The top of the invoice shows the basic customer details, including:
- Customer Name – The name of the customer entered here. To enter a customer name, start typing in the field to have a list of customers automatically populate based on the entered text. Or, use the magnifying glass to open a search window.
- Customer Address – The billing address for the customer is listed here. This field will automatically populate based on the customer name.
- Edit Contact – This button opens a window where you can update/view the contact details. Note: Keep in mind, editing information in this detail window modifies the master customer record and is only available if you have been granted permissions by your system administrator.
- Class – Use the class field to apply a type to the invoice. This is primarily used in QuickBooks for classification, but can also affect use tax calculations or store locations based on your system settings.
- PO # – If the customer has a purchase order number, it can be entered here.
- Ref # – This is the autogenerated invoice number.
- Invoice Date – This is the date the invoice was created. Based on system settings, the date can also represent the day the invoice was marked submitted to the customer.
- Sales Rep – The name of the salesperson for this invoice. This is inherited from the associated sales order, project, or work order. With appropriate permissions, it can be modified.
- Sales Rep 2 – If the sale has two salespeople, the 2nd user is indicated here. A system setting can automatically transfer the Technical Designer as the Sales Rep 2 on invoices.
- Commission – If a commission calculation is applied to a named salesperson, clicking on the green commission indicator next to their name will open the commission window. If the indicator is grey, there are no commissions for this individual.
- Location – if your company has multiple locations, this field represents which store the invoice was generated from.
The Item Search button is used to add items to the invoice. Clicking the button opens a search window where you can scroll through a list of all the products in the Item Database. Click on a particular item to add it to the last line of the invoice.
To narrow down the list to a manageable list of products to choose from:
- Enter a Manufacturer from the first dropdown list. This filters the item list to only show products by that manufacturer.
- Enter a Category to narrow the list of items down to specific kinds of parts. The category list is dynamic and will display only categories that match the manufacturer selected above.
- The Type field narrows the list even further. This list is also dynamic, showing types of equipment that match the manufacturer and category previously selected.
- Or, use the Wild Card Search to find products that contain specific numbers and letters. Keep in mind, this search looks through the item name, manufacturer, and description fields to find matching characters.
- The Clear All Filters button will blank all four filter fields.
The center of the invoice header will display
- Type of Invoice
- Invoice – standard line item invoice
- Payment Request – a customer-facing Request for Payment
- Delivery Invoice – the internal invoice reflecting goods and services delivered to your customer using an RFP billing method
- Credit Memo – the document used to return goods, and ultimately money, to the customer
- Aging – unpaid invoices will display the number of days past due directly below the invoice type
- Invoice Origination
- Recurring Invoice – invoices that happen on a recurring basis will be labeled as such
- Sales Order Invoice – this label indicates the invoice was created in a Sales Order
Clicking the Scan Items button activates the handheld scanner if it is attached. Typically used in retail or point-of-sale situations, this adds parts to the invoice by scanning the barcode on the item.
When the scanner is in capture mode, the button will change to SCANNING. To exit scanning mode, click the button to return it to the Scan Items state.
Note: The barcode must be added to the Item Detail in order for the scanning function to work properly.
Click the + New Items button to create a new, blank invoice. This is typically done for a standalone invoice. Generally, invoices are created in the Sales Order, Project, or Work Order modules.
A green dot on the QuickBooks button indicates that the invoice has been synced to QuickBooks.
An orange dot on the QB button lets you know that a change to the invoice has occurred after it was synced to QuickBooks.
Clicking the QuickBooks button opens a popover window with several options used to interact with QuickBooks. The options described below may or may not be available depending on the state of the invoice and/or the user’s permissions.
- Do Not Sync with QuickBooks – a check in this box will remove the options to sync the invoice. This is typically used if the invoice was manually entered into QuickBooks and syncing it again would cause a duplicate entry. Checking this box also turns on the green “Synced with QB” dot.
- AR Account – select an alternate AR Account to use if the default is not appropriate for this invoice
- Note: This field will not display if your company does not have an RFP AR Account ( Desktop Only ) account defined in Settings > QuickBooks > Chart of Accounts.
- Push Invoice – this is the button that syncs the invoice to QuickBooks. Depending on the invoice type, the button might display “Push Delivery Invoice” or “Push Payment Request” depending on the type of invoice.
- Push as Estimate – clicking this button will sync the invoice into QB as an Estimate. This is an uncommon option used by some companies who are using their own pseudo RFP process in QuickBooks.
