Module Synopsis: This Module is designed to assist you in the setup and implementation of Site Invoicing. At the conclusion of this module you will
- Create an Invoice from a portable device.
- Complete a site invoice and send it back to the office for validation and integration with an accounting system
Session Time & Resources: This training session should take no longer than 1 hour. This training session is designed for 1 to 3 staff members in Management Positions.
Module 1.1 – Costings, Timesheets & Invoicing
Your Site Administrator needs to enable the Invoicing segment for your Permission Group. The only pre-built permission group with Invoicing access is the Management group.
Activating Site Invoicing
Site Invoicing should be restricted until you are ready to launch your site invoicing. Site Invoicing needs to be careful implemented to ensure that adequate control is still maintained over the invoicing process.
You may need to create a custom Permission Group to allow Supervisors or Workers access to invoicing.
Creating a Site Invoice
By definition a Site invoice can only be created from your portable device. Log into field.aroflo.com and pick up a job that we would like to invoice.
Site Invoicing does not affect the operation procedure of task completion. The task still gets created and scheduled to a user. That user then completes the check lists as required until the job has been finished.
For this training module we're going to add labour and materials onto the task.
Click on the 'Lab' button to add time onto the task. Enter in sometime preferably around an hour's worth of labour.
Use the Material button in the labour page to move over to labour and add some materials onto the item.
Your Material item can either be an 'Ad-hoc' item or one from your inventory.
Once completed the field technician then records any labour, materials and expenses against the job and then marks the job as completed by changing the status to 'Closed'
If invoicing has not been made available to the user then this is the end of the process for the field technican. They are directed back to their scheduled list and they then complete their next job.
With Invoicing available there is an additional procedure that needs to be completed. The field technician will NOT be directed back their scheduled list they will remain on the current task sheet.
The tasksheet is marked as completed (see below) and we now have some additional functionality available.
It is important to note that this task is now in a completed status and is locked. We cannot modify any of the information on this tasksheet or add additional information.
We can however if we need to re-activate this job to allow us to make changes.
If we scroll to the bottom of the task sheet we're able to see that we have two options.
We can re-activate the job which will move the job back into a current status and allow us to make changes.
Or we can hit the invoice button which will allow us to create an invoice from the field.
For this training module we're going to create an invoice.
Once you have clicked on the 'Invoice' button you are taken to your site invoice.
It is important to note that the Site invoice follows the same procedure as a normal invoice. It is possible to make changes to charges and line items without affecting your original task (and consequently your P&L reports.)
We're able to follow the buttons to get more information about the task, client and location details. We can also modify the description field directly.
If we scroll to the bottom of the site invoice we're able to modify the invoice details.
We can follow the button next to 'View/Edit Invoice Items' to display the line items actually on the invoice so far.
It is important to note that these line items have been migrated from what was put onto the task. This is an automatic process and is controlled by the Invoice Style.
the Customer Invoiced tickbox can be clicked to inform the office that the customer has recevied a copy of this invoice.
The payment received tickbox is used to notify the office that you have collected monies that need to be collected from you.
Once we have clicked on the 'View/Edit Invoice Items' button we're now presented with our invoice line items.
We can click on each line item to bring up editing details. We have to modify the invoice at a line item level if we wish to modify our total value.
Once you click on a line item you're able to modify that line item's values. We can modify the description field or the sell price of the line item. We can even add a margin onto this line item. (note – this margin will only affect THIS line item.)
Line items can be removed using the 'Delete' button at the base of the data entry group. Once you've made your required changes you the confirm by clicking the 'Save button.
New line Items can be added onto your Site invoice by using either the 'Adhoc' button or the Inventory button.
It is important to note however that if there is any cost associated with these line items they really need to have been added onto the task. Adding them straight onto your invoice may create some inconsistencies with your P&L reports.
At the base of the screen, you can see that you have two options. We can finalise our invoice, indicating that we are finished modifying this invoice and that we're ready to send it to our Accounting system.
We can also delete the invoice which will return us back to our completed task sheet.
Sending the Invoice to the Customer
Once you have finished modifying your invoice you're ready to send it to your customer. There are two ways that this can be done. The first is via portable printer. The route is a little difficult to set up, but you can connect your mobile phone to the printer and send the invoice straight through to the printer. This is not commonly utilised due to the maintenance and setup requirements.
The second way of sending your invoice to the customer is to send it via email. At the top of the screen there are two options. The Print button will display a PDF file on your mobile phone (and can be subsequently printed.) The Email button will take you into the Email functionality.
The Invoice Layout
The Invoice Layout is controlled by the default layout for that particular client. (If no default is set for the client card then the company default will be used.) There is no facility to change this from the field. This prevents your field technicians sending out a layout that might contain information that your customer shouldn't have access to.
Once we click on the 'Email' button we're taken to our email controller. We're able to specify a to contact and modify the subject line and description (provided that a HTML template has not been used).
Scroll to the base of the form to tick the Invoice PDF tickbox and tick it to generate the pdf that you wish to attach to this email.
We can click 'Send Email' when we're ready to send the email.
This concludes this Training Module. If you have any further questions or queries please don't hesitate to contact your AroFlo Support Staff to resolve them.