Invoices can be created for Items and associated service Contracts, and for Items or Service Contracts only.
To create an Invoice:
Select Finance>Invoices
Click
New
The Customer tab appears.
To assign a Customer to the Invoice:
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.
Click
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.
Select
Next to continue.
The system moves to the Items tab.
To add an Item Type for an Item Order:
Select
if the Invoice is to purchase a new Item
Otherwise, click Next to purchase a Service Contract.
Search
for the Item Type to be associated with the Invoice
Leave the search field blank and click the Search button to display
a list of Item Types that can be assigned to the Invoice
Select
the relevant Item Type link to add it to the Invoice
Enter the Actual Price information, if relevant and the number of Units to be ordered
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.
Click
Save to add
The Item Type details are applied to the Invoice
To
add more Item Types, selectand
repeat the above process.
Alternatively, click Next to move to the Contract tab, if required.
To add a Service Contract for a newly ordered Item Type:
Select
to add a Service Contract
to the Invoice
Or, click Next to go to the Invoice summary.
Select the appropriate SLA from the drop-down options
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.
Click
the Item Type link to assign it to the Invoice
Amend the Actual Price, if relevant
Check the Contract as taxable, if relevant
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.
Click Save.
To
add another contract to the Invoice, click and
repeat the above process.
Click
Next to move onto the Summary page
Enter a PO Number and make any other adjustments, if relevant
Click Save
Select to send the Invoice to the Customer, if required
Click Done.
To create a Service Contract Invoice:
Select Finance>Invoices
Click
New
The Customer tab appears.
To assign a Customer to the Invoice:
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.
Click
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.
Select
Next
The system moves to the Items tab and displays the following message
Click
Next again
The system moves to the Contract tab.
To create a Service Contract:
Select to create the Service Contract
Select
the appropriate SLA from the drop-down options
Select the Contract Type
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 a 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. |
Amend the Actual Price, if relevant
Check the Contract as taxable, if relevant
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.)
Click Save
To
add another contract to the Invoice, click and repeat
the above process.
Click Next to move onto the Summary page
Make any adjustments, as required
Click Save
Select to send the Invoice to the Customer, if required
Click Done.