- Push Changes to QB – when a payment has been applied to the invoice after it was previously synced, you will need to sync changes so QB reflects the payment. Other reasons for pushing changes might be if the invoice line items were modified or the tax rate was adjusted after the initial sync. This button is not available if the invoice has not yet been synced.
- Pull Payments from QB – there may be a situation where the invoice payment was entered into QuickBooks instead of into iPoint. In these cases, this button will pull payment details back into iPoint.
- View in QuickBooks – this button allows you to quickly find the corresponding invoice in QuickBooks without having to search for it. If the invoice has not been synced, this button will not be available.
- Process Delivery Invoice – this button is a shortcut that applies any open and available credits to the delivery invoice before syncing to QuickBooks, eliminating the need to manually apply credits.
- View QBO Item Details – QuickBooks Online has stopped providing useful errors when sync fails. This button does a basic check of the item information and lets you know what items are problematic. Click this button to reveal a QBO Items window (detailed below).
- Close – closes the invoice options popover window.
- In order to sync to QuickBooks Desktop, QuickBooks and iPoint must be opened on the same computer where the sync is taking place. This ensures that QuickBooks user permissions are met when syncing transactions.
- If you use QuickBooks Online, be sure to restrict or allow users’ access in Settings > Permission Sets > QuickBooks Sync.
- RFP invoices that do not have a payment attached will not push to QB based on a setting in Settings > Module Settings > Proposals > Accounting > RFP Liability.
Users connecting to QuickBooks Online may sometimes get an error that the invoice sync failed. But wait, there is no explanation from QuickBooks as to what the failure is! What can be done!
Click the View QBO Item Details (available in the Options button described above) to open a popup list that provides details about the items on your invoice.
- Item Name – the name of the invoice line item is displayed first
- Active – this lets’ you know if the item is active in QuickBooks Online. true means yes. false means no. If an item is not active in QBO, then iPoint can’t sync it.
- Inventory – what is the inventory type in QBO? The inventory type in iPoint needs to match, otherwise syncing is a no-go.
- Income – this is the Income GL account as listed in QBO. If they don’t match, you’ll get an error.
- Expense – this is the Expense account in QBO. No match = no sync.
- Inventory – this is the Inventory Asset account as labeled in QBO. Mismatched means errors!
So what are you to do if you have an error?
- Compare the item in the QBO Items list to the Master Item details. Click the Info button on the iPoint invoice line. You’ll now have the ability to compare iPoint and QBO with the pop-up window.
- Click the Rename & Disable button. This will:
- change the name of the item in QBO by adding a .old to the end of the original item
- mark the item in QBO as inactive
- break the link between iPoint and QBO so you can push the item as new from iPoint so that the correct details are in QBO
- Click the Toggle Active button
- this changes the active value of the item in QBO. If it was active before, it will now be inactive. Or vice versa.
Once you’ve fixed the differences between iPoint and QuickBooks Online, try syncing the invoice again. Chances are you’ll find a much happier sync in your future.
Invoices have a number of Options available. Click Here for a detailed description of those options.
First, let’s look at the details on each line on the invoice. Then we’ll explore how to enter and manipulate items displayed.
Line # – the numbers in front of each line are more than just a marker. You have a lot of control here.
- Orange line numbers indicate that the line is an accessory to the parent item above it. Accessory lines are also indented.
- Clicking on a line number gives you options to:
- Insert Line Above – this inserts a blank line above the line you clicked on
- Insert Line Below – this inserts a blank line below the line you clicked on
- Move Up – moves the item up one position. Note: If the item is a parent, the accessories (children) will move with the item.
- Move Down – moves the line item down one position
- Move to Line… – this is used to move a line multiple spaces. Once clicked, you will be prompted to enter the line number you want to move the item to. Note: In Settings > Module Settings > Invoice > Use Dynamic Click to move invoice lines you can opt to use a click-to-move method (instead of entering line numbers). This is a legacy option and can be a bit buggy.
- Nest – this button causes the item to become an accessory of the parent item above it. Accessories cannot have accessories, so the item is added to the next line that is a parent item.
- Gift Card ID – the gift card number will be displayed
- Close – closes the line options popover
A word about nesting items. When a nested item is hidden using the hidden checkbox, the dollar total of the nested item is included in the dollar total of the parent item. However, the quantity of the parent item remains unchained. Let’s look at this example.:
You have a parent labor line called Service Work with 3.3 hours and a price of $330
You have a nested labor line called Service Work with 1.7 hours and a price of $170
Hiding the nested line will result in a line that says Service Work with 3.3 hours and a price of $500. (The quantity does not change, but the price does).
