This Help Article covers;
⚠️ NOTE: Accepted Estimate Jobs invoicing behaves like a Charge Up Job's Sales Invoice, pulling in Timesheets (Labour), Materials, Site and Ad Hoc items on Get Costs so you can bill the Customer for the true cost of the work.
To Add or Edit a Sales Invoice
Adding or Editing a Sales Invoice is done from the Sales Expandable Section of a Job Page's Sales & Costs Top Tab
Quick Flow:
JOB: XXXX Page
Sales & Costs Top Tab
Sales Expandable Section
[+ADD]
Invoice Details > Check
[GET COSTS]
Add/Edit Invoice Lines
[SAVE]
1. From the JOB: XXXX Page, Press the Sales & Costs Top Tab, then the Sales Expandable Section to display the Sales List, then Press [+ADD] to display the NEW SALES: INVOICE Page
2. From the NEW SALES: INVOICE Page Check/Edit the Invoice Details
⚠️ NOTE: If “Payment Claim Text on Invoice” is ticked, the “Payment Claim From*” and “Payment Claim To*” fields will display which will need Dates Entered before the Sales Invoice can be Saved.
⚠️ NOTE: If “ESC Text on Invoice” is ticked, the “Issuer Name*” and “Issue Date*” fields will display which will need Entries before the Sales Invoice can be Saved.
Example of Customer Invoice ESC
💡 TIP: A Sales Invoice can be addressed to any Customer that is in your Katipolt Contacts, by selecting them in the Customer* field of the Sales: Invoice XXXX Page.
3. From the SALES: INVOICE Page, Press [GET COSTS] and/or Add/Edit Invoice Lines
To [Get Costs]
1. Press the Invoices Sections [GET COSTS] button to display the "Get Cost" popup and display any Unsold/Billable Costs that can be pulled into the Sales Invoice
2. From the "Get Costs" popup, Select "All Un-invoiced Up To Date" (default today's date) that you want to pull in the Unsold/Billable Costs up to (Optional).
💡 TIP: If you select a date prior to the default today's date, consider not ticking the "Mark all current uninvoiced costs as non-billable up to date XX/XX/XX" on Locking the Sales Invoice as un-pulled items after the selected date will be returned to the Unsold Costs and mark as "Non-billable".
3. By default all items will be selected to pull in, Un-Select what you don't want to pull in by un-ticking the left column tickbox, and/or editing the line "Quantity", then Press [GET SELECTED COSTS] to be returned to the Sales Invoice and the pulled items displaying
💡 TIP: Product lines pulled in will display an information icon to the lines left, hover over the information icon to display the origin Purchase Invoice number.
To Add Products to a Sales Invoice (Items already in Products)
Fom the “Product search” field;
Enter a Labour or Product code then Press the Enter key,
Katipolt will search for that Labour or Product and if found display the product,
Select the Product and Enter a Qty, then Press Enter to insert a line for that Labour or Product.
⚠️ NOTE: If the Product is not found Katipolt will display a returns popup of options to select a Product from.
Labour codes can be the standard Labour Codes or you can use a Staff Member's Labour Code
On the Labour Product line there is a date field, dates entered will appear on the Sales Invoice if "Show Labour Dates" is selected
⚠️ NOTE: On [SAVE], the products will sort into 3 Product Categories; "Labour", "Materials" and "Other"
To Add Products to a Sales Invoice (Custom Product)
1. Press the "Add custom product" Icon to display a “Custom Product Line” where you can enter a product that is not in the product files.
2. From the “Custom Product Line”, Enter a Product; Code, Description, Xero Ledger Code, Cost Price, Sell Price and Quantity.
💡 TIP: Custom Products entered CAN be recalled in a future Quote, Purchase Invoice or Sales Invoice lines using the entered Product CODE. When deciding on a Product Code to enter, use a 5-Character Product Code to ensure that you get a better return on future searches.
To Add Products to a Sales Invoice (Ad Hoc Product)
1. Press the "Add ad hoc line" Icon to display an “Ad Hoc Product Line” where you can enter a product that is not in the product files.
2. From the “Ad Hoc Product Line”, Enter a;
Description
Xero Ledger Code
Cost Price
Sell Price and
Quantity.
⚠️ NOTE: Ad Hoc Products entered CANNOT be recalled in a future Quote, Purchase Invoice or Sales Invoice lines, they are "This Invoice only".
💡 TIP: Ad Hoc Products position in a Sales Invoice's Materials Category, Press the More (3 dots) menu button of the Ad Hoc Product Line and select "Set category" to change.
To have Product Lines Auto-Populate
If you have a Product you want to Auto-Populate to all Sales Invoices on [+ADD] Sales Invoice, go to the Product’s Page and tick the Product’s “Auto Populate Sales” tick box then [SAVE].
When you create a Sales Invoice, the product line will Auto-Populate with the product and display the auto-populate icon.
To Add/Display Discount on a Sales Invoice
On a Sales Invoice, a Discount is entered on the individual Product Lines. If you have Product(s) you want to Discount, Enter a Discount percentage in the "Discount" field of the line, then [SAVE]
The Sales Invoice PDF will display the Discount % on the Discounted Product Line
⚠️ NOTE: Until a Discount is entered, the Discount Column of a Sales Invoice PDF will not display.
To Add Sections to a Sales Invoice
Sections can be added to a Sales Invoice to group Labour and/or Products to a specific task. Each Section can have its own Name, Description and Notes.
