Revision as of 06:39, 10 July 2014

Unless you are in specific industries or are of particular types of organizations, your company will have the need to create invoices for products and services rendered. This module takes it a step further and allows you to also perform quoting and leasing as well! And while there is a generic invoice template that comes with webBooks, custom templates can be created to make yours specific to your company. For more information, please feel free to contact our staff for more information!

Tabs

Each module will contain several tabs that help group the various types of associated information. Below we will cover the details of each one currently available in the latest release of the module.

?

This tab is found in each module as the way to access helpful documentation and, when clicked, will load this wiki page for the module. Of course you can always go directly to our wiki and read through the entire software documentation.

#

Not quite as prevalent as the '?' and 'General' tab, this one presents the user with a list of all the assets currently cataloged for the company. The page is setup to have a table layout that can be filtered using the textboxes and listboxes towards the top of the page. The more of those filter objects are used, the more specific the results are in the table. To load any of the assets that are shown in the table (regardless if the filters are used or not), simply click on the serial number of the item.

General

Also found in most of the available extensions, this tab provides the general information associated with the module. Below you will find the details of each field available on the form.

• Document number As the name suggests, this is the quote, invoice, or lease number of the document. This textbox also doubles as a submission field where you can enter in the exact document number which will populate the tab data upon pressing the <ENTER> key.

• Job number Sometimes several invoices need to belong to one overall job and by using this field, you can accomplish this goal. It is important to remember that this field does not autopopulate so you will have to know and enter the job number here.

• Purchase order In the world of business, purchase orders (PO's) are typically used to define and secure a purchase from a seller. Use this field to store the accepted PO issued by your customer for the purchase.

• Account number As the name suggests, this field shows the account number of the customer account.

• Customer name Also an easy-to-understand field, this one defines the customer account name for the quote, invoice, or lease. This textbox also doubles as a submission field where you can enter in the (partial) customer name and all matches will be shown in a selectable list which will populate the tab data upon clicking the desired item in the list.

It is important to note that the results list that is returned uses the following values to help the webBooks user know exactly which account to load: Customers name [ID] first line of address. The first value would be the value that gets loaded for the field. The second reflects the customers id (see 'Customer Accounts' module) - this is NOT their account number! The final portion of the line is the first line of the accounts mailing address. Using those three bits of information, a webBooks user should be able to identify the exact account to load when there may be more than one customer with the same name (e.g. a common persons name or a business chain).

To clear all of this off the screen, simply delete the value in this field.

• Required & Reoccurs This line contains two values with the first being a date field denoting when the product(s) and/or service(s) will be required by the customer. The second value indicates that the invoice or lease is to reoccur at the stated time. It is important to note that any value for this field other than the 'None', '1st', '15th', or 'daily' will mandate a 'Required' date value so there is a base date to work from.

• Type & Status Another line that contains multiple fields. The 'Type' value indicates what type of document this will be and includes a quote, invoice, or lease. The next field defines the status of the document and will have its values dynamically populated based on the 'Type' selection. The values are self explainatory so they will not be covered here.

• Terms & Balance Although the default sales terms were defined in the 'Customers Account' module, the first field on this line allows you to change this value on a per quote, invoice, or lease basis. The last field on this line is a readonly value that shows the current balance on the account.

• Status Another readonly line, this line is populated by the software to indicate the status of the customer account so you will have more knowledge before doing business.

• Account Rep As the name suggests, this is another readonly line that shows the account representative.

• Created by This line defines the employee that originally created this document and when it was created.

• Updated by Similar to the 'Created by', this line shows who modified the document last and when.

• Shipping If any product(s) need to be shipped, the listbox on the first line defines who will pay for the shipping. Upon changing the prior field to either 'We ship' or 'Vendor ships', the second line listbox will dynamically populate with the respectively configured freight accounts from the 'Business Configuration' and 'Customer Accounts' module. The third line states the freight type and date when the shipment needs to be made.

