Tutorial: Invoicing and Reporting
To create an Invoice for your work and expenses on a Project, navigate to the Invoice tab in the Project Info tab panel. Click the plus button to create a new Invoice and bring up the Invoice Editing Window. This window allows you to edit the Invoices information, as well as which Debt/Credits, if any, will be used for the Invoice. The Invoice ID field will automatically be filled with the appropriate ID number for the next potential Invoice based on your Invoice ID Format settings mentioned in the Basic Preferences section of the tutorial. The date issued will be filled in with the current date and the date due will be filled in according to the amount of days you've set in the Preferences Window > Billing Settings.

We will create an Invoice using both of the Debt/Credits we've made in this tutorial. Notice the checkboxes next to both of the items we've worked on are checked. This means that the item is selected to appear in this Invoice, and only this Invoice. Once a Debt/Credit is selected for an Invoice it will not show up in the list for other Invoices. The order or the Debt/Credits in this list is the order they will appear in on your Invoice.

Click the "Output" tab to see more Invoice options. Here is where you choose the template for the Invoice. This can be changed or modified at any time, and will always use the updated templates you create. You also choose the Contact for whom you are creating this Invoice. Fields such as phone number and address rely on the Contact selection.

The Invoice Notes field is also available in the Output options, but keep in mind that this will only be useful if you are using a template that has the InvoiceNotes variable somewhere on it. You can still keep notes of an Invoice for internal reference without them being printed onto your Invoices.

We can now generate the Invoice. On Mac OS X you can preview the Invoice in the program and decide what to do one the Invoice is looked over. Click Generate Invoice > Generate Preview. This will bring up a preview window with options to email, print, or save the Invoice. If you generate a PDF or Print the Invoice, it will be printed EXACTLY AS SHOWN, including any scrollbars and with the exact dimensions. This is due to a limitation in the Apple WebKit plugin used by Studiometry.

Windows users and Mac OS X users that don't use the in program preview can generate the Invoice to a file. Studiometry has a default Invoice location that can be used, or you can select the file location manually. Once the Invoice has been generated to a file you can open it with the correct application. If the file is HTML, for example, you can open it with any web browser and then print or create a PDF from the browser.

Reporting is done the same way, but is used to keep track of contracts, estimates, progress reports, and any other template based paperwork that would be sent to your Client. Reports have their own set of templates and also allow you to enter "fields" of data directly via the Report Editing Window.

When your Client sends in the Payment for the Invoice, you would then open the Invoice (either Invoice listing in the main window, the Invoice tracker, the Calendar, or any other method) and click "This Invoice Has Been Paid." This will fill in the Date Received and make a "Create Payment" checkbox visible.

We are now ready to explore the Payments and Accounting features.

Continue to Tutorial: Payments and Accounting


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