Item – this is the Item Name as defined on the Item Details of the item. You can manually type in an item name to add a new item on the invoice. If you type the letter “F” then the dropdown menu will reveal all parts that start with the letter F. Typing “FL” will then show items starting with the letters FL in the dropdown.
Item Details – clicking the item details icon opens a popover where you can find more details about the item
- The Cost of the item
- – if the listed item is a Labor Item this checkbox will be checked.
- Commission Override lets you change the commission calculation for this item.
- No Commission – excludes this part from the commission calculation
- Percent of Profit – changes the commission calculation based on a percent of the item’s profit
- Percent of Total – changes the calculation to a percentage of the total sales price
- Fixed Amount – sets a fixed dollar amount
- Note: Selecting any of these overrides activates an Override Detail field where you can set the rate at which the commission is calculated
- SPIFF – if the item is paid a flat dollar or bonus amount for selling this item
Note: You must have permission to change commission calculations
- – this button opens a new window with the Item Details from the Items module.
- Also included is the Item Search function so you can find a particular item. This is the same functionality described in the Item Search button in the header of the invoice.
Description – the description of the item as defined on the Item Details card. Once the item detail is populated it can be edited for the sake of this invoice. Changing the description does not modify the master item details. If no Item Name is used, this field also doubles as a comment line.
- There is an option in Settings > Module Settings > Invoices > Allow Rich Text Format in Description that will allow item description to be formatted using the FileMaker format menu.
Quantity – the number of items being sold on this line.
Units – the unit of measure for this line. This also defined on the Item Master but can be modified here if needed.
Rate – the sales price per individual unit. With the correct permissions, you can change this to adjust the sales price for this line item only.
Amount – the extended amount for this line, calculated by multiplying the rate by the quantity
Tax – if the item is taxable, this box will be checked. The line item will then be used to calculate the sales tax displayed at the bottom of the invoice. Clearing this checkbox excludes this line item from sales tax calculations.
Delivered – shows the number of items that have been delivered to the customer. We’ll talk more about this field in the Entering Invoice Lines section below.
Hide – this checkbox causes the line item to be hidden on the printed invoice. This button is only visible on accessories.
- Checking this box causes the line item to be hidden, however the price of the item is included in the printed price of the parent item.
- If the item is a stand-alone labor line, you can check the Hide option to exclude it from the printed invoice. However, the total of the labor will still be displayed at the bottom of the invoice in a labor section of the subtotal.
Delete – click the trashcan to delete the line item from the invoice. You will be prompted to be sure you really do want to delete the item.
Entering Invoice Lines
There are three ways to add an item to an invoice.
- Use the Item Search button – the item selected will be added after the last existing line.
- Use the Item Details button on a specific line. This will replace the existing Item Name with the new item chosen
- Type in a part number and have the auto-complete function help you narrow down the part. Once you’ve found the part, click on the name to commit it to the invoice.
If the item entered has accessories (from the Item Master) you will be prompted to add the accessories.
Select No to only add the item entered.
You can choose to include the accessories as well by selecting Yes. Remember that the added accessories will display as indented on the invoice and will have an orange line number.
The Delivered Items field is more than just information. Yes, if parts have been delivered to the customer, you will see the quantity. however, the field also provides other important visual queues.
– if the item has been requested, the field will be yellow
– once the item has been placed on a PO, the field will turn blue
– after the item has been received and allocated, the field will turn green
– once the item has been delivered to the customer, the field will turn white and the quantity will be displayed.
So let’s look at how to move the product. Click on the field to see the Transaction Details
- Submit Request button is how you can ask the purchasing department to order or allocate this part. Clicking the button will prompt you to enter a “Required By” date.
- Once requested, you’ll see the progress listed
- Requested – means the item has indeed been requested
- Ordered – means the item is on a purchase order. In fact, you can click the green View PO button to see the actual purchase order.
- Allocated – shows how many of the parts have been received or allocated from existing inventory
- Delivered – shows the quantity given to the customer
- Product Request section shows where the product is physically located. You can
- Transfer – the product from one location to another
- Deliver – the product once it has been received
- Remove the product if it is no longer needed.
