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How To: Manage Ad Hoc Invoices
1. Background
Invoices in The Logger's Edge are created when you run the invoices calculator. An invoice is created for each customer for all the activity occurring in the selected pay period. Often, however, you may want to send an invoice that is not tied to a specific pay period, but is for a user-definable date range. Not only that, there are times when you want to send a customer an invoice for a specific contract or job, rather than an invoice that combines multiple contracts/jobs.
In version 4.3.1, you can now create invoices for a user-defined date range and for one or several revenue contracts in The Logger's Edge. We have retained the old functionality and have added a new function that allows you to create 'Ad Hoc' invoices.
2. Steps InvolvedCreate Invoice
Navigate to Reports | Invoices in The Logger's Edge.
There are three menu items:
1. View: By Pay Period. This item has the exact same functionality as prior versions of The Logger's Edge.
2. View: By Customer, Statement #. This item allows you to view all the invoices for a specific customer.
3. Generate Ad Hoc Invoices. This item allows you to create Ad Hoc Invoices
When you select Generate Ad Hoc Invoices, you will see the following selection window:
This window allows you to select a pay period if you want, but you can enter any start date or end date you want. The customers are listed in the left list box. You may choose one or more than one customer. Once you select a customer, the contract window on the right will auto fill with all the revenue contracts for the selected customer(s). You can then select one or more revenue contracts. If you want to create an invoice for one customer for one contract, you would just make one selection from each list, as shown above.
You must
still run the invoices calculator for the entire date range of the invoice in
order to create the specific invoice records that will then be attached to you
Ad Hoc invoice.
Once you've made your selections, the invoices grid window will present the details for the invoice. The invoice detail will be for the date range you selected and only for those revenue contracts you selected.
If you try to
create an ad hoc
invoice whose date range and/or revenue contract(s) overlaps with one (or more)
invoices you have already created, you will be prompted with a
warning and asked whether you want to still create your new invoice. The
message will contain the invoice number (or numbers) of the invoices that
overlap with the one you are trying to create.
If you answer yes, a new invoice will be created. The old invoice will NOT be deleted, but will remain in the system. You can manually delete that old invoice (as explained below) or ignore it.
View Invoices
Once an invoice is created, you can retrieve it by customer or number. Select Reports | Invoices | View: By Customer, Statement # from the main menu.
You can then select a customer and pull up all invoices for that customer.
In the example above, I have selected 'Tolko Industries Incorporated'. This selection will bring up all the invoices for Tolko.
The drop down list in the top left displays a listing of all the invoices for a customer. When you select an invoice, the grid will populate with all the details for that invoice.
This screen is
where you can DELETE an Ad Hoc Invoice. Thus, if you have created
an invoice by mistake, you can call it up in the view invoices grid and click on
the Delete button. You cannot delete invoices created on a pay period
basis -- only those that are Ad Hoc invoices can be deleted. (The delete
button is only available when viewing ad hoc invoices.) It is
strongly advised that once you have actually issued an invoice to a customer,
you should NOT delete it.
Formatted (Crystal Report)
Once you are satisfied that the invoice contains all the detail items that should be included on the invoice, you can create a formatted (Crystal Reports) version of the invoice by clicking on the button 'View Statements'
You then select the invoice(s) you want and click OK.
Below is an example of the front page of an invoice.
The formatting of the invoice has been changed in version 4.3.1. The subtotals are now first subtotaled by activity and then by contract. Thus, each type of pay (hourly, production slips, load slips) has a subtotal for each contract and for each activity within that contract. In addition, miscellaneous income items now use the added field 'Activity' to provide a grouping for the miscellaneous items, instead of providing a simple lump sum for all miscellaneous items.
