Basing a New Invoice on a Quote

If you originally quoted the job the easiest way to produce a Tax Invoice for the job is to create a copy of the original Quote and convert the copy into a Tax Invoice.

To do this go to Quotes and open the quote to edit, then click the button at top named "Copy" , this will produce a carbon copy of the original Quote.

Click on the Title of the Copy to open it

Once it's open change the type to Tax Invoice and change the date.

Once you have updated all of this information click the button, this will display a message at the top of the document explaining that your document has been updated.

To produce and issue your invoice click on the Income Tab where you'll see your newly created Tax Invoice based on your original quote.

 

Converting Projects into Invoices

If you didn't quote the job, but you have invoices for all of the items used on the job, the next easiest way to produce a Tax Invoice is to transfer the contents of all of those invoices onto a Tax Invoice to give to your customer.

To do this click on Invoices/Credit Notes under the Expenses Tab.

Then bring up all Invoices related to the job, for example if they Tax Invoice is for the Banyo Rugby League Club, you'd search for all invoices, raised during the period in question, in the Banyo RLC Project (this is why it is really useful to organise your invoices into Projects).

Once you've found all of the invoices relating to the job click the select all button and choose Add to a Document from the Actions Drop down menu.

Then enter the name for the Tax Invoice (e.g. Banyo Rugby League Club Invoice) into the space provided and click the button.

Once you've done this return to Tax Invoices under Income and you'll see your newly created invoice with all of the items transferred under headings containing the orginal invoice numbers.

All you need to do now is add the customer, reapply the markup/discount and save the tax invoice to give to your customer.

To do this select all of the items and select Reapply Default Markup/Discount from the with Selected Items/Ticked Rows from the drop down menu.

Once you're happy with your Invoice click the button and you're ready to produce and issue it.

 

Basing a New Invoice on an Invoice

If you happen to know the Crane Tax Invoice number of the Invoice you want to convert, you even load it from inside the Invoice form to do this open a new tax invoice and enter the header information, then scroll down to the bottom but instead of clicking on the button click on the Add Items from One of you button.

This will pop open a serach box where you just need to enter the number of the invoice you want to base your Tax Invoice on.

This will retrieve the items included the invoice which you can either Add one at a time by clicking the link or all at one by clicking .

Once you've finished with the Invoice click the button to return to your Tax Invoice, and produce it as per normal.

 

Starting a New Invoice from Scratch

To start a new Tax Invoice, click on the button, this will open a new Tax Invoice for you to enter the Tax Invoice Header information into, this includes:

Title: Job Name e.g. Banyo Rugby League Club

Date: By default this will be the date you started the Tax Invoice but you can change this if you issue it later

Valid To: Date that the Tax Invoice will expire

Status: In Progress, Sent, Accepted, Declined, To Send, Unknown, Completed

Type: Is it a Tax Invoice, Tax Invoice, Tax Invoice, Tax Invoice or Credit Note?

Document Number: Job Reference

Basis: Cost Plus (Mark up), List Less (Discount)

Default Markup/Discount: Default % items will be discounted or marked up by (depending on basis), can be overridden on individual lines.

From Address: How your address will appear on your Tax Invoices - to set this up click on Addresses under Setup

Customer Address: Who the Tax Invoice is for - if you've done work for the Customer before their name will appear in the drop down menu otherwise you can add a new customer into here.

Once you have entered all of this information click the button, this will reveal the various options for adding products (including your transport & labour) to your qoute.

 

Adding Products to an Invoice

To add products from our Catalogue to your Tax Invoice click on the icon at the bottom of the Tax Invoice.

This will pop open a search box where you can search our catalogue for products to add to your Tax Invoice.

If you know the product code of the item you want to add to your Tax Invoice you can search by this and bring the item up straight away, otherwise just search by keyword.

Once you've found the item you are looking for simply enter the quantity you require into the QTY box and click the Add button to the left of the item code.

Repeat this process until you have added all of the items you need from our catalogue to your Tax Invoice.

 

Adding Labour & Transport to an Invoice

To add your own costs e.g. your labour & transport to your Tax Invoice, first of all you need to set them up in your catalogue.

To do this click on My Stock under Products and add in anything that you don't source from us but that you provide on regular basis.

For one off sundry items you can just click on the icon and enter the item directly into the Tax Invoice, but for anything you provide on a regular basis such as labour and transport costs you are better to set these up first.

Once you've set your own costs under My Stock you can add them to your Tax Invoice by clicking on the icon at the bottom of the Tax Invoice.

This will pop open your catalogue of stock, simply click on the items you want to add to your Tax Invoice and click the to return to your Tax Invoice.

NB: If you are doing a Retail Less Tax Invoice, you might not want to discount your labour rates so simply overwrite the % Discount next to your labour with zero.

 

Adding Job Description & Terms

Once you've added everything you need to your Tax Invoice, the last thing you need to add before issuing it is the job description and your terms and conditions.

To do this click on the Tabs running across the top of your Header Information

Terms & Conditions: Like your labour you can save some default terms & conditions under Set Up to use over and over again or you can enter them directly into each Tax Invoice.

Job Description: Is where you enter the description of the work the Tax Invoice is for

Comments: This is where you can enter any additional comments such as recommendations outside the scope of the Tax Invoice.

Notes: This is where you can attach notes to a Tax Invoice that do not appear on the Tax Invoice itself.

