All-In-One Field Service Management Software by Aptora

Invoice

/*#main .fusion-row { max-width: 100% !important;}*/ /*.fusion-header-wrapper .fusion-row { max-width: 100%; }*/ /*#content { width: 75%; float: right; text-align: left; } body.has-sidebar #content { width: calc(100% - 23% - 80px); } */

Invoice/Sale/Credit/Estimate List CDV (report)

Using the Invoice/Sale/Credit/Estimate List Report CDV

Type: Custom Data View

Reports Included: No

Description: List of Invoices, Sales, Estimates, and Credits with analysis information attached. This CDV is current limited to transactions for the last three (3) years.

Drill Down: Yes, opens transaction (Tran Type)

Columns and data for the Invoice/Sale/Credit/Estimate List Custom Data View are outlined below:

Column Name Form Field Notes
Cust:Job Name Invoice/Sale/Credit/Estimate Associated Transaction Customer:Job Name
Tran No Invoice/Sale/Credit/Estimate Transaction Header Number
Tran Date Invoice/Sale/Credit/Estimate Transaction Header Date
Tran Type Invoice/Sale/Credit/Estimate Transaction Header Type
Tran Status Invoice/Sale/Credit/Estimate Status
Tran Subtotal Invoice/Sale/Credit/Estimate Subtotal
Tran Tax Invoice/Sale/Credit/Estimate Tax Total
TranUseTax Invoice/Sale/Credit/Estimate Use Tax Total
Tran Total Invoice/Sale/Credit/Estimate Total
TranBalance Invoice/Sale/Credit/Estimate Amount Due
Date Paid Invoice/Sale/Credit/Estimate Calculated Field This is the date the last payment was applied making the Invoice or Credit Memo balance zero.
TranLaborCost Timesheets Calculated Field Sum of line item cost or item’s labor cost for all items that are service items marked as Used for Labor Only Note: Labor Minutes is an item preference which must be enabled and labor minutes allocated to the invoice items.
TSLaborCost Timesheets Calculated Field Sum of timesheet hours times hourly rate where the Work Order is assigned to the Timesheet for the technician.  These rates may be reviewed in the Job Costing Time Sheet Details CDV.
Labor Burden Company Preferences & Timesheets Calculated Field
Total Labor Timesheets Calculated Field Sum of TSLaborCost plus Labor Burden
SA Discounts Invoice/Sale/Credit/Estimate Calculated Field Sum of all discount type line items which as Service Agreement Discount types within the transaction
Total Discounts Invoice/Sale/Credit/Estimate Calculated Field Sum of all discount type line items within the transaction
TranPartCost Invoice/Sale/Credit/Estimate Calculated Field Sum of transaction cost for all items that are not service items marked as Used for Labor Only plus TranUseTax.
TranTotalCost Invoice/Sale/Credit/Estimate Calculated Field Sum of TranTotalCost plus Total Labor Burden
GrossProfit Invoice/Sale/Credit/Estimate Calculated Field Difference Tran Total minus TranTotalCost
