A Client Invoice in Design Manager is a bill to your Client for goods installed or services provided. You can use Invoices with Proposals as the final bill or Invoice to your Client for those goods and service already provided/installed. If you have already collected a 100% deposit you will still need to create an Invoice with $0 balance in order to relieve the deposit, record revenue, and if appropriate, record sales tax. Client Invoices will affect General Ledger Accounts which means once created, it cannot be deleted. If you need to change the Invoice, it must be credited and then a new Invoice created.
You can create an Invoice by going to Accounts Receivable as outlined below and shown in the video above or you can create an Invoice directly from the Items tab in your Project. In the Items tab, you would select the Items you want to add to an Invoice by clicking in the box to the left of the Item and then selecting the Create button and selecting Invoice. From there you can jump to Step 5 below.
1. On the left side menu, click on Accounts Receivable and click on Client Invoices.
2. On the new page, click on the + Add button in the upper right hand side and enter the Client Invoice information.
Project: Select the Project the Invoice is for
Proposal No.: Optional - Select the Proposal that you want to invoice. Note: The Proposal # will show on the Invoice document
Date: Select the date for the Invoice. This date will determine the period that the sales tax liability is considered as due if applicable
TX Description: Enter a description for the Invoice
Mgr/SP: Select the designer, salesperson or manager assigned to this Project
3. To add items to the Client Invoice, click the + Add Items button.
4. On the side window, select the Items to include on the Client Invoice by clicking in the box to the left of the Item. When finished, click the Save button at the top of the window.
5. On the Add Invoice page with your Items shown, you can review the Items. You can remove Items by clicking in the box to the left of the Item and clicking on Remove Item. You can also add more Items by clicking on Add Item. If you need to edit an Item, remove the Item from the Invoice and save, then go back to the Project and make your edits to the Item and return to Client Invoices and then add the Item to the Invoice.
6. At the bottom, you can review the Invoice totals. If you have received a Retainer and have not applied it to a previous Proposal or Invoice, you can apply it to this Invoice by typing in the available Retainer under Retainer.
7. After you have reviewed your Invoice for accuracy, click on Save.
8. Your Invoice will be shown under the New tab of Client Invoices and from this page you can add more Invoices or edit an Invoice shown by clicking on the Temp. Inv. No. The next step is to post the Invoice, which will permanently record the Invoice in your General Ledger Accounts. To post the Invoice, select the Invoice by clicking in the box to the left of the Invoice and under Actions clicking on Post.
9. In the new window, select the fiscal month the Invoice should be posted under. Then click on Ok.
10. You can see your Invoice under the Existing tab and from here you can view a PDF of the Invoice by clicking on PDF. You can also send the Invoice to your Client by clicking in the box to the left of the Invoice and under Actions clicking on Send.
11. You can modify the Invoice after it has been posted. To do this select the Invoice by clicking in the box to the left of the Invoice and under Actions click on Modify. Make your changes and then click on Save. You can see your Invoice under the Existing tab and from here you can view a PDF showing the changes by clicking on PDF. Note: If you need to make a change to an Item description, you'll need to do that under the Project by editing the Item. To learn how to edit an item, click here. Then you can come back to the Invoice and modify it to update the Item descriptions.