 

Producing Your Invoices

Once you're satisfied with your Tax Invoice and you're ready to issue it to your customer you need to decide how much detail you want to show them, and whether you want to include a signature panel underneath for them to sign.

To do this click on the Output Options tab at the top of the page to set the level of detail choose one of the following from the Print Layout Dropdown Menu:

High Detail (Shows Markup/Discount): Only use this for Retail Less invoices to show your customer they are getting a discount.

Low Detail (Hides Markup/Discount): Good for Invoicing on an Cost Plus basis to customers who want an itemised breakdown.

Low Detail (No Itemised Pricing): Good for Invoicing on a Cost Plus basis to customers who want a breakdown of the quantities of items used, but not the individual prices of each item

Low Detail (No Item Codes or Itemised Pricing): Prevents your customer from being able to check your pricing by code.

Summary (Comments Only): Stops customers from being able to ask you for any left over product included in the Tax Invoice but not used on the Job

Once you've decided on the level of detail you then need to decide whether you want to include a signature panel or not, to do this select one of the following from the Signature Panel dropdown menu:

None: Leaves no place for either your or the client to sign

Client: Leaves a space for the client to sign their acceptance

Mine: Leaves a space for you to sign the Tax Invoice

Client & Mine: Leaves a space for you both to sign the Tax Invoice

Remittance Slip (Invoices Only): Includes a tear off at the bottom to include with payment

Once you've set all of this click the Save button to save your settings and then click the button to produce the Tax Invoice and issue it to your customer.

 

Editing Your Tax Invoices

To edit an existing Tax Invoice simply click on the Title of the Tax Invoice you want to edit from the list of available Tax Invoices, this will open the Tax Invoice for you to make changes to, just remember to click the Save button after these changes.

Here are some of the most common changes people like to make.

Changing the Tax Invoice Status: Once you've issued your Tax Invoice change the status to sent so that when you're searching for Tax Invoices you can narrow it down by Status.

Deleting Individual Items: To delete an item from a Tax Invoice simply click the icon next to the item you want to delete.

Deleting Multiple Items: Tick the check boxes next to the items you want to delete, and choose delete from the With Selected/Ticked Rows drop down menu at the bottom of the Tax Invoice.

Moving Items: Click hold the arrows next to the item codes and drag the item to the new position

Reapplying Discount/Markup: Tick the check boxes next to the items you want to update and choose Reapply Discount/Markup from the with Selected/Ticked Rows drop down

Refreshing Descriptions & Prices: Tick the check boxes next to the items you want to update and choose Refresh Item Details & Pricing from the with Selected/Ticked Rows drop down

 

Basing an Invoice on a Template

A template is like a job stencil or cookie cutter for regular jobs that require the same amount of labour and materials each time e.g. a toilet installation.

To learn how to make Templates click on Templates under Setup.

Once you have created a template you can use it to produce Tax Invoices very quickly without having to find our products or your items.

To do this start a new Tax Invoice as normal entering all of the Header Information such as the Job name & customer details, then click Save to reveal the options for adding products to your Tax Invoice.

But instead of clicking on the button, click on the icon at the bottom of the page.

This will pop open a box where you can choose which template you want to base your Tax Invoice on from the drop down menu.

Once you select a template it will load the template with the default quantities which you can either Add one at a time by clicking the link or all at one by clicking

Once you've finished with the Template click the to return to your Tax Invoice, and produce it as per normal.

Searching & Filtering Your Invoices

After you've been using the Trade Door for a while hopefully you'll end up with a great big long list of Tax Invoices you've done for a diverse range of customers in various stages of completion, but just because this list is big doesn't mean it has to be unmanagable.

With the Trade Door you can search for your Tax Invoices by Job Name, Date, Tax Invoice Number, Customer and Status.

For example say you wanted to see all open Tax Invoices you'd sent to the Banyo Rugby League Club in 2011, all you'd need to do is set the date range to 2011, the Customer to Banyo RLC and the Status to Sent before clicking the button.

You can filter your Tax Invoices by any combination of these filters:

Title: Job Name

Tax Invoice Number: Job Number

Sent From: Which company (if you have more than one division e.g. a Gas & HVAC division)

Sent To: Customer

Date From: Tax Invoice Date

Date To: Expirery Date

Status: In Progress, Sent, Accepted, Declined, To Send, Unknown, Completed

Once you've set your search criteria simply click the button and it will bring up all Tax Invoices that meet this Criteria.

 

 

Archiving My Invoices

A better alternative to deleting Tax Invoices is to archive them so they don't show up in your list of Tax Invoices, but still allows you to access them.

To arhcive a Tax Invoice, simply click the button next to the one you want to archive, this will move the Tax Invoice into the vault and display a message at the top of the screen explaining that the document has been archived.

Or if you have the Tax Invoice you want to archive open just click the button

To view archived Tax Invoices simply change the Archived drop down filter to display Archived Only and click the Button.

To restore an archived Tax Invoice click the button and it will be flagged as active again.

 

Deleting My Invoices

From time to time you might want to delete Tax Invoices, for example for jobs you started Invoicing but you did not finish on time so you didn't end up sending it in.

To delete a Tax Invoice simply click the icon next to the Tax Invoice you want to delete, and this will pop open a message asking you to confirm you want to delete the selected Tax Invoice, if you don't click Cancel otherwise Click ok and the Tax Invoice will be deleted.

Like archiving if the Tax Invoice you want to delete is already open then simply click the button.