PercGP Invoice/Sale/Credit/Estimate Calculated Field Results of TranTotalCost divided by % of Tran Total
Internal Memo Invoice/Sale/Credit/Estimate Internal Memo
Tran Department Display Invoice/Sale/Credit/Estimate Transaction Header Associated Department Display
Tran Department Name Invoice/Sale/Credit/Estimate Transaction Header Department Name
Tran Department Alias Invoice/Sale/Credit/Estimate Transaction Header Associated Department Alias
Tran User Created Invoice/Sale/Credit/Estimate Security Label
Tran Date Created Invoice/Sale/Credit/Estimate Security Label
Tran User Revised Invoice/Sale/Credit/Estimate Security Label
Tran Date Revised Invoice/Sale/Credit/Estimate Security Label
From Mobile? Invoice/Sale/Credit/Estimate ***** Yes if created in the Aptora Mobile II application.  No if created in the desktop application.  No includes migrated transactions.
Cust:Job Display Name Invoice/Sale/Credit/Estimate Associated Transaction Customer:Job Full Name
Tran Bill To Line 1 Invoice/Sale/Credit/Estimate Bill To Line 1
Tran Bill To Attn Invoice/Sale/Credit/Estimate Bill To Attn
Tran Bill To Address Invoice/Sale/Credit/Estimate Bill To Address
Tran Bill To Address2 Invoice/Sale/Credit/Estimate Bill To Address2
Tran Bill To City Invoice/Sale/Credit/Estimate Bill To City
Tran Bill To State Invoice/Sale/Credit/Estimate Bill To State/Province
Tran Bill To Zip Invoice/Sale/Credit/Estimate Bill To Zip/Postal Code
Tran Bill To County Invoice/Sale/Credit/Estimate Bill To County
Tran Work Line 1 Invoice/Sale/Credit/Estimate Work Address Line 1
Tran Work Attn Invoice/Sale/Credit/Estimate Work Address Attn
Tran Work Address Invoice/Sale/Credit/Estimate Work Address
Tran Work Address2 Invoice/Sale/Credit/Estimate Work Address2
Tran Work City Invoice/Sale/Credit/Estimate Work Address City
Tran Work State Invoice/Sale/Credit/Estimate Work Address State/Province
Tran Work Zip Invoice/Sale/Credit/Estimate Work Address Zip/Postal
Tran Work County Invoice/Sale/Credit/Estimate Work Address County
AR Account Invoice/Sale/Credit/Estimate Invoice/Credit Accounts Receivable COA Affected
Account Number Customer:Job Payment Tab Account Number
Sales Rep Invoice/Sale/Credit/Estimate Associated Transaction Sales Rep Name
Sales Rep Alias Invoice/Sale/Credit/Estimate Associated Transaction Sales Rep Alias
Sales Rep First Name Invoice/Sale/Credit/Estimate Associated Transaction Sales Rep First Name
Sales Rep Last Name Invoice/Sale/Credit/Estimate Associated Transaction Sales Rep Last Name
TranID Invoice/Sale/Credit/Estimate Table ID of Transaction
CustID Invoice/Sale/Credit/Estimate Table ID of Customer:Job
Generated Date Custom Data Viewer **** Date the CDV data was generated
Generated Time Custom Data Viewer **** Time the CDV data was generated

