invoice settings

See Also:Sales

Invoice

To open the Invoice Settings window, select the Invoice tab. Click once on “Invoice”, or Alt + N.

As we review each of the options, I would encourage you to either place an “X” in the features you wish to utilize or remove the “X” from the features you do not wish to utilize. The “X” can be added or removed by clicking once in the small box to the left of the feature. To make selections for shipping and payment defaults, click on the down arrow and make your selection from the list of options which appear.

Automatically Fill out Weekly Summary - The weekly summary feature is optional. When utilizing this feature, the system will open additional windows when entering class and facial sales. Information entered is combined by the system with sales and calendar information to generate a completed summary.

Calculate Sales Tax Based on Retail - The system can calculate tax for invoices in two ways. “Tax Retail” calculates tax based from the retail value of all product in the invoice, regardless of any discounts or product given away. (recovers all sales tax) When checked this becomes the default setting used when creating invoices. “Tax Subtotal” calculates tax based from the invoice subtotal, resulting in non recovered tax when discounting. The invoice will default to “Tax Subtotal” with this option unchecked. This setting is only a “default”, you can toggle back and forth from within any invoice. You may choose to use the Tax Subtotal option if you are giving a gift with purchase or a discount that you do not wish to charge tax on.

Limited Edition Items in Popup - For most peoples needs, this should be checked. It will allow all limited edition items to appear in the popup window when entering products into the invoice .

Section 2 Items in Popup - When checked, all of the section 2 items will appear in the popup window when preparing invoices. This allows you to use section 2 items as gifts with purchase, or hostess gifts.

Sales Adjust Inventory - When you are ready to begin tracking your sales against your current inventory, this button should be checked. From that point on, any invoice, loan, or inventory adjustment created, whether it be from today, or from six months ago, will adjust your inventory. Therefore, if you need to enter old invoices for a particular customer, you would want to make sure that the feature is turned off while creating the history, and turned back on again immediately afterward. That’s why I recommend if you are going to enter history for particular customers, that you gather it together and choose a time to do the entry when you won’t be disturbed and can remember to turn the feature back on when done. A sticky note stuck to the top of your computer works great as a reminder, like those dishwasher things, dirty/clean, except this time it’s inventory off/inventory on.

If you choose not to use the program for inventory management you may turn the feature off, and not have to worry about it again.

Weekly Summary Reorder Listed Individually This option affects how your weekly accomplishment sheet will be prepared. With this option off, the system will add up your reorders and preferred customer program sales and list each sale type as a daily total. (Reorder Sales for 12/12/99) With this option checked, the system will list each Reorder or Preferred Customer sales individually. (Reorder Sally Smith…)

Use Custom Invoice The system can print a standard “default” invoice or you can utilize a customizable invoice and personalize the look of your invoice. With this option checked, the system will print the customized invoice each time an invoice is printed. Click Customize Invoice to open the customize invoice window.

The invoice can be customized by clicking and dragging the various invoice regions to different locations within the invoice. In regard to the various regions locations the display is basically what you see is what you get. Fonts colors, and other options are edited by double clicking on the region. (To change the font used when the invoice prints your name, double lick on the “Your Name” region and select the font you wish to use) The Custom Invoice can also print an image of your choosing. Double click on the image region and select the bitmap file you wish to utilize. The invoice can print Bitmap and Icon images. (bmp and ico files). When you resize the image region, your image will be resized and stretched along with it. The image can be positioned and resized to any location within the invoice. You can view a sample invoice by clicking on “Test Print”. This will display your invoice (using the first invoice entered into your system) in the reports window. The back colors used with various region title bars can be selected by clicking on “Header Back color” Headers can be Clear, Gray or Black. When selecting black the text will appear in white. As you make changes to various areas of the invoice, click the Test Print button to view the changes. When you have completed your changes, close the window by clicking the X in the upper right corner and be sure that your “Use Custom Invoice” option is checked so that the system will utilize your custom invoice when printing invoices.

Reset To Default - The custom invoice can be restored to the factory default by clicking “Reset To Default”. Resetting the custom invoice will discard any formatting changes you have made and set them back to the original factory settings.

Local Sales Tax - Your local sales tax rate is entered here. This tax rate is used when creating orders and adding contacts. The system is designed to allow contacts to have different tax rates. When you add contacts to the system, this tax rate is used as the contact’s default tax rate. A contact’s tax rate can be changed when creating invoices and will be remembered for future sessions.

Last Invoice # -. The system will assign this number plus one to the next invoice created. The program is shipped with a default of 0 as the last invoice #, if you so desire that number can be changed. If you reset the last invoice # back to an invoice number already used, the system will not allow you to create invoices with duplicate invoice numbers and prompt you with an error message.

Default Ship Via - The selection chosen here will be listed as the contact’s default shipping method when adding contacts. The selection that you make, should be the method you most often used for delivery of product. The Ship Via is similar to the contact’s tax rate and default payment type, they are tracked independently per contact. This setting is only a default used when adding contacts. You can change a contact’s ship via setting when creating invoices.

Default Payment Type - The same rules apply here, as to shipping. The selection that you make should be the most common form of payment you receive. This option too is only a default, it can be changed on individual invoices.

Just to the right of your tax rate and shipping method, you see a box which contains Past Sales information for Year 3, Year 4, and Year 5. When you have been using the system for a few years, the system will enter values into these fields. These fields are only used in charts and graphs when viewing your sales yearly which lists 5 years. You can enter values into Year 3,4,5 to complete the yearly charts in charts and graphs if you do not have individual sales entered for those years. These fields are updated when you run the yearly sales update. See System Settings