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Creating an Invoice

The Create Invoice feature allows you to post a vendor invoice to a repair order. The create invoice screen allows you to enter the vendor, part, and miscellaneous charge information. The invoice amount automatically updates with each item that you enter for quantity and invoice amounts.

The Type droplist allows you to change the line item default part account type. Part numbers can be edited when receiving a line item in the Invoice screen. This enhancement also updates the associated estimate line after running the Part Changes feature.The original OEM part number and aftermarket part number can be viewed by mousing over the blue information icon of the selected part line. To apply the changes to the estimate, select the Review Part Changes feature.

See Reviewing and Applying Part Changes.

Parts or miscellaneous amounts can be added as additional line items when the invoice item does not appear on the original estimate. Select the Add Line button to add additional line items to the invoice you are creating. Lines that are added in this screen do not appear in the estimate. Added lines appear in the Parts Reconciliation report and are flagged as Not on RO.

When creating an invoice, you also have the option to attach images, or documents from a camera, scanner, or folder on your computer.

See Adding Attachments.

Note: When creating an invoice, if the invoice date is in the future, a warning icon is displayed next to the Invoice Date field. A tooltip message appears indicating the Invoice Date is in the future when you hover over the icon.

To create an invoice

Open the repair order workfile.

Select the Parts tab, and then select New Invoice from the toolbar.

- or -

Select Actions > New > Invoice from the menu bar.

Select a vendor from the Vendor droplist (required), and then select the payment type from the Payment droplist. The value from the vendor record is displayed by default.
Enter the vendor invoice information in the fields in the top portion of the screen.

Select the Receive option for each invoiced item, and then enter the appropriate information.
Enter the vendor invoice amount in the Invoice Total $ field. The amount entered in this field must match the Grand Total $ amount. The Variance $ is the difference in the calculated amount as compared to the Grand Total $ amount.
Choose one of the methods to attach files(optional).
Select one of the save options from the toolbar.

See Selecting an Invoice Save Option.

Overview

Invoices

Screen Description

New Invoice - Select Repair Order Screen

Untitled Invoice Screen