Entering an Invoice

If you’ve created day sheets for the work you’ve done for a client, Abio will generate your invoice from the day sheets you select. If you’re entering an invoice manually, navigate to [b] Receivables, then [g] Invoice Entry.

The list is filtered to show the current invoices.


[b] Receivables | [g] Invoice Entry

Invoice Details

Click on the Details tab to start a new invoice.

The upper portion is information about the client, the G/L period, and how the printed invoice will look. The lower portion is for each item the invoice covers.

Invoice Actions

As with all the entry screens, there are a number of actions you can use on invoices. Click on the action field to display a list of available actions.

Inquire

This action allows you to view but not change an invoice.

Add

This action allows you to add a new invoice.

Change

You can change an invoice that hasn’t been costed or paid.

Delete

You can delete an invoice that hasn’t been costed or paid.

Renumber

Use this action to change the invoice number. The client will remain the same.

Print

You can print, email, or export this invoice to excel.

Unaudited Change

This action should only be used by system administrators. It allows you to change fields in a way that may cause the general ledger to go out of balance. You may have to make similar balancing changes in other parts of the system.

Entry Fields

The following is a brief description of each of the fields on this screen.

Client

Provide the following information about your client:

  • department
  • attention
  • given
  • surname
  • client email
  • client phone
  • extension
  • fax

You can change the department and Abio will pick up the client information for that department.

The client information is displayed in the invoice that’s produced. Either the standard format:

Or the banner style:

Printed Invoice

These fields let you customize the format of the printed invoice.

invoice template

You can select between two styles of invoice. The standard style is similar to other reports in Abio. Banner style uses a banner image that you set up in your company entry. To review the banner image your company is using, navigate to [d] General Ledger, then [u] Set Up, then [a] Company Entry.

You can set which banner file to use here:

Email Cover Letter

The print action gives you a preview of the printed invoice. You can select to email this invoice.

Abio uses the email cover letter to format the email. Fields from the invoice are substituted where requested.

Click on the label to modify the rich text attachment.

Critical Information

This rich text attachment displays after the invoice items on the printed invoice.

Footer

This rich text attachment displays on the footer of the printed invoice.

Details

Date

This is the invoice date.

G/L yyyymm

The G/L period the invoice was initially posted to. You can add new items in the future, to a future G/L period. This might be necessary to reverse items out of the invoice.

Job

The job this invoice is posted to. Areas and centres will be specified on an item by item basis.

Tax Province

This controls the tax rates applied to the invoice.

Last Payment

This is a reference to the most recent payment posted to this invoice. It’s here for information only.

Note

This note displays at the end of the invoice items on the printed invoice.

Invoice Item Fields

An invoice can have as many items as necessary. They are listed in the bottom half of the entry window.

P/O number – limited to 12 alpha-numeric characters and is used for recording customer Purchase Orders.

job, area and centre – if this invoice is to be processed against a General Ledger account the job, area and centre are not applicable. If the invoice is to be processed against a job, area and centre then entries to these fields must be valid – you can get the drop down list containing valid jobs to appear by entering any character in the job field and attempting to tab to the next field – when a valid job is entered a drop down list for valid areas and centres will appear by attempting to tab through these fields. Job related invoices must have a posting centre that accepts revenue.

equipment – If no job number is entered the equipment field will be modifiable – an entry in this field must be a valid equipment code – to receive a drop down list of valid equipment codes enter any character in the field and then attempt to tab through it.

GL account – When invoice items are posted to a piece of equipment, the G/L Control Account for ‘equipment revenue’ is entered by the system and is not modifiable. When invoice items are posted to a job, area and centre the General Ledger account number is not entered. If the invoice is not posted to a piece of equipment or to a specific job, area and centre the G/L number must be entered. Attempting to tab through this field leaving it blank will bring up a list of current G/L Account Numbers.

division – This field allows reporting by division. To bring up a drop down list containing valid divisions enter any character in the field and attempt to tab to the next field.

cost? – system generated – defaults to ‘N’o, when the invoice has been transacted through the GL Transaction option this flag is set to ‘Y’es.

description – invoice description – may not be blank – up to 25 characters.

holdback % – The ‘holdback%’ must be in the range of 1 to 100 with blank equivalent to zero. GST/HST is not applied to holdback amounts.

PST prov – system generated and taken from Company Entry of the posting job.

tax – must be one of :

‘N’o tax
‘G’ST only
‘H’ST
‘P’ST and GST.
The PST, GST and HST percentages are taken from the applicable Provincial Tax entry using the province code of the clients address. For job-related invoices, the Provincial Tax entry for that job’s province is used.

labour – amount of labour for this invoice item.

material – amount of material for this invoice item.

equipment – amount of equipment for this invoice item.

subcontract – amount of sub-contractor costs for this invoice item.

total amount – this field is system generated and the total of the labour, material, equipment and subcontract costs entered for this invoice item.

hst, gst, pst – the amounts in these fields is calculated by the system and related to the type of entry made in the tax field.

net amount – total net amount of the invoice item including applicable taxes– system generated.

holdback amt – holdback amt on the invoice item – system generated and related to the holdback % entered for the invoice.

net out – total net amount of the invoice item including applicable taxes – system generated.

holdback out – amount of the holdback on the item – system generated.

total out – total amount of the invoice – system generated.