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4.6 Invoices |
  
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4.6 Invoices |
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4.6.1 Invoices in Latitude serve two purposes. The first is the traditional one of charging a client for work done, the second is to finalise timesheets so that they are no longer included in Work-In-Progress (WIP).
An invoice within Latitude is comprised of one or more invoice lines. Each invoice line can have a different tax type and GL account. The total ex-tax and invoice amount is calculated as the sum of the lines.
Before creating Invoices you should enter the Default Tax Type in the Latitude Setup - Finance tab and also the Default Invoice Account in the Latitude Setup - Accounts Link tab.
An Invoice can be created for a Client or for a particular Job. If the Invoice is for a Client but not a specific job then the best way to create it is to click on the "New Inv" button in the Invoices tab of the Business Contacts form. If the invoice relates to a specific job then create it by clicking on the "New Inv" button in the Invoice tab of the Job form. On clicking either button, the Invoice form will be displayed.
4.6.2 Allocating Timesheets/Disbursements to Invoices
Begin creating an invoice by selecting the timesheets you want to allocate to it. Change selection criteria for Timesheets/Disbursements at the top of the screen. The criteria available are; Job Number, End Date, Work Type, and Employee.
All unallocated timesheets assigned to a Job up to and including the end date selected will be included in an invoice. Entering “*” for the “Work Type” and/or “Employee” will select all work types and employees. As you alter criteria, the information in the timesheets tab is automatically recalculated.
To allocate timesheets click on the Timesheets tab and then click on the Inv column to change it to "Yes" for each timesheet you wish to include. Alternatively you can click on the "Include All" button at the bottom left of the screen to allocate all the timesheets in the list. The "Exclude All" button removes all timesheets.
The “Show” column controls whether or not to include the timesheet details when you print the Invoice if you select an Invoice Style that includes timesheet details.
4.6.3 Invoice Lines
To enter the Invoice Lines click on the "Multi-line" tab. Invoice lines may be added manually, each Invoice Line consists of the following fields;
Details (Yellow) - Clicking the drop-down will present a list of previously entered line descriptions for you to select from. You can alter the details of any description you select. Double clicking the blue section enables you to edit/create the standard Invoice line descriptions.
Details: Enter in the description you want for the Invoice Line
GL Account: Enter the GL Account for the line, this is prefilled with the default Account set for the Invoice.
Group: To group invoice lines enter different numeric values to create groupings.
Sort: You are able to Sort the Invoice Lines. Enter a numeric value to enable sorting. If you have also entered numbers to form the system will sort by groups, and then by the numbers within a group.
Is Subtotal: This flag indicates that the current line is a Subtotal Line. This is usually only used if you are grouping your invoice lines. Subtotal Invoice lines do not affect the Total Invoice Amount and are not exported via the Accounting Links.
Quantity: Enter a quantity (optional).
Unit: Enter the Units for the Quantity (optional).
Rate: Enter the Rate for the Quantity (optional).
Ex-Tax: Enter/Change the Ex-Tax Amount. If a Quantity and Rate is entered Latitude will calculate the ex-tax amount
Tax Type: Select the Tax Type for the Line, the tax type is prefilled with the default tax type set for the Invoice
Line Total: Enter/Change the Invoice Line Amount. If an Ex-Tax and Tax Type is entered Latitude will calculate the Line Amount
Latitude can also automatically create lines instead of entering them manually. This is done by clicking one of the following buttons next to the "Fill From" label;
Quote: This will create a line for each Quote Line of the selected quote. Only active quotes are available. If only one active quote exists then the selection stage is skipped.
Task Quote: This will create a line for each Task of the Invoice Job that has the "Show on Quote" field ticked.
Timesheets: This will create lines based for the allocated timesheets, a line for each unique CBCode.
Latitude will fill the Invoice lines, apply the Invoice default tax type and GL account, and calculate the Invoice Line Amounts.
The last option to create Invoice Lines is to click on the "Speed Invoice" button at the top right of the screen. When selected, all listed timesheets are allocated and then lines are created for each unique CBCode.
4.6.4 Producing an Invoice
Prior to the first printing or previewing of an Invoice you must first select the Invoice Template and Style you wish to use, enter some values and set some flags relating to what appears on the invoice.
To begin click on the "Produce Invoice" button in the bottom right corner of the screen, the “Produce Invoice” screen will be presented. On the right side of the screen is the list of available Invoice Templates as well as the list of available Invoice Styles. The Invoice Style selected determines what fields appear on the rest of the screen.
It is suggested that you use the "Invoice GST Tax Invoice" template as a starting point and try the various Styles to see what information is displayed on an Invoice.
Select the "Print Invoice" button to see a preview of the printed Invoice. When you have a clear idea about the layout and details you require for your standard invoices, contact User Support which can guide you to the best fit template and style.
It is possible to request a new Invoice Template to your specifications to be created for an additional sum.