• Physical address These fields are populated once the customer account has been selected or a document has been loaded. This section is also readonly.

• Alt ship address Occasionally a customer may have the need to have items shipped to an alternative location. Filling out this section will accomplish that goal.

• Associated info The documents created in the module can be transformed into other module data. For example, invoices or leases can be converted into work orders. To convert a document into some other type of data, select the target format in the top listbox and then click the '+' button.

• Authorized contacts This column is readonly and shows the user who are the authorized contacts for the account. This will prevent the user from having to go back and forth between modules to confirm any callers are able to work with the account.

Notes

Also found in many of the modules for webBooks, this tab allows co-workers to add notes to your account. Most likely the ones adding information here will be managers, but for flexibility anyone can add notes (access should be defined by company policy). There are only three fields on this page with the 'Creator' and 'Note' values being self explainatory. The first field, however, may need more details. This listbox is used to define who has access to the note being entered and contains two fixed values along with any number of dynamic values. The two fixed are '_EVERYONE_' and '_MANAGERS_', meaning that either everyone can see the note being entered, or only employees who have the 'Manager' flag set for their account. Any other value in the list will be a dynamic value that corresponds to each department you have entered on the 'Business Configuration' module. This in turn will restrict access to the note being entered to all employees that work in the selected department.

Print

After opening a quote, invoice, or lease, you can click on this tab to load the data into the template. After a few seconds, you can click the 'Print' button to make the necessary form adjustments in order to print the document. It is important to note that if you need to make a change to the quote, invoice, or lease, this tab refreshes everytime it is clicked.

History

You may also notice this tab as the final tab on many modules in webBooks, and it keeps track of all the history details that deal with a loaded product or service. In order to add a line to the history, you will need to specify a date when the action occurred, the action that occurred, associated tag information (this will dynamically change depending on the action selected), and a note that corresponds to the selected action. After filling all of that out, simply click the '+' button towards the top of the form and the line item will be added to the details list at the bottom.

The list allows a company to define various bits of information on the product or service so that its history can be reviewed at any time. For example, the following can be a common starting list of details (by action) for each product:

Purchased: when the item was purchased along with the invoice number that corresponds to the purchase of the item from the vendor.

Shipping (sent): an optional detail that only deals with vendors that have shipped the product as opposed to an employee picking the item up. The additional tag information for this action specifies the tracking number assigned by the freight company. This will allow tracking the shipment until it is delivered.

Shipping (recieved): another optional detail that outlines when the package was received by your company. The associated tag information here is also the assigned tracking number from the freight company.

Stocked: this detail has uses outside of just being part of the history list, and allows the user to define the shipping and product costs associated with the asset. Other modules use this specific history detail for various reasons. For example, if the asset gets converted into an inventory item (via the 'Associated info' listbox on the 'General' tab) at some point, that module will use this history detail to determine a product cost (included assigned shipping costs) when the product gets sold.

Installed: the action that will usually wrap up most asset history details, the associated tag information will specify the invoice or work order number that offers more details on the installation of this particular asset.

From this point, the history per product will become unique. For example, you may turn the product into an asset item which will add the appropriate information to indicate this. Or perhaps the product may stop working at some point which would prompt the use of any of the 'Surplus' actions being added to the list. There are several many actions that can be used to track all sorts of information per product and it is up to the business to inform the employees on which ones are applicable to use.

Buttons

The buttons located in the header of each form will be covered below (see the respective sections above for inline buttons).

Clear (General)

Clicking this button will clear all the tabs loaded data so that you can create (see the 'Save' button below) or load another record (see the 'General' tab above).

Save (General)

One of two buttons available in the header of the 'General' tab, click this button once you have filled out all available fields to save or update a new or existing asset. It is important to note that this ONLY saves information listed on this tab - no others!

Save (Notes)

The 'Save' button on this page will add the note to the list.

Print (Print)

Clicking this button will make the necessary form adjustments in order to print the quote, invoice, or lease document.