Main Data tab (Client invoice)
In this tab, you can add, check, or change the most important invoice details.
Most fields can only be modified while the invoice is in the Not Ready status. To make any changes, click the Edit button at the bottom of the page.
In the Type section, you can check the type of the current invoice: Invoice, Credit Note, or Pro Forma Invoice. In this section, additional buttons can be displayed:
Change to Invoice button for pro forma invoices.
Send by E-mail and Edit and Send buttons for invoices with Ready and Sent statuses. To send the invoice without previewing, click the Send by E-mail button. To edit the e-mail sent to the client along with the invoice, click the Edit and Send button.
Issue a Credit Note button for invoices with Ready and Sent statuses. For details, see the Add a credit note guide.
In the Invoice Status section, you can switch the statuses between Not Ready – Ready – Sent. For Sent invoices, the sending date and time are displayed in the Sent On additional section.
Switching statuses for Sent invoices and credit notes can be forbidden in the
Configuration menu > Clients and Vendors > Client Settings > Invoicing tab.After an invoice receives the Ready status, an invoice PDF file is automatically generated and can be previewed at the bottom of the page.
In the Payment Terms section, you can select specific terms for this invoice from the dropdown list.To find out more about payment terms, see the Configure payment settings for vendors and clients | Define payment terms for vendors and clients guide. To edit the selected terms, click the Edit button. The Edit Payment Terms popup window is displayed.
In the Receivables section, you can plan the payments for this invoice. Click the
icon to edit an available payment or the Add button to add a new payment. In both cases, the Edit Receivable popup window is displayed.
In the Payment Plan section, you can select a specific payment plan. For details, see the Configure payment settings for vendors and clients | (optional) Define payment plans guide.
In the Amount section, you can specify whether you want to set a Specific Value or a Percent of Invoice Total and edit the amount.
In the Due Date section, you can set the final date for this payment.
In the Description section, you can check or edit the text that will be displayed in the Payment terms field on the actual invoice. To add a custom description, deselect the Automatically Generate Description checkbox and enter your description in the field.
The description expression used in the invoice document depends on both the payment terms and the invoice template language. If you have invoice templates for different languages, make sure you add the corresponding localized description expressions to the payment terms. For details, see the Configure payment settings for vendors and clients | Define payment terms for vendors and clients guide.
In the Date field, you can set the invoice creation date that will be displayed on the actual invoice.
(For Ready and Sent invoices) In the Invoice Number section, you can check the invoice number assigned by the system.
The invoice number is always assigned automatically, according to the scheme selected from the Numbering Scheme dropdown list.
From the Numbering Scheme dropdown list, select how this specific invoice's number should be determined. To find out how to create a custom numbering scheme, see the Add a numbering scheme guide.
In the Currency section, you can change the default currency. Click the Change button and select the required currency from the dropdown list.
Warning
Changing invoice currency will result in recalculating all invoice items and paid values according to the currency rates set in the system. The payment method will be updated to match the selected currency.
From the Payment Method dropdown list, you can select how the client should pay you (your bank or payment service provider account details). If you cannot find the correct method in the list, click the Add button to create a new method. For details, see the Configure payment settings for vendors and clients | Define payment methods for clients guide.
In the Task Value section, you can check the amount of all tasks included in this invoice.
In the Net Total section, you can check the amount of all invoice items before the consumption tax is applied.
Example 1.For example, you have two tasks: Task 1 and Task 2. The value of Task 1 is $200, and the value of Task 2 is $100. You want to invoice both tasks as one item: Tasks Item. The value of the Tasks Item is $300. You also have a charge that is not task-related, so you create another item for this invoice: Non-Task Item. The value of the Non-Task Item is $200. The Net Total for this invoice is $500.
In the Task Calculation Rule section, you can change how the taxes are calculated for this invoice. Click the Change button and select the required rule with the radio button.
In the Gross Total section, you can check the amount for all items with the consumption tax applied.
Example 2.For example, an invoice has two items. Item 1 has a charge of $200 and a VAT rate of 20%. Item 2 has a charge of $100 and a VAT Rate of 10%. The Net Total is $300. In the Tax Calculation Rule section, you select 'Sum Tax Values of Particular Items.' The tax sum of both items – $50 – is added to the net total. Therefore, the Gross Total is $350.
In the Gross Total in Words section, you can check or change how the gross total amount is displayed in words. Click the Change button. The Gross Total in Words popup window is displayed.
To change the Converter Language, select the required language from the dropdown list.
To display the currency symbol, select the Append Currency Symbol to Amount checkbox.
To enter the amount manually, in words, deselect the Automatically Convert into Words checkbox and enter the required text in the Gross Total in Words section.
In the Credit Note section, you can check if a credit note was issued for this invoice.
If there is a related credit note in the Not Ready status, the Number not assigned link to this credit note page is displayed.
If there is a related credit note in the Ready or Sent status, its number is displayed in this section. Click the number to take a shortcut to the original invoice page.
From the Invoice Signatory dropdown list, you can select the sender of the invoice among the Home Portal users.
From the Invoice Template dropdown list, you can select the required template for this invoice. To find out how to add document templates, see the Add an HTML document template and Add a BIRT-4 document template guides. To download the invoice PDF file, click the
Download Invoice button.In the Categories section, you can assign a custom label to this invoice. To find out how to add a new category, see the Add a category guide.
In the Tasks tab, you can manage the tasks included in this invoice.
To delete a task from the invoice, click the
icon in the tasks table.To open a task, click on its line in the table.
To add a task to the invoice, click the Add button. The Add Task popup window is displayed with a list of uninvoiced closed tasks for this client.
In the Items tab, you can manage the items included in this invoice.
To add an item that is not task-related, click the Add button. The New Item popup window is displayed. Enter the item’s Name, Quantity, and Rate. You can also enter the Unit, Discount / Surcharge, or Tax Rate.
To add task-related items to the invoice, click one of the buttons at the bottom of the page:
Add one item for all tasks – a single item that sums up the values of all tasks will be displayed on the invoice.
Add an item for each task – each task will be a separate invoice item.
Add an item for each task receivable – each task receivable will be a separate invoice item.
To edit an item, click the
icon in the items table.To delete an item from the invoice, click the
icon in the items table.
Important
By adding a task to the invoice, you lock the receivables for this task so they cannot be changed. By adding a task-related item, you lock the whole task. Therefore, to make changes to the receivables, you need to delete the corresponding items and tasks from the invoice.