moves to the Contract tab.

      create_service_contract.png

  4. To create a Service Contract:

    1. Select add.pngto add a Service Contract to the Invoice

    2. Select the appropriate SLA from the drop-down options

      service_contract_assign_type.png

    3. Select the Contract type:

      4. Contract Type

      Description

      Item Contract

      To purchase a Contract for an Item. Search and select an Item using the Find Item search.

      Customer Contract
       

      To purchase a Contract for a Customer. Search and select an Customer using the Find Customer search.

      Org Unit Contract

      To purchase a Contract for an Organizational Unit. Search and select an Org Unit using the Find Org Unit search.

    1. Amend the actual price, if relevant

    2. Check the Contract as taxable, if relevant

    3. Select the Time period covered by the Contract:

      If Subscription is selected, the Start and End Dates are automatically completed by the system.

      If Time Limited Subscription is selected, the Support Hours field is displayed and the number of support hours purchased by the Customer should be entered. Also, the Start Date and End Date fields should be completed manually, entering the length of time for the subscription period.

      If Support Hours is selected, the number of support hours purchased by the Customers should be entered.

      If Support Hours by Month is selected,  a contract that covers a total number of support hours purchased for a defined timeframe and allocated on a per month basis.

      (If a Contract is forward dated with a Start Date set in the future, the Pending Contract status is assigned. See Pending Contracts.)

    4. Click Save

    5. To add another Contract to the invoice, click add.png and repeat the above process

      service_contract_assigned.png

  5. Click Next to move onto the Summary page

  6. Make any adjustments, as required

  7. Click Save

  8. Select Email.png to send the Invoice to the Customer, if required

  9. Click Done.