Hire Manager Invoicing

Hire Manager Component Only

To access the Hire Manager invoicing window, go to the Hire Manager area and select from the main menu Hire Entry, Invoice Job.

Use this facility to create invoices based on the information stored on your Hire Management job cards.

Settings On The Options Tab

Only Invoice Selected Job

Only the currently selected hire job will be invoiced if the entry is selected. This is the default setting.

Invoice All Open Jobs

CAPITAL will invoice (or try to invoice) all jobs that are currently open in the system.

Invoice All Marked Jobs

Only jobs that have been 'marked' will be invoiced.

You can selectively mark jobs by clicking on the clipboard found at the bottom left corner of the Hire Manager window. The job is marked when a red arrow ticks the clipboard.

Only For Category

This option is only selectable if you have specified to bill all open or marked jobs. You may use this feature to further restrict which jobs will be invoiced by entering a customer category code here.

This can be particularly useful if you need to invoice using different billing cycles. For example, you can set-up different jobs with different category codes in order to selectively bill customers weekly, fortnightly, monthly, etc. The first group of customers might have the category "WEEK". You could then:

1. Select 'WEEK' as the category code.

2. Select Invoice All Opened Jobs

3. Press the Invoice button to Start invoicing.

This could then be run on a weekly basis. The monthly group could be invoiced at the end of each month, etc. These accounts may have the category code 'MONTH' and so on.

Invoice Until

This is the number of days to invoice up to, commencing from the last time each individual item has been invoiced. If the item has not been invoiced before, the initial item entry date is used. You can change/override the default invoicing date, which sets itself to the end of the month by default. If you wish to invoice up until the present, enter today's date.

For No. Of Days

Enter the number of days to invoice. If you wished to produce an invoice for the next 7 days, then you would enter 7 here. Note that the Invoice Until date will be recalculated based on the number of days to invoice to.

Only Invoice Returns

Only regular sale items and items that have been returned will be invoiced if this option is ticked. They will be invoiced from last invoiced date (or first entry date if there was no prior billing date) until the date they were returned. This is useful if you wish to immediately produce an invoice based on returned goods. Otherwise, the standard invoicing options mentioned above will automatically include returned goods when they are run.

Settings on the Special Tab

Press the Special tab button to view special option settings. These options will give you some measure of control over the appearance of invoices and which items are to be included on those invoices.

Stock Items - Itemize Entries

Tick this option to include an itemized list of the hired items for the job on the invoice. If this option is not ticked, stock items will be listed on the invoice in "hidden" mode (won't print on customer copy).

One-off sale items are always itemized, regardless of this selection setting.

Add Job References On Invoice

Tick to transfer hire job number and other reference information, such as the billing date, onto the invoice.

Release Marked Entries Only

Allows you to selectively invoice stock items. Only stock items that have been ticked will then be included on the invoice.

Invoice Sale Items Only

Only items that are non-hire will be included on the invoice if this option is ticked. This is useful if you wish to bill, for example, cash sale items immediately, but not worry about the hired items until the goods are returned.

Manually Inspect Invoices

This option can be deselected if you do not wish to view the invoice before creating it.

Print Invoice Immediately

Select or deselect this option to turn immediate invoice printing on or off.

Hints & Tips

• Goods are always billed at the current charge rate/discount. This includes items that have been returned, even if the rate was different at the time of the return. You should always bill returns before you change rates if you wish to bill at an old rate.

• If you have not assigned an account code to a job card before invoicing, job reference information will NOT be transferred onto the original invoice, irrespective of the Add Job References On Invoice setting.

• While CAPITAL will allow you to add extra stock and non-stock items onto invoices after they are presented for totalling, this practice should be discouraged. Items that do not relate to the current job should be invoiced out separately via the regular invoicing system.

• Don't confuse 'marking' of individual stock items with marking of entire jobs--particularly during invoicing. The 'marking' (ticking) of jobs enables to select which jobs to invoice. The 'marking' of stock items enables you to select which 'stock items' to include on those selected job invoices.

• The To Bill field on your status screen represents total charges (amounts to bill) less actual invoice totals. You should assign stock entries to jobs BEFORE you invoice. If you add them to the invoice 'on the fly', these do not become part of the originating job's billable charges.

• As tax is both a cost and a charge, the To Bill field may be misleading if you enter, for example, your jobs ex tax, and then invoice including tax. You should change the tax status of the job before you begin invoicing.