Settings - InvoicesSettings - Invoices

The Invoices tab is where customizations can be made for the invoice creation process in iPoint.

Email & Portal

The first section is where you set up how iPoint communicates with your customers when sending emails.

Default Text

The first field available to customize is the Invoice Title field. This is used if you want to call your invoices something else. (e.g. bill, itemization detail, statement of charges).

Next, let’s set the options on the Default Text tab.

  • Invoice Default Text – this is where you enter what the default email will look like when sending an invoice.
  • Estimate Default Text – the information entered here is the email for sending out estimates from the accounting module.
  • Bill To/Ship To – is where you can modify the address fields on invoices and estimates.

All three tabs work in the same way.

  1. Click in the message or footer text fields and type the email you want.
  2. To include customer-specific information, such as a name, address, job name, or other contact information, place your mouse in the text field and then click the appropriate merge field button to the right.
  3. Formatting options are available, like most word processing programs, but going to the Format menu at the top of the FileMaker Screen. Select font, size, style, or color to modify text in the text entry fields.

Bill To/Ship To

  • On the Bill To/Ship To tab, are two fields, the first for Billing address and the second for Ship To address. Leaving these fields blank will cause iPoint to pull the customer’s full name, street and city, state, zip. If you want to modify that text, enter it here using the merge buttons on the right.
  • Invoice Bill To/Ship To Vertical Position – This option causes iPoint to adjust the text on the invoice to fit window envelopes from various manufacturers. Select a number from 1 to 7. Each increase moves the address fields down 5 points.
    Bill To Settings

Override Invoice Email SettingsOverride Invoice Email Settings

Email

By default, invoices sent to customers are sent from the email address of the individual who is logged in to iPoint. This comes from the user’s email settings defined in Settings > Users > Email. Some companies, however, have a central accounting email like “accounting@acmeav.biz”.

To utilize a single sending email address for invoices and estimates, click the Enable Override invoice Email Account This will activate a number of fields to customize the send email address.

  • Email Display Name – this is the name you want to be displayed. Maybe something like Acme AV Accounting.
  • Email Address – this is the actual email address used. (e.g. accounting@acmeav.biz)
  • SMTP Server – the server Simple Mail Transfer Protocol for your server. You will get these details from your IT administrator or email provider.
  • User name – the login user name for the email address entered above.
  • Password – the password for the email address entered above.
  • Port – email services have specific ports that information is sent through. You will also get this information from your IT admin or email provider.
  • Security – email servers typically employ one of two security protocols, SSL or TLS. Some servers don’t use any protocol. Select the appropriate security protocol as provided by your email administrator.
  • Signature – this field allows you to customize the footer displayed on emails for this account. Any text values can be entered here.
  • Invoice CC Address – When emailing an invoice to a customer, iPoint can automatically send a carbon copy (CC) email to the address entered in this field. This is typically an accounting team member’s email.
  • Invoice BCC Address – The blind carbon copy address entered here will be included on invoices sent to customers and will not be visible to the customer.

Once you have entered all the details for the Override Invoice Email Account, click the blue Send Test button to make sure iPoint is able to send emails using the information provided above.
In the Send Test To popup, enter a valid email address and a sample test message.

  • You will be prompted with a success message if the configuration is entered correctly.
  • If iPoint is unable to send the test message you will be prompted that the email credentials are not valid.

Invoice Payment Portal SettingsInvoice Payment Portal Settings

Payment Portal

If you are utilizing iPoint credit card processing (details in Settings > Module Settings > Beta > Credit Card Processing) this tab is used to set up how the online payment portal communicates with your customers.