Setup and Usage of Customer Locations

Introduction

Customer locations provide the ability to assign and track work by varies addresses without creating multiple Customer:Job records. This location will be available for selection on work orders only. With the addition of the location tracking, the location will flow into the line items of invoices with the location association for the work order items used.  Locations will contain no history as the history all belongs to the Customer:Job record.

Activation

Customer locations is a premium feature that must be purchased and activated from Help | Premium Features.  This feature is a one-time fee of $499.00 and $69.00 – $109.00 annually for support renewal.  If you are an Aptora Hosted customers, the feature is included in your month agreement pricing.

Once activated, you are ready to begin entering locations for your customers.

Location Setup

Locations may be setup from Customers | Lists | Locations or by right clicking on a Customer:Job and choosing the option to Add Location.

The location form includes the following information:

  1. Customer – This field is a dropdown selection that will display the customer list for only customers that have are the master customer record. All locations must have a customer selection to save the record. On edit of an existing record, this field will be disabled.
  2. Location Name – This is a text field to enter the name of the location. All locations must have a name entry to save the record. This field has a max character entry of 100 characters.
  3. Description – This is a text field to enter the enter information about the location. This field has a max character entry of 255 characters.
  4. Contact Name – This is a text field to enter the enter a contact for the location. This field has a max character entry of 100 characters.
  5. Address – This is a text field to enter the enter an address for the location. This field has a max character entry of 50 characters.
  6. Address 2 – This is a text field to enter the enter an address for the location. This field has a max character entry of 50 characters.
  7. City – This is a text field to enter the enter a city for the location. This field has a max character entry of 50 characters.
  8. State/Province – This is a text field to enter the enter a state/province for the location. This field will has a max character entry of 30 characters.
  9. Zip/Postal – This is a text field to enter the enter zip/postal code for the location. This field has a max character entry of 20 characters.
  10. Country – This is a text field to enter the enter a country for the location. This field has a max character entry of 30 characters.
  11. Phone – This is a numeric field to enter the enter a phone number for the location. This field has a max character entry of 20 characters.
  12. Alt Phone – This is a numeric field to enter the enter an alternate number for the location. This field has a max character entry of 20 characters.
  13. Latitude – This field will be disabled and display the Latitude for the zip/postal code entered.
  14. Longitude – This field will be disabled and display the Longitude for the zip/postal code entered.
  15. Payroll Tax – This section allows for selection of the Customer:Job payroll tax to calculate when work is performed at this location.

Location Usage and Selection

Within a work order, you may select a location in the Track to Location drop down.  When a location is selected on a work order, the address of the location will populate in the Work Address of the work order. You will also see the location name appended to the WO number in all work order selectors throughout the program.

With the Locations Premium Feature, invoices will now contain the WO column in the item grid.  As you add work orders to invoices, the work order location will also append to the invoice/sale/estimate/credit.  You may manually make this association as well.  If assigning work orders within the Assign Work Orders form on the invoice/sale/credit/estimate, the items on the work order will append the WO -location based on your preference selection for items.  Please Note: You may opt to show this column in the Form Preferences of the invoice/sale/credit/estimate.

Only the Custom Styles offer the ability to include the location address information.  To see these details, please add the desired fields to the details section in the designer. At this time, locations are only available for selection in the desktop application.  It will be extended to additional programs in the future.

Zone Pricing – Setup & Usage

Introduction

Zone Pricing allows for up to twenty (20) zone price level pricing for items that may be applied during invoicing.  This pricing will work similar to the Markup feature.  When a zone is assigned on an invoice/sale/estimate/credit, the item retail price will be populated to the selected item zone pricing.  This feature would overrule any markup applied.

Zone Pricing Activation

The zone pricing is a premium feature that must be purchased and activated from Help | Premium Features.  This feature is a one time fee of $499.00 and $69.00 – $109.00 annually for support renewal.  If you are an Aptora Hosted customers, the feature is included in your month agreement pricing.

 

Premium Feature Zone Pricing

Once activated, a new preference option will appear under Edit | Preferences | Items | Company Preferences.  This preference will be called Enable Zone Pricing.

 

Preference Zone Pricing

Invoice Item Setup

When the preference for Zone Pricing has been enabled, two tabs will appear under the Setup Bins and Reorder Points.   One tab will include the Item Bins information. The second tab will include the Zone Pricing.  This tab will only be visible when the Enable Zone Pricing feature has been activated and enabled. Zone Pricing may be added to any item type that is inventory part, serialized and with the special purchase box checked; other charge, service, and non-inventory part.

 

Zone Pricing

The Zone Pricing tab includes the following information:

  1. Zone – This column is numbered one (1) through ten (10) as predefined zone numbers. An item may have no more than twenty (20) pricing zones.
  2. Alias – This is a text field to enter the enter a unique alias for the zone pricing. This field will have a max character entry of 10 characters.
  3. Description – This is a text field to enter the enter information about the zone. This field will have a max character entry of 100 characters.
  4. Price – This is a numeric field to enter a value for the zone’s retail price for the item. This field will be formatted with up to 5 digits to the right of the decimal.
  5. Labor Minutes = This is a numeric field to enter a value for the number of minutes allocated to this zone.  This field allows for entry of 0 to 9999.

Please Note: It is advised to devise a uniform Zone Mapping your company will follow.  While you may define the Abbreviations by item, you may not change the Zone order.

