Managing Client Billing Invoices

The Client Billing Invoices window lets you manage client billing invoices. From the Client Billing Invoices window you can:

• Create invoices
• Print invoices
• Export invoices
• Email invoices
• Reverse invoices

To access the Client Billing Invoices window:

1. Click  More Options in the sidebar.
2. From the Client Billing tile, click Invoice Management.

Creating Invoices

By default, charges raised in vintrace aren’t automatically added to invoices. This lets you review the charges, make changes, and add more charges before raising the invoice.

Once you invoice for charges, they can no longer be updated.

To create a new invoice:

1. From the Client Billing Invoices window, click New Invoice Run.

2. Search for the charges to include. If you’d like to separate the invoices and have different charges on different invoices, adjust your search criteria.
3. Click Generate Invoice.
4. Review the invoices details by either clicking the invoice number, or clicking  and selecting View Details.
5. If there aren't any changes to the invoice, click Approve.

Printing Invoices

The PDF for invoices can be customized to include your detailed remittance advice. The printed invoice displays charges based on the billing item category and a breakdown of the charges by billing/stock item. 

To print an invoice:

1. From the Client Billing Invoices window, select the checkbox beside the invoice. If you want to print all invoices listed, select the checkbox beside the Invoice column header.
2. From the Actions menu in the lower left, select Print Invoices.

You can also print an invoice while viewing its details.
 

Exporting Invoices

You can export invoices to an external package such as Excel, MYOB, Quickbooks, or Xero.

To export an invoice:

1. From the Client Billing Invoices window, select the checkbox beside the invoice. If you want to export all invoices listed, select the checkbox beside the Invoice column header.
2. Click .
3. Select the format for the export.

4. Select the options for the export.

Emailing Invoices

In order to email an invoice to a client, be sure that the client’s email address is specified in the address book.

You can email one or more invoices to the client specified in the service order. vintrace will use the email address for the client that’s specified in the address book.

To email an invoice to a client:

1. From the Client Billing Invoices window, select the checkbox beside the invoice. If you want to email all invoices listed, select the checkbox beside the Invoice column header.
2. From the Actions menu in the lower left, select Email.

You can also email an invoice while viewing its details.

Reversing Invoices

If you need to edit charges on an invoice, you’ll first need to reverse the invoice.

To reverse an invoice:

1. From the Client Billing Invoices window, select the checkbox beside the invoice. If you want to reverse all invoices listed, select the checkbox beside the Invoice column header.
2. From the Actions menu in the lower left, select Reverse.

You can also reverse an invoice while viewing its details.

After you reverse an invoice, all its charges become editable. To edit an invoice’s charges:

1. View the operation that the charges are linked to.
2. Click Charges.
3. Update and save the charges as needed.
4. Re-generate the invoice for the same service order and date range.