  1. First of all, iPoint utilizes the Default Text fields set up previously as the body of the emails.
  2. Next select what email address will be used for customers to reply, either Sales Rep 1 from the invoice or Custom. If the customer replies to the email sent from the payment portal, this is the address where their reply will be sent.
    1. When selecting the custom option you will need to fill in the Reply To Name and Reply to Email fields.
  3. If you want to receive a copy of the payment portal email, check either CC or BCC. This will send a copy of the customer’s email to the person logged into iPoint and sending the invoice message.
    • CC will include the carbon copy address so the customer can see the senders address.
    • BCC will blind carbon copy the address. In this case, the customer will not see that a copy has been sent to the iPoint user.
      Do NOT include PDF as an attachment to the email. By default, iPoint includes a PDF copy of the proposal as an attachment on the email requesting payment. Checking this option will cause the email to be sent without a PDF copy of the proposal. Note that the PDF copy will still be available on the Portal page where the customer adds their signature.
  4. The Payment Processed: SUCCESS is where you customize the message your customers see when their online credit card payment was processed successfully.
  5. Payment Processed: FAILURE is the message displayed to your customer when their credit card payment was not accepted by the processor.

Once you have entered your success or failure messages, click the globe icon to the right to view what your message will look like to your customers.

Settings

At the bottom of the Invoice Settings screen are two columns of options. This is a detailed description of each option.

Left column

Hide Sales Tax – Checking this box will hide the sales tax summary total at the bottom of the invoice. This is typically used for jurisdictions that do not charge sales tax, like Alaska, Deleware, Montana, New Hampshire, and Oregon.

Show Project/SO Name – On the top right corner of the printed invoice are details about the date, invoice number, sales representatives, and terms. Checking this box will also include the associated sales order and project numbers.

Default Delivered Hidden – There is a Delivered field on the invoice by default. This is the field you click into to deliver products on invoices. Checking this box will hide the delivered box. This option is designed for companies that do not host their own iPoint server, and will dramatically improve the response of the invoice window. Ignore this option for self-hosted files.

Invoice Lock If Synced to QB – When this box is checked, an invoice will no longer be editable once it has been pushed to QuickBooks. There is an additional setting in Settings > Permission Sets > Invoices > Allow Override Edit After QB Sync which will grant edit permission to specific users. Note that Admin users always have the ability to edit an invoice, regardless of the QB sync status.

Require Class – Checking this option will require users to select a class on the invoice. Without a class, the invoice will not be able to be printed or synced to QuickBooks.

Hide the Markup Field on invoice layout – iPoint displays the markup dollar amount and percentage for each invoice at the bottom right corner in the subtotals section. Checking this box will hide that information, which is useful when using iPoint as a Point of Sale register for over-the-counter sales.

Hide the Ship To Field on Print Out – By default, there are two address fields on an invoice, Bill To and Ship To. Checking this box will not print the Ship To address.

Auto Archive Invoice when Paid In Full – When the invoice status is marked Paid In Full the invoice will also be marked archived. An invoice is automatically marked paid in full when payments are applied causing the balance to be $0.00. The invoice can also be manually marked paid in full.

Use Dynamic Click to move invoice Lines – A user can rearrange the order of line items on an invoice by clicking on the line item number and selecting Move to Line. By default, the user is presented with a window where they can enter a destination number. With this option selected, a series of bullseyes are presented so the user can select by clicking where the line is to be moved instead of choosing a line number. NOTE: This is a legacy feature and is not recommended.

Show Archived Invoices by Default – Archived invoices are automatically hidden from the list view unless the user chooses to display them using Options > Show Archived. This checkbox will display all invoice. Users will have to manually hide them using Options > Hide Archived.

Invoice Envelope Selection – Window envelopes typically come in two varieties, single window or double window. This option allows you to choose the type of window envelopes used by your company.

Estimate Title Override – Users can create an estimate in the accounting module which is basically an invoice without any payment information or inventory ramifications. Entering a name here changes the name of the Estimate to whatever you want it to be. For example, you might choose “Quote” or “Price Assessment” instead.

Use Customer Full Name – Select this option to show the customer full name instead of the first and last details on Bill To and Ship To. This is a legacy feature and was replaced by the Default Text > Bill To / Ship To option described above. This checkbox will not be visible unless you’ve checked the box prior to the new Bill To and Ship To options.