Customer:Job Form Zone Selection

A default Zone Pricing may be added to the Customer:Job List Additional Info Tab in the existing Markup Method field. When a zone is selected, the display in the field will be populated with the Zone Number.

 

ZP Customer

 

Using the Customer Zone Pricing

When a customer has a zone pricing option selected and an item has zone pricing setup, the following will occur:

  1. The Invoice/Sale/Credit/Estimate header field will populate with the customer’s Zone Pricing.
  2. Each line item added will also have the Zone Pricing column will populate with the customer’s Zone Pricing.
  3. The Price Each will populate with the item’s Zone Price.

 

ZP Invoicing

When selecting an item on a work order for a customer with zone pricing selected, the line item Price Ea. will populate with the item’s Zone Pricing.  The footer of the grid will also include a label indicating the Zone Pricing is applied.

 

ZP Work Orders

 

 

PLEASE NOTE: The Aptora Mobile II application will also follow the Zone Pricing rules for pricing in a future update. 

Handling Core Charges and Returns

Core Charges Defined

A “core” is a used and non-functioning part that can be recycled and sold as a remanufactured part. Some of the recyclable parts that manufacturers consider core parts are water pumps, motors, circuit boards, certain air conditioning compressors, and more. The return of core parts to the manufacturers lowers the cost of the parts and related repairs. A core item may also be an item that will not be manufactured but contains valuable materials such as copper and aluminum.

A core charge (or fee) is a customer deposit, usually limited in time where the customer can return the item and get a refund. If the core item is not returned, the core charge becomes income. Some cores have no value because of their condition.

In some cases, the technician collects the item at the time of the repair. In that case, the customer receives their credit at the time of the service call.

Core Expenses

It is also possible that the service company may not charge a core fee but they are willing to pay for core items. For example, a company might be willing to pay for certain items that have scrap value. Items that contain copper and aluminum might be purchased and resold for a profit. In this case, there is no “core charge” but there will be a core expense and eventually core income.

Example Scenarios

  1. You remove a water pump from a car and take it to an auto parts store for a replacement. They will sell you a water pump and charge you for the core. They will immediately credit you the same amount for the core since you brought it with you. The auto parts store sends the water pump to a company that will recondition it and they get paid for those cores.
  2. You go to the auto parts store for a water pump. They will sell you a water pump and charge you for the core. They will credit you back the same amount once you come back with the old water pump (the core). The auto parts store sends the water pump to a company that will recondition it and they get paid for those cores.
  3. You might purchase a radiator from a parts store. They do not charge you a core fee. You might sell that radiator back to the store or any other company that buys scrap metal.
  4. You run a service call and replace a circuit board. That board has a value of $30.00 if it is returned to the manufacturer for reconditioning. You replace the board and optionally charge the customer for the core. You immediately give them credit for the core since you are onsite and will take the circuit board with you. The office collects the cores from each truck and sends them back for credit.

Total Office Manager Setup

Management Decisions

Before you setup Total Office Manager to manage your core items, you must make some management decisions. Pretend as if you did not have software and the entire policy and policy and procedure was going to be handled with paper and pen. You have to work out the entire manual process first before applying that process to software.

One decision you must make is how detailed you want your financial reporting for core item activity. Most companies will have a single income account and a single cost of goods sold account for all core items. Do you wish to offset the core charge (income from the customer) with the core expense (money paid to the customer) for each specific item? That method will give you more detailed information but it will require far more work to set up, manage, and audit for accuracy. Our example below considers a simplified approach that offers a good combination of financial reporting and daily simplicity.

  1. Create an “Other Charge” item called Core Charge. The Item Number might be “CoreCharge”. It is up to you whether you have an item for each specific to the part. This item will create income so you will need to select an existing income account such as “Parts and Materials” or “Other Income”. You may also create a new one specific to Core Charge income.
  2. Create an “Inventory Part”. The Item Number might be “CoreChargeReturn”. It is up to you whether you have an item for each specific to the part. This item will increase your inventory balance when you receive the “Core” from your customer and it will reduce inventory when you return it to the vendor. The following account selections may look odd but it is very important that this step be followed closely.
    1. In the Income selection, select the “Inventory” asset account.
    2. In the COGS selector, select the same asset account as above.
    3. In the Asset account selection, select a COGS account (ex: Parts and Materials).

