Overview
The Invoices screen is used to generate invoices, export data in account system formats or Excel, and create Invoice Reports.
Screen Location
To open the Invoices screen,
Select the Accounting tab
Select the Invoices button from the navigation bar
Menu
Option | Description |
| Actions... | |
Export Invoice - Xero | Download a file of the selected invoices in a format used to import into Xero accounting software. Skip zero charges - will not export records with a zero amount in the price |
| Export Invoice - Quickbooks | Download a file of the selected invoicesin a format used to import into QuickBooks accounting software Two options are available when exporting data: Skip zero charges - will not export records with a zero amount in the price |
| Export Invoice - Excel | Download a file of the selected invoicesin Excel format One option is available when exporting data: |
| Delete Invoice | Delete the selected invoice(s) A confirmation prompt will appear at the top of the screen asking to confirm before deleting. If deleting multiple invoices, this prompt will show for each invoice deleted. |
| Reports... | |
| Invoice Report | Generate an invoice report in PDF file format to be downloaded or emailed. See Invoice Report below for more details about the Invoice Report options. |
Navigation
The Invoice data will display once the user selects the Search Magnifying Glass or pressing Enter on the From Invoice Date field.
Sorting Columns
Any field with the sort icon can be selected to sort by that column
| Sort Icon |  | Ascending Order |  | Descending Order |  |
Searching
1. The Search Invoices box does a contains search in the fields company code, company name, and invoice number. Entering two words will perform an AND search.
2. The From Invoice Date field limits the search to only invoices with an invoice date greater than the date entered.
Invoices List
Column | Description |
| CheckBox | Selecting rows is used when performing export of data or creating invoice reports. All rows on the current page can be selected by selecting the checkbox in the header row. Multiple rows can be selected by selecting a row and holding down the Shift key and selecting a row lower or higher and all rows between will be selected. |
Company | The company code and company name. E.g. ABC123 - ABC Trucking INC |
| Invoice Number | The number assigned to the invoice when it was generated |
| Line Items | The number of line items in the invoice |
| Invoice Amount | The total amount of the invoice |
| Created Date | The date the invoice was generated |
| Invoice Date | The invoice date |
| Exported Date | The last time the invoice was exported. This will update to the current date if the invoice is exported after it has already been exported. |
Invoice Report
The standard report screen will show with the following options on the Invoice Report.
1. Charges will be grouped and totaled by regulatory mode
2. Charges will be grouped and totaled by the company work location
3. Charges with zero price will be omitted from the report
4. Include Excel File will include an Excel file in addition to the PDF file in the email sent
5. Email addresses for employees setup with the Report-Accounting-Invoice notification will be automatically shown
6. The accounting invoice template will be used to populate the subject and body of the email. This can be modified before sending if needed.
7. Selecting Download all as 1 PDF will download all companies into a single PDF grouped and totaled by company.
Selecting Send will send out each report to the designated email addresses for each company.