- Depending on the process you choose, you will be prompted to choose an inventory location to transfer or remove the product to.
- Current Inventory Stock Locations – this section shows current inventory levels.
- Location – defines where the product is stored
- Available – represents the number of items that can be sold to a customer
- Committed – shows you the number of items that are allocated for other customers
- Deliver – this button will deliver quantity out of the particular inventory location
- Serial Numbers – this is the field that stores the serial numbers sold to the customer
- Scan Serial # – lets you scan a serial number with a scanner as opposed to manually entering it
- Remove Serial # – is how you scan a serial number to remove it
Note: It is vital to understand that QuickBooks doesn’t have a staging mechanism as iPoint does. So any invoice that is synced to QuickBooks containing inventory items will adjust the QuickBooks inventory levels and asset value. Or to put it another way, the delivery status of an item in iPoint has no bearing on the inventory adjustments made in QuickBooks. If the item is on the iPoint invoice, an inventory adjustment will be made in QB. Don’t let this dissuade the importance of inventory delivery. Inventory levels in iPoint are definitely affected by the various delivery, ordered, and allocated statuses.
The bottom left of the invoice shows any payments that have been made to the invoice, including the Date Applied, Amount Paid, and Payment Method.
- Clicking on any payment will open the payment details window.
- Payments that have been synced to QuickBooks will be marked with the green sync dot.
Adding a payment is accomplished by clicking the New Payment/Credit button, which opens a Payment Popover. Click here for a detailed description.
Memo & Signatures
The Memo & Signatures button opens a window where you can add extra comments.
- Internal Notes – is a memo field to store information about the invoice. This is only visible here on the invoice.
- Printed Notes – are printed at the bottom of the invoice, directly above the subtotal and payments section.
- Printed Summary notes are included on the line item of the invoice when printed in the summary format. See Invoice Options > Print Options to learn more about this feature.
- Client Signature and Sales Signature can be captured on an iOS device and will be stored here. This is useful for service invoices created in the field. Your customer can sign directly on your technician’s iPad.
- When printing the invoice, it will appear on the left-hand side of the invoice footer. New in version 9.0924
- Save & Close – save the entries made
The References button shows where the invoice was generated.
- Work Orders (tab) – if the invoice was created on a specific work order, you can see it here.
- Go to the work order record by clicking on the View button.
- Add Tasks lets you pull additional tasks from the work order to be billed on this invoice.
- If this is a standalone invoice and you need to create a work order, click the New Work Order button. You will be prompted to add parts and tasks. This button is typically used for over-the-counter or point-of-sale transactions where a technician is going out to install the items purchased. Read more about creating work orders in Work Orders > Details.
- Other (tab) – displays the related Sales Order, Project, or RMA. Clicking the Go button will open the related document.
- If the invoice should be part of a Project, click the New button to pull the customer information to a new Project. Read more about Projects in Projects > Project Details.
- Log (tab) – keeps a running list of who, what, and when transactions were done to the invoice.
The bottom right portion of the invoice display these elements:
To Print – flags the invoice to be printed using the Buk Send Invoices option in Invoices > Invoice List Options > Advanced
To Email – flags the invoice to be emailed using the Buk Send Invoices options mentioned above
To Pay Link – flags the invoice to be emailed with a credit card payment link. Note: this option is available when your company utilizes Credit Card Processing.
Submitted – a check in this box indicates that the invoice has been sent to the customer.
Tax Item – choose a tax rate to be applied to the invoice. This rate is inherited from the customer or the default tax settings.
Tax Rate – the tax percentage is defined by the Tax Item listed above. Tax rates are imported from QuickBooks in Settings > QuickBooks > Lists
Term – defines when the balance is due from the customer.
Tax Code – sets whether the invoice is taxable or non-taxable. Tip: You should set the Tax Item even though an invoice is non-taxable so that when reporting to QuickBooks, you can calculate the total sales for a particular area. Many jurisdictions want a report of all sales regardless of their taxability.
Status – what is the status of the invoice? Is it paid? Is it submitted? Note: Administrators can create additional invoice statuses in Settings > Pop Up Lists > Invoice Status.
Subtotal – the total of all items sold on the invoice
Labor – displays the total of all labor that has been hidden on the invoice body
Sales Tax – the sales tax charged for all taxable items based on the tax rate selected.
Total – the total due, including sub-total and sales tax
Balance Due – the balance due from the customer. Calculated by taking the total less any payments or credit memos applied.