CoreChargeReturn

Tips

  1. Items have a Copy feature located under the Item Menu button. You may use this to speed up the process of creating similar items.
  2. When the “CoreChargeReturn” item is added to an invoice with a negative quantity, it will increase your inventory balance. You will do this when you receive the “Core” from your customer. It will reduce inventory when you return it to the vendor.
  3. If you have items that will also include a potential core return, consider adding “(core return eligible)” to the end of the item description.
  4. If you are using a generic Core item description, always, enter a good description of the item you are returning in the item description field.
  5. If you are unable to locate the Chart of Account you are looking for when setting up your items, please be sure to turn off Smart Account Selection Filtering. See the image below.
  6. If core charges are sometimes a percentage of the item being sold, consider setting up an item using the Other Charge – Percentage item type. When this item is added just below the new item, the core charge will be applied automatically. You can always change the percentage later or add several items for each percentage rate you need.

Core Preference

Usage in Total Office Manager

  1. Create invoices and sell items as usual.
    1. When you wish to collect a core fee, add the “CoreCharge” item to your invoice. This will create income. It will not create a Cost of Goods Sold or affect your Inventory Balance. Add a proper description and price (if needed).
    2. If you are receiving a core, add the “CoreChargeReturn” item to the invoice. Use a negative quantity sold (enter -1). This will reduce your income and add this item to inventory. Add a proper description and price (if needed).
    3. Create a Vendor Credit using the “CoreChargeReturn” item. This will create a credit for that Vendor that can be applied to a vendor bill at a later time. This action will also relieve inventory for that item. Obviously, this item will need to be physically returned to the Vendor. This action may need to take place first. The paperwork the Vendor gives you will be used to enter the Vendor Credit.

A More Detailed Methodology

If you wish to have more detailed financial reporting, here are some other options to consider. We have provided several easy things that you can do to improve your core related reporting. There are others that will require far more effort. You will decide if that effort is worth the additional details.

  1. In the above scenario, existing chart of accounts was used to track core fees and expenses. You could very easily add an inventory asset account called “Inventory – Core”. You could also add an income account and a cost of goods sold account just for core item activity. This would be easy to set up and manage.
  2. Set up a department called “Core Items” or something like that. Select that department on each line item that is related to core item activity. This activity is very easy to do and will offer full departmentalized financial reporting.
  3. Create multiple core items. You may find that approximately ten core items will do a reasonably good job of covering the various core item categories that you wish to track. For example, you may create a core item called “CoreChargeReturn010” for all $10.00 core charges, and so forth. You would want to create item categories to help further define this activity.
  4. The most detailed reporting would come from creating a specific core charge item for each related item you sell. Let’s say that you sell a circuit board that has a core charge. If you must relate that circuit board to that core charge, you will create a core charge that matches that item. Use the copy feature and add “C” or something of your choice to the end of the item number.
  5. You have the preference to sell serialized items without being required to select a serial number. You could use serialized item types when you wish to receive a core item and track the serial number.

Customer/Vendor Message List

Introduction

The Customer/Vendor Message List is used to setup and manage customer/vendor messages. These custom messages then appear within the “Customer Message” field of sales forms and are meant for your customers to read. The list of all customer created messages are stored within the list and are available for usage.

Form Access

  • From the main menu, click Customers | Lists | Customer Message.

Customer/Vendor Message File Path
Customer/Vendor Message File Path

 

Setup

Perhaps the easiest way of using the commands available in this list is through its right click menu.  The right click menu is identical to the title menu.

