How to get to the Quick Invoice: From the Tech Menu, click on Quick Invoice. (From the Schedule Board: hover over a schedule record and click an Invoicing option.) The Quick Invoice is available from the Main Menu, but in most cases you will create an invoice from the work order on the Schedule Board.

To create an invoice from the Schedule Board, place the mouse over the work order for 4 seconds. A pop up menu will appear that will give you invoicing options. Click on the invoice to be taken to that customer's invoice.
When a new invoice is created from the schedule board and the call is pink then the parts import screen below is what will appear. The schedule record is pink because there were parts on order for the record and the parts have been received under purchase orders.

• Once the import button is clicked the quick invoice screen will appear.
• If there are no parts ordered for the work order then the import is skipped andyouand you will be taken to the Quick Invoice screen.

• Invoice # - If you are still using paper and typing the invoice information into the computer the computer will accept a typed in invoice number as long as the invoice number has not already been used. In a paperless system, type N for the next invoice number. Press the tab key on your keyboard.
• Invoice Date - The date of the invoice. Default date is today's date but can be changed.
• Work Order # - The work order number is copied to the invoice from the schedule board and should not be changed.
• P/O L/U - Purchase Order look up is used to reference ordered parts. The List Purchase Orders selection will appear in a new window.
• Customer # - The customer number that was copied from the work order. This number should not have to be changed.
• Edit Customer- Opens a new customer edit window with the work order customer automatically brought up in edit mode. The customer edit screen also contains the equipment information and should be used by the technician to keep the equipment list on-site accurate.
• Load Equip - Will load the equipment drop down lists attached to materials or labor items with the equipment list from the customer file.
• Job # - The pre-existing Job Number that was entered by the sales person or job manager. This job number is copied from the work order and should not have to be changed.
• Internal Notes - These notes are to be used in the office and will not been seen by the customer. Should be used in conjunction with the in-office auditing process to send notes back and forth between the field and the office or just simply between users.
• Invoice Description - The detailed description of the trouble reported and the work performed. At first the work order information is copied from the schedule board. Then the technician can add to this description with as much information as needed. This description will be printed on the invoice for the customer to see. For a spell checking program to be used with Internet Explorer go to www.iespell.com. Spell checkers for Firefox are also available.
• Parts Short Cuts - Opens a new window that contains part number prefixes for inventory. IMPORTANT- if you can not find a part in the inventory do not worry. Part numbers and parts locations are not mandatory.

Invoice Materials

• Item # The inventory item number(optional). A look up can be performed by two different means. Clicking on the look up button to the right of the Item or using the ? key. For example: if your filter parts number start with the letters FIL than an FIL? will bring up all part numbers that have an FIL anywhere in the part number. This same principle applies to look ups of any kind including part names.
• Loc. - The item inventory location if there is one(optional).
• Material Description - The inventory item description from inventory if an item number is used. Otherwise, a description can be manually typed in.
• Quantity - The numbers of units used depending on the unit of measure.
• U.O.M. - The unit of measure copied from the inventory file if an item number was used.
• Charge Type - Chargeable: the only selection that will charge the customer for the material item. Contract: material item is covered under a service contract. Quote: is not chargeable because the invoice has a job number. No Charge: material item is not chargeable to the customer. Call Back: the material item is not chargeable because of a mistake that caused a call back. Warranty: material item is covered under warranty.
• Equipment - This drop down is loaded with the equipment list on the customer file and is used to get equipment history. Use the Load Equip button above to load up the drop downs from the customer file.

**IMPORTANT** The technician is responsible for keeping the customer equipment list accurate and for making sure the proper materials/labor are tagged to the correct unit number so that customer history and equipment history is kept accurate.




The check boxes shown above, when clicked, are copied to the next open materials line in the Quick Invoice.

• Emp-Code - The employee code as entered in the payroll employee file. The Hours filled in here can appear on the Time Card (this option is selected in Utilities/Users).
• Date - The date work was performed.
  
• Hours - The amount of hours the technician worked. The amount of hours is auto calculated if the arrived time was entered on the schedule record.
• Pay Type - Regular time or over time.
• Charge Type - Select from the drop down the appropriate type for the work completed.
  
• Equipment - Select the Equipment this time will be applied to from the drop down.
• User Is Complete With Invoice - All invoices are tagged with a user name that edited the invoice. Once the technician is done with the invoice then office users who have accounts receivable authority can finish the invoice by posting to the accounts receivable and/or general ledger.
• Alert To Internal Notes - Clicking this check box makes this invoice appear in red on the tech invoices listing to the user specified under the Alert To User drop down.
• Signature - A signature can be acquired by using a USB external signature capture device from Topaz or a touch screen computer. Under Payroll in Maintain Employee File the type of signature capture is selected per employee code. A signature type MUST be selected on the employee file. This signature is saved as an encrypted LEGAL signature and printed on the invoice at the bottom.
• If this customer is paying by credit card, click the Pay By CC button, which will bring up the screen shown below.

• To accept a credit card from a customer, your company must be set up with a NetServiceBooks merchant account.
• Select a Card Type from the drop down menu.
  
• Place your cursor into the Swiped Data field and swipe the customer's card using your credit card swipe device. The credit card holder's information will automatically fill in the necessary fields.
• Enter the Amount of the invoice and click the Authorize button. An Authorization Code will be obtained and automatically filled in.
• After the Authorization is complete, you can print the invoice from the Quick Invoice screen; below is an example.

• Fax To Customer - The fax number on the customer file is used.
• E-Mail To Customer - Each customer has three email addresses on the customer file. The technician will see all three addresses and be given a choice as to which addresses to use.

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