Always Hide Labor Lines on Customer Invoice – this will make ALL labor lines hidden on invoices, both labor as an accessory and labor as a stand-alone line. This is possible because at the bottom of the invoice in the summary section we break out labor and parts. With this option ticked, the labor totals will continue to be displayed in the subtotals. But no labor lines will display in the body of the invoice.

  • The alternative to this checkbox is to use the Invoice > Options > Print Options and select Hide All Labor Items. This will collapse the labor listed as an accessory into the parent item, but will not hide standalone labor lines.

Allow rich text format in description – When you check this box, the item description field on an invoice can be formatted using the FileMaker Format menu. Unchecked, the description field is not formattable and uses the standard iPoint font settings.

Payment Settings

Require Payment Method – Checking this box will make the Payment Method dropdown a required field on the Invoice > New Payment/Credit entry. If not entered, the user will be prompted to enter payment method when they click one of the Save buttons.

Allow NON-RFP Payments to be applied to Delivery Invoices – By default, Delivery Invoices must be paid by applying credits from payments made on RFP invoices. Checking this box will allow a stand-alone payment, not associated with a related Request For Payment, to be applied toward a Delivery Invoice.

Right column

Use Custom Invoice Template – The header portion of the invoice can be modified to include custom graphics and layout. This is done in Invoices > Options (button) > Advanced (tab) > Use Alternate Invoice Template. Checking this box will cause the template to be used on all invoices.

Invoice Limited Project Report To Related Work Orders OR Time Frame – When printing an invoice that was created from a Project, the user can be prompted to include the Project Report.

  • By default, the Project Report contains multiple pages with the Description of the project, a list of Project Notes provided by the technicians, a list of Work Performed with task status, a Time on Site report, and a list of Parts Added. This report shows all tasks and time entries associated with the project.
  • When this option is checked, the user is presented with a dialog to enter the Task Date Range after choosing to print the Project Report. By entering start and end dates here, the resulting Project Report will only display the Work Performed page and only tasks that were completed within the date range entered.

Don’t Auto Deliver Product – When creating a standalone invoice (not from a project or sales order) iPoint will automatically mark the product as delivered if there is quantity available in the default warehouse for each part. With this box checked, the delivery of the product is completed manually by the user instead.

Automatically Change Invoice Date to Submitted Date When Submitted – In iPoint, submitted means the invoice has been sent to the customer. Invoices can be marked submitted manually, or when prompted after printing, emailing, or converting the invoice to a PDF. This option will cause the invoice data to change to the date that the invoice was marked submitted.

Invoice Lock If Archived – With this box checked, an invoice cannot be modified if it has been marked archived. A user with Admin credentials can always modify the invoice, however.

Prefix Manufacturer name with Item on Printed/PDF Invoice – By default, items printed on the invoice only include the part number and description. With this option selected, the Manufacturer of the part will be printed on the invoice directly in front of the part number.

Add serial numbers to the end of item description on Printed/PDF Invoice – Checking this box will include the serial number field on the printed invoice.

Add Delivered date to the end of the item description on Printed/PDF Invoice – When this box is checked, the delivery date of the line item will be included on the printed invoice.

Invoice Gift Cards – Check this if your company sells and uses Gift Cards. [ Read More ]

Summary Attachments

Do not prompt to attach Work Order Summary – When printing an invoice that was generated from a Work Order, the user is prompted to include the Work Order Summary report. Checking this option will keep the prompt from showing and the Work Order Summary report will not be printed. [ Click here for a Work Order Summary report sample ]

Do not prompt to attach Project Summary – Invoices generated from a Project can include a Project Summary Report. Checking this box will not prompt the user to include the report. [ Click here for a Project Summary Report sample ]

Do not prompt to attach Sales Order Summary – Checking this box will hide the prompt to print the Sales Order Summary report. [ Click here for a Sales Order Summary Report sample ]

Default Print Mode – When printing, emailing or creating a PDF of an invoice from the Accounting Module, there are four options for information to be displayed. Setting the default mode here will create invoices with these options. Keep in mind this default can always be overridden on an invoice by invoice basis.