Customer/Vendor Pop-Up Menu
Customer/Vendor Pop-Up Menu
  • To create a new customer/vendor message, right click anywhere in the list and choose New Message from the pop-up menu.
  • To edit a customer/vendor message, right-click on it and choose Edit Message from the pop-up menu.
  • To delete a customer/vendor message, right-click on it and choose Delete Message from the pop-up menu.  Note: It may not always be possible to perform this action — inactivation may be more appropriate.
  • To inactivate a customer/vendor message, right-click on it and choose Make Message Inactive from the pop-up menu.  This can also be done by ticking the “Inactive” checkbox within a record itself.
  • To export whatever information is currently displayed in the list, right-click anywhere in the list and choose Export List or Save List in MS Excel (Hosted Clients) format from the pop-up menu.

Field & Button Definitions

Thanks for Your Order Message
Thanks for Your Order Message
  • Message – Enter a message for the customer to read. This message will appear on most of the sales related forms in Total Office Manager.
  • Inactive – Tick this box to cause the message to not show on any selection list, but will still exist for future use.
  • OK – Saves your changes and closes the form.
  • Cancel – Closes the form without saving changes.

Creating a New Customer Message

  1. Right click anywhere in the list and choose New Message from the pop-up menu, or select the same command from the title menu.  The “Add Customer Message” form will appear.
  2. Enter the new customer message in the “Message” field.
  3. Click OK to save and close the form, Cancel to exit the form without saving, or Next to save the customer message and go on to create another.

Company Preference

After a new message has been composed, there is a Company Preference that allows for the message to be directly added to a sales form without selecting it each time. From Edit | Preferences, Select Sales/Invoices/Estimates. Find the Customer Message field and select from the messages you created above to utilize.

Company Preference - Customer/Vendor Message
Company Preference – Customer/Vendor Message
Message on Sales Form
Message on Sales Form

Example

When a sales form has been provided to a customer, it will appear for them to read.

Below is an example Invoice (which may have been cropped and shrunk to conserve space).

Sample Invoice - Customer Vendor Message
Sample Invoice – Customer/Vendor Message

Tips

  • A one-time, personalized, original message can be entered directly into the Customer Message field on a sales form without having to first create a “canned” customer message as described above.
    • Enter the personalized message in the Cust Message field of a sales form.  The message will be saved in that form only, and appear nowhere else.
  • A Customer/Vendor Message is not the same as a Custom Footer.  Please don’t confuse the two.  See the related topic, “Custom Footers List” for more info.

Related Content

Phone Message List

Preferences – Sales/Invoices/Estimates

Aptora Mobile II – Approving Invoices & Applying Payments

Introduction

Invoices created in Aptora Mobile II will be designated in Total Office Manager as a new type called ‘Mobile Invoice’. Mobile Invoices and payments accepted in Aptora Mobile II DO NOT directly affect Accounts Receivable (A/R), Income, COGS, or other accounts. Instead, Approving Invoices & Applying Payments will occur in Total Office Manager.

Mobile Invoices must first be approved and converted into a standard Invoice in Total Office Manager. All Invoice validation remains the same, including preferences such as those requiring a Salesman, Department, or Sales Tax Item.

  • To approve a Mobile Invoice, open the Mobile Invoice in Total Office Manager and save it.

  • You may make changes to this Invoice as you would any normal Invoice.

Once a Mobile Invoice has been approved, all financial accounts (A/R, Income, COGS, etc.) will be affected as usual.

An Invoice that was created from Aptora Mobile will always have the “Mobile Invoice” in the security stamp at the bottom left of the form.

Form Access

  • From the main menu, click Customers | Invoice/Sale/Credit Estimate List. Then, click on the Mobile Invoices user filter to see all Invoices that need to be saved into Total Office Manager.
Invoice/Sale/Credit/Estimate File Path
Invoice/Sale/Credit/Estimate File Path

 

Mobile Invoice Filter
Mobile Invoice Filter on Invoice/Sale/Credit/Estimate List

Step-By-Step

The following steps specifically detail how to approve an Invoice in Total Office Manager. This involves turning it from a Mobile Invoice to a standard Invoice (which can be processed and modified as any normal invoice).

