Invoice/Sale/Credit/Estimate List

By |2021-07-28T01:32:09-05:00March 22nd, 2018|Comments Off on Invoice/Sale/Credit/Estimate List

Introduction

The Invoice/Sale/Credit Sales List is used to manage and research sales in Total Office Manager.  The list displays all invoices, estimates, sales receipts, and credit memos issued to customers.

Form Access

  • From the main menu, click Customers | Invoice/Sale/Credit/Estimate List.

Usage

Right Click / Title Menu Commands

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

  • To create a new sales form, right click anywhere in the list and from the pop-up menu choose from the following:
  • New | New Invoice
  • New | New Credit Menu
  • New | New Sales Receipt
  • New | New Estimate
  • To edit a sales form, right-click on it and choose Edit from the pop-up menu.
  • To delete a sales form, right-click on it and choose Delete from the pop-up menu.  Note: It may not always be possible to perform this action — inactivation may be more appropriate.
  • To void a sales form, right-click on it and choose Void from the pop-up menu.
  • Assign Hours – To calculate technician efficiency on a sales form, right-click on it and choose Assign Hours from the pop-up menu.  When the “Employee Hours” form appears, select an employee, enter the Billed Time (time billed to the customer), and enter the Paid Time (time for which the technician is paid).  An efficiency value will be calculated.  Billed time is typically based on flat-rate industry standards for a particular job.  Inexperienced technicians in training will usually have an efficiency rating less than 100%, while quick-working technicians having much experience will usually have an efficiency rating greater than 100%.
  • To locate a transaction in the general journal, right-click on it and choose Find in General Journal from the pop-up menu.  The General Journal will appear with the target transaction highlighted for easy identification.
  • To access a customer’s history, or to open a customer’s record, or to open a customer’s contact log, right click on a record and from the pop-up menu choose the appropriate command:
  • Customer | Customer History
  • Customer | Edit Customer
  • Customer | Contact Log
  • To export whatever information is currently displayed in the list, right-click anywhere in the list and choose Export List from the pop-up menu.
  • To modify which columns are displayed in the list, right-click anywhere in the list and choose Form Preferences > Show Columns from the pop-up menu.
  • To set which field the “find as you type” feature has focus, right-click anywhere in the list and choose Form Preferences | Find As You Type from the pop-up menu.

Actions Menu Commands

Commands in the Actions menu perform an “action” on a highlighted record in the list.  Any given action command may be restricted to a single type of record.  For example, the Convert to Sale command only applies to estimates, and therefore appears dimmed (grayed-out) in the Actions menu unless an estimate is first highlighted.

  • Memorize – Opens the Add Memorized Transaction form, used to remember a particular transaction for use at a later date.  See the related topic, “Memorized Transactions” for more info.
  • Convert to Invoice – Opens the Create Progress Invoice Based on Estimate dialog box.  This action is restricted to estimate use only.  See the related topic, “Create Invoice From Estimate” for more info.
  • Convert to Sale – Opens the New Sale form based on the source estimate.  This action is restricted to estimate use only.  See the related topic, “Sales Forms” for more info.
  • Adjust – The adjust command is typically used to correct a situation where a customer credit or a payment has been applied to the wrong invoice.  When the form opens, check the checkbox of each item to un-apply from the invoice, then click the “Delete and Close” button.
  • Assign Hours – See the Assign Hours description in Right Click / Title Menu Commands, above.
  • Receive Payments – Opens the New Payment form with the source customer already selected.  See the related topic, “Receive Payments” for more info.

Reports Menu Commands

The Reports menu contains commands related to printing setup, printing sales forms, and printing certain list-specific reports and envelopes.

  • Print List – Prints a hard copy of the data currently displayed in the list.
  • Print Invoice – Prints a hard copy of all (one or multiple) highlighted records.
  • Print Preview Invoice – Previews a hard copy of all (one or multiple) highlighted records.  The previewed records can then be printed, searched for text, or even exported in PDF format for emailing.
  • Invoice Print Setup – Opens the Print Options window, used to customize sales form printing.  See the related topic, “Printing – Sales Forms” for more info.
  • Print Envelopes – Opens the Print Invoice Envelopes window, used to print envelopes for all (one or multiple) highlighted records.  See the related topic, “Envelopes” for more info on using the Print Invoice Envelopes window.
  • Print Approval Sheet – Previews Approval Sheets for all (one or multiple) highlighted records.  The previewed records can then be printed, searched for text, or even exported in PDF format for emailing.  See the related topic, “Reports – Approval Sheet” for more info on the actual Approval Sheet itself.

Tips

  • You have the option of marking Invoices as “In-Progress”. This can be done from the Invoice List of the menu button on the Invoice. Please click here to read more about In-Progress Invoices.

  • To learn how to select multiple records in lists see the related topic “List Management – Sorting, Selecting, & Displaying“.

  • It is generally recommend to avoid deleting invoices. Consider using the Void option instead.

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