  • Summary – this invoice shows a single line item description of the work order, project, or sales order name with the total amount displayed. No line item detail is displayed.
  • Hybrid – a hybrid invoice shows line item detail with the item, description, and quantity, but does not include any line item pricing.
  • Summarize Same Item – this option consolidates all of the same items to a single line. So if there were 6 identical receivers on the invoice, the print out will show a single line for the receiver with quantity 6 and the extended price of all receivers combined. Keep in mind that to combine similar line items everything must be identical (item number, description, and price). Any variance will cause the items not to be consolidated.
  • Line Item – this is the standard invoice displaying every item sold on its own individual line.

Default Sort Order – Items on an invoice are displayed in the order they are entered into the software. Using these sort options, you can choose what order the items appear on the printed invoice.

  • Click on the entry field to reveal a pop-over window.
    Default Sort Order
  • Clear the check boxes to reset the print order.
  • Place a check in the box next to the items you want to display first on the invoice (e.g. Labor). You’ll see Labor listed in the order box.
  • Repeat this process until all three checkboxes are filled. The display order will verify the order you chose line item types.

Customer Invoice Summary Overrides

Invoice Summary OverridesInvoice Summary Overrides

Summary totals are displayed at the bottom right corner of the invoice. These options allow you to change the default text to something different if your company wants to call them something else.

  • Parts Title Override – For example, instead of Parts you might want the description to be Equipment.
  • Labor Title Override – For example, instead of Labor, you might want to call it Install.

Hide Parts/Labor Subtotal – Checking this box will hide the parts and labor lines. All other subtotal lines are still displayed.

  • Subtotal Title Override – Change the title of the Subtotal.
  • Total Title Override – Change the title of the Total.
  • Payment Title Override – Change the title of the Payment.
  • Balance Due Title Override – Change the title of the Balance.

Invoice HeaderInvoice Header

Invoice Header

New in Version 9.04 At the bottom right corner of the Invoice Module Settings, you can customize the header details of your invoice. There are nine custom fields available to have printed at the top right corner of your invoice and this is where you define them.

  • Row Name – This is a text field where you can type in the title of the data being included. So, for example, if the first line is the invoice date, you might title the Row Date:. Notice that there is a colon included. If you want to break apart the row name and the row data, you’ll need to include the punctuation.
  • Row Data – This is where you define the hook to the data you want to include. Use the dropdown menu to select the hook for each data row.
    Hide if No Data value – By placing a check in this box, that row will not be displayed. So, for example, there is no sales order reference on a Point of Sale invoice. If you put a checkmark in the SO Name field, it would be excluded on a POS invoice. In fact, the system will condense the lines so there is no blank space between rows.
    • Note: If you want a blank space between two rows, simply clear the Row name and Row Data and uncheck the “Hide if No Data value”. The iPoint will print the blank line.

Available Row Data options include:

  • { Current Date } – the date the Invoice is printed
  • { Creation Date } – the date the Invoice was created
  • { Ref# } – the invoice number
  • { Customer Account } – the account number for the associated customer
  • { Sales Rep 1 } – the name of the salesperson in position one
  • { Sales Rep 2 } – the name of the salesperson in position two
  • { SO Name } – the name of the associated sales order
  • { SO Ref } – the number of the associated sales order
  • { Class } – the class listed on the invoice
  • { Project Ref } – the number of the associated project
  • { Customer PO } – the customer PO number
  • { Status } – the invoice status as set at the bottom of the invoice
  • { Terms } – the terms of when the payment is due
  • { Age } – the aging of the invoice, based on the current date and the terms
  • { Due Date } – the date payment is due, based on the invoice terms
  • { Total } – the total of the invoice (including tax)
  • { Balance Due } – the total of the invoice minus any payments or credits that have been applied
Last modified: 7 Apr 2020

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