Applying Payments Made in Aptora Mobile II to Total Office Manager

Mobile Invoices and payments accepted in Aptora Mobile II DO NOT directly affect Accounts Receivable (A/R), Income, COGS, or other accounts. It isn’t until the ‘Mobile Invoice’ is converted to ‘Invoice’ where the accounting of the payment takes place. For instructions on how to do this, please see below.

This can be seen from the Customer Data View – Mobile Payment Review. Navigate here by Reports | Custom Data Views | Mobile Payment Review. Under the Quick Filter, select ‘Invoiced Processed’ and type ‘No’ into the text field.

Mobile Payment Review Custom Data View
Mobile Payment Review Custom Data View
Unsaved Mobile Invoice Setup
Unsaved Mobile Invoice Setup

Converting a Mobile Invoice into an Invoice

  1. Go to Lists | Invoice/Sale/Credit/Estimate.
  2. Select the Invoice with the type “Mobile Invoice” you wish to approve. It may be helpful to filter or sort your list by type to easily see only this specific type.
    1. Note – The screenshot above is an example filter that can be created.
  3. Open/Edit the Invoice. Notice the type in the top left corner reflects ‘Mobile Invoice. Make any changes to this Invoice as you would any other (such as changing the Sales Rep, Tax Code, etc.).
    Saving Mobile Invoice
    Saving Mobile Invoice

     

  4. When finished, click Menu | Save or Save & Close to convert the Mobile Invoice into a standard Invoice. After saving, the type in the top left corner will now reflect ‘Invoice’.

    Converted Mobile Invoice to Invoice
    Approving Invoices & Applying Payments – Converted Mobile Invoice to Invoice
  5. To view the approved Invoice, to the Customer History of the Customer:Job and click on the ‘Sales’ tab. The Invoice will now be recorded.

Tips

  • You can also easily locate unapplied payments via Customer History as shown in the screen shot above.

Related Content

Mobile App Invoice Clone for Total Office Manager

https://www.aptora.com/help/payment-list/

Approval Sheet

Introduction

The Approval Sheet is designed to be used for a final review and subsequent approval of sales forms (usually invoices) before sending them to customers.  The report is quite powerful and unique in that it brings together elements not found in any other single report in a summary format.

One of the most prominent of these elements show on the report is actual labor cost.  As long as labor service items in timesheets are properly added to a customer’s reimbursables list and ultimately to their invoice, the report will include actual labor cost. This assumes that payroll has been processed to the point of checks being “Posted”.  Naturally, full labor costs are not calculated or even available for Approval Sheet use until payroll is processed.  Any labor cost on the Approval Sheet will appear as zero until payroll processing is performed.

Form Access

Approval Sheet Menu Option
Approval Sheet Menu Option

Field Definitions

Below is an example Approval Sheet Report (which may have been cropped and shrunk to conserve space). 

Approval Sheet PDF
Approval Report – PDF
  • Number – The number of the source sales form.
  • Agreement # – The serial number of the service agreement associated with the sale (if any).
  • PO # – The customer-supplied purchase order number, authorizing you to perform work.
  • Terms – The customer’s payment terms.
  • Due Date – The payment due date.
  • Sales Rep – The employee responsible for handling this customer account or individual sale.
  • WO # – Displays the work orders associated with this sale.

Related Content

Invoice/Sale/Credit/Estimate List CDV

Aptora Mobile II – Invoices, Sales, and Estimates

Introduction

Aptora Mobile II – Invoices, Sales, and Estimates can be both viewed and edited within the mobile application. However, they can only be created from Work Orders. In addition to editing, you can also print, email, capture signatures, and take payments toward your transactions.