1. From the Sales Invoice Lines Section, Press the [+ADD SECTION/NOTE] button to display the Section Details Popup
2. From the Section Details Popup, Enter a "Section Name*", "Description" and/or "Note", the Press [CONFIRM] to save and display the new Section
3. Add Invoice Lines as above
💡 TIP: Having entered Sections, these can be dragged to move up and down to re-stack the Sales Invoice display, just Press on the Grab Handle and Drag & Drop in the desired location.
To relocate Labour/Product between Sections;
Select Labour/Product by ticking the Left Tickbox, then Press the [MOVE SECTION] button to launch the Select Section popup
From the Select Section popup, Press the Section* expand options icon, then Select Section and Press the [CONFIRM] button
To Copy "Timesheet" or "Job" Comments to a Sales Invoice Job Description
1. From the Sales Invoice “Job Description” field, Press the Launcher Icon to launch the Job Description popup
💡 TIP: The Launcher Icon will display a red dot if there is a Comment(s) available.
2. From the Job Description popup you can toggle between "Timesheet Comments" and "Job Comments". Press the “+” button of a Comment to add it to the Job Description
3. When finished, Press the [CONFIRM] to return to the Sales Invoice Page
⚠️ NOTE: On returning to the Sales Invoice Page the Job Description field displays any added Timesheet and/or Job Comments which can be edited to suit.
To Save a Sales Invoice
When you have completed building your Sales Invoice, Press [SAVE] OR from the Save dropdown select option [Lock]
[SAVE] – You can continue editing at a later time
🔓 Lock – Locks your Sales Invoice, and if you have a valid Xero connection, will send the Sales Invoice to Xero
On [Lock] a popup allows you to select further actions;
Mark this Invoice in Xero as “Sent” – Puts the “Sent” mark on it in Xero
Mark Job as complete - Marks the Katipolt Job-status as “Complete”
Mark all current uninvoiced costs as non-billable up to date dd/mm/yyyy - Any current cost will be ignored on the future [GET COSTS]. Any new costs will pull in on [GET COSTS]
Sent to Xero as one line - Sends the Sales Invoice to Xero as one line
⚠️ Note: If the Sales Invoice has both positive and negative quantities, the "Send to Xero as one line" will be auto-ticked as Xero will not import Sales Invoices with both positive and negative Qty lines.
Sales Invoice Top Tabs Overview
Following the initial [SAVE] the below Top Tabs will display;
Overview: This is the Sales Invoice landing Page, here you can Add, Edit and View, the Sales Invoice details
Correspondence: Here from the;
Emails Expandable Section - View or Add any Emails associated with the Sales Invoice and/or Credits Notes
Files: Add or View any Katipolt "Files" or View any "Attachments from Site" loaded from Katipolt Mobile App to this Job
To Select/Edit the display of a Sales Invoice PDF
1. Press the Sales Invoice's [PREVIEW & SEND] button to display the Invoice Preview popup
2. From the Invoice Preview popup, Press the Settings Icon ⚙ to display the Settings popup, Edit to suit, then Press [SAVE] to save and return to the Invoice Preview popup
⚠️ NOTE: The Settings default Presets looks up to the selection at Company Settings unless over-ridden at the Customer's Settings
⚠️ NOTE: Any Settings Editing at the Sales Invoice are remembered for the logged-in User, I.E. other Users will see the default Presets view. The current Settings will be used for the next Sales Invoice, I.E. any editing is carried forward to the next Sales Invoice, and so on.
To Email your Sales Invoice
1. From the Sales Invoice's Invoice Preview popup, Press the [EMAIL] button to display the EMAIL popup
2. From the EMAIL popup, Enter/Edit the Email fields then Press the [SEND] button to send
⚠️ NOTE: The [EMAIL] button will not liven until the Sales Invoice has been Locked and if you have a valid Xero connection, the Sales Invoice has synced to Xero and the Xero/Katipolt Total is confirmed.
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💡 TIP: Sales Invoices send to the selected Primary Billing Contact. If others are to be copied in, enter their email into the "Cc" field, OR if to be regularly included, tick the “Include in Billing Emails” tick-box of that Contact Person to auto-populate.
💡 TIP: To re-send the Sales Invoice, repeat the steps above.
To Attach a File, Form or Certificate to your Email
1. From the EMAIL popup, Press [ATTACHMENTS] then Select “Attach new file” OR “Browse existing files” to add attachments
[Attach new file] - Navigate to external files to select
[Browse existing files] - Select from files preloaded/saved to Katipolt Files
To Edit the Sales Invoice
Open the Sales Invoice, make changes and Save again OR if the Sales Invoice has been locked, unlock, make changes then Save and Lock again.
⚠️ NOTE: If the Sales Invoice has been "Paid", it cannot be unlocked.
To change the Customer on a Sales Invoice
If you need to change the Customer on a Sales Invoice, change the Customer on the Job Page OR Select another Customer from the Sales Invoice's Customer* field, then Press [SAVE]
💡 TIP: If the Sales Invoice has been [Saved & Locked] you will need to [Unlock] it to change the Customer in the Sales Invoice's Customer* field.
⚠️ NOTE: If the Sales Invoice has been "Paid", or a previous Sales Invoice for that Job has been "Paid", you cannot edit the Customer of the Job.
To Void a Sales Invoice
⚠️ NOTE: Voiding a Sales Invoice is a "Last Resort" as they can be Unlocked and Edited up until they are marked as Paid/Part Paid, or another Sales Invoice is created.
1. From the Sales Invoice Page, Press the "More" (3 dots) menu then select the [Void invoice]
