Creating an Invoice

  • Updated

Does your navigation menu bar look like this? 

imageNewnav.png
Read our Support article about changes we are making, New BigChange Navigation Bar – BigChange

 

Invoices can be created in a number of ways in JobWatch:

  1. Navigate: CRM →  [side menu] Financial documents → [icon] New financial document 5. Financials.png
  2. Navigate: CRM → [side menu] Contacts → select Contact name → Edit → [tab] Financial → [icon] Add + Financial - 48.png
  3. From accepted quotations. Navigate: CRM → [side menu] Financial documents → Documents → select Quotation →[icon] Mark accepted:Financial - 49.pngThen select Create an invoice:
  4. Financial - 50.png
  5. Navigate:  Schedule → select Job → View → [tab] Financial → [icon] Create financial documentFinancial - 51.pngor alternatively, from only ticked item from the list of itemsFinancial - 52.png

By way of an example, let's take a closer look at this fourth option, creating a financial document against a job.

Financial - 53.png

  1. Click to add a financial line item either: manually freehand; through a predefined item which has been set up in the back office ([Top menu] Profile (icon) → Admin Settings → [side menu] Financial → Predefined invoicing item); or as an item of stock or equipment which has been added in the back office (Stock & Equipment → [icon] Add stock or equipment).
  2. Change the quantity if required.
  3. Enter the nominal code if required. If Nominal codes have been set up in the back office ([Top menu] Profile (icon) → Admin Settings → [side menu] Financial Nominal codes) then they will appear as dropdown options once you begin to type.
  4. Enter the department code, usually used in Sage. If Department codes have been set up in the back office ([Top menu] Profile (icon) → Admin Settings → [side menu]Financial Department codes) then they will appear as dropdown options once you begin to type. Please note that fields 3 &  4 only appear where some options have been set up in the back office.
  5. Enter a description of the financial line item if you have selected the 'Add item' option (otherwise it will have auto-populated).
  6. Enter the cost of the financial line item if you have selected the 'Add item' option (otherwise it will have auto-populated).
  7. Enter the selling price of the invoice item if you have selected the 'Add item' option (otherwise it will have auto-populated).
  8. Enter the VAT code. The dropdown list will only be viewable if VAT codes have been set up ([Top menu] Profile (icon) → Admin Settings → [side menu] Financial VAT codes). If you have not set up VAT codes, a text box will be displayed, allowing you to type in the VAT percentage.
  9. The VAT amount is automatically calculated.
  10. The gross amount is automatically calculated.
  11. If you click on the 3 line menu (burger) icon, it will open a menu that allows you to 'Move up', Move down' or 'Delete' line items.

Once your invoice has been created, you can switch over to the CRM tab view and the side menu Financial documents.  If you click on the invoice you just created you will now be able to carry out additional actions.

  • Clicking on the pdf icon will open a 'File...' popup, allowing you to either download a copy of the pdf (it appears at the bottom left of your screen), email it to the customer, or attach it to the Job.

Financial - 54.png

You can click to Mark the invoice as sent which will add a date and time stamp in the 'Date sent' column.  If an invoice is later re-sent, then you can adjust the countdown for your payment terms to reflect the new send date if preferred. Navigate to: [Top menu] Profile (icon)Admin Settings [Quick links] General account settings → [section] Financial → Overdue calculation resending invoice:

Financial - 55.png

  • Where the invoice has not already been attributed to a specific job, job group, job group template, etc, you can do that here by clicking on the 'Assign to job' icon and completing the resulting popup:

Financial - 56.png

Financial - 57.png

  • By clicking the Edit icon you can make changes to the invoice and also add a part payment. Click on the Edit icon and then on the Payments tab:

Financial - 58.png

Now click on the 'Add+' icon and a new 'Record a payment' popup will open:

Financial - 59.png

Complete the form, changing the payment amount to reflect the part payment:

Financial - 60.png

The Edit Financial Document screen will now have altered to reflect the part payment:

Financial - 61.png

This can be repeated as necessary until the full balance is paid.