The following are some of the elements of an Invoice that Aptora Mobile users can view:

  • Date

  • Customer:Job Name

  • Amounts (Subtotal, Tax, Total)

  • Items and Item Details (including Price, Quantity, and Description)

  • Service Agreements

  • And More

In addition, Aptora Mobile users with Edit permissions can also modify many elements of a saved Invoice, Sale, or Estimate including:

  • Memos

  • Items (Including Price, Quantity, and Description)

  • Details

  • PO Numbers

  • Marketing Types

  • Departments

  • Sales Rep

  • Terms

  • And More

Form Access

The quickest way to access your Invoices, Sales, or Estimates within Aptora Mobile is from the Dashboard. You can quickly access the Dashboard from any screen by clicking the “Home” button located at the bottom of the screen.

Once you’re back on the Dashboard, click More, then Lists, and finally, Invoices and Sales or Estimates.

  • From the Dashboard, click More | Lists | Work Orders.

Usage

Icons

With an Invoice, Sale, or Estimate open you will immediately notice basic information displayed at the top with several expandable tabs below to view other information. At the top-right of the screen you will see several important icons for use with your transactions. From left to right, these are as follows:

Signature Capture: Capture a digital copy of a customer’s signature for the Invoice.
Email Work Order: Send the Invoice as an Email. Email setup required.
Print Work Order: Open the Invoice in a print-friendly format.
CC Payment: Accept a Credit Card for payment against an Invoice or Sale.
Payment Method: Select the payment method used for an Invoice or Sale.
Invoice Settings: Quick access to Invoice Settings.

Editing an Invoice

In Aptora Mobile it is possible to edit much of the data on Invoice accessible in Aptora Mobile allowing you to add additional Items to the Invoice, change pricing, memos, descriptions, terms, and more. This applies to Invoice and Sales, as well as Estimates.

To edit an Invoice, Sale, or Estimate, first select an Invoice to edit. Once the invoice is open, click the “Edit” button located on the top-right corner of the screen to put the Work Order in edit mode.

Approving Mobile Invoices in Total Office Manager

Invoices created in Aptora Mobile will be designated in Total Office Manager as a new type called Mobile Invoice. Mobile Invoices and payments accepted in Aptora Mobile do not directly affect Accounts Receivable (A/R), Income, COGS, or other accounts.

Mobile Invoices must first be approved and converted into a standard Invoice in Total Office Manager. All Invoice validation remains the same, including preferences such as those requiring a Salesman, Department, or Sales Tax Item.

  • To approve a Mobile Invoice, simply open the Mobile Invoice in Total Office and save it.

  • You may make changes to this Invoice as you would any normal Invoice.

Once a Mobile Invoice has been approved all financial accounts (A/R, Income, COGS, etc.) will be affected as usual.

An Invoice that was created from Aptora Mobile will always have the “Mobile Invoice” in the security stamp at the bottom left of the form.

For additional information on Invoices, Invoice Preferences, and Security Stamps, please see the related topics in our Total Office Manager Help System.

Signature Capture

Aptora Mobile users can make use of the Signature Capture feature to capture an image of a customer’s signature for use when signing off on Work Orders, Invoices, or Payments.

Simply click the “Signature Capture” icon for the Invoice you wish to capture the signature for and then allow the customer to use your device to write out their signature with their finger or a stylus.

  • Signatures captured in Aptora Mobile can be viewed on and used on printed Invoices in Total Office Manager.

To view a captured Invoice signature, open the related Invoice and click Menu | Show Signature. A form will appear displaying the signature if one is available on that Invoice.

Related Content

Aptora Mobile – Dashboard
Sales Forms

Work Order Basics in Aptora Mobile II

Scroll to Top

Request a Personalized Demo

Fill out the form below, and we will be in touch shortly.
Demo Form 121422

What number is equal to 7 plus 4?

By entering your information above and clicking the “Agree and Get Started” button, you agree to our Terms of Use and Privacy Policy that we may contact you, by SMS, at the phone number and email address you provide in this form in accordance with our Terms of Use. Promotion Terms & Conditions apply.

/* */