There are several types of documents you can create with Ezy Invoice. Note that only the Invoices, Credit & Debit Notes will affect your Sales, Debtor and Inventory Stock Movement. This means that preparing a quotation for example while it will appear in your Document Listing reports and you can pick items from your inventory to prepare a quotation, it will not affect your sales nor will it affect your stock movement.
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1. Doc. No : This is maintained by the system. You can reset the document number by clicking the Options button. Only users with Full permissions to the document can access the options button.
2. Date : The date of the current document. Note that if you can change the default date by changing the Today's Date entry. Every subsequent document will have this Initial date.
3. Description : A brief description of the document. This description is for internal use only and never appears in the printed document. It will appear in some of your internal reports to help you identify the document. You can leave it blank if it is of no use to you.
4. Recipient : The customer or vendor to whom this document is addressed to.
5. Contact : The contact person whom you wish to address the document to. The list displayed here depends upon what you have keyed in as contacts for the selected customer or vendor in field 4 above. You can predefine your customer or vendors by clicking on its respective buttons on the toolbar.
6. Attn To Disp : This is short for Attention To Display. If you have entered a contact in 5 above, the system will create a default Attention To text. Basically this text will indicate to whom you want to attention this document to.
7. Recipients Ref# : Your customer or vendor reference number if any. Perhaps if your customer had sent you a Purchase Order and the current document you are working on is an Invoice in response to that P.O, you can enter the P.O number here. This Ref# number is displayed in the document by default under the Your Ref# field.
8. Own Ref# : Your own reference number if any. You may have a quotation number, letter ref number or Job number etc that you may want to place here. This field is displayed by default as Our Ref# in the printed document.
9. Account : The Sales or Purchase account that you wish to post this document to. This field is only valid for Invoices, Credit and Debit Notes.
10. Salesman : Salesman if any. You can leave it blank if you wish. Note that entering this field will give you access to a Sales by Salesman report it needed later. You must define your salesman first (Go To | Salesman) to use this field.
11. Job : If you are keeping track of jobs, you can assign the document to a particular Job. You must define your Jobs/ Projects (Go To | Jobs) first to use this field.
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Explanation Of Fields
1. S/No : This is just a serial number for individual items in the document body. By default is automatically maintained for you. You can turn if off on the current document by un-checking the Auto-Serial No in the Body Tool bar. You can turn if off permanently by clicking the options button and un-checking it there. You can remove it from the printed document by clicking the Layout button and customizing the layout.
2. Product ID : This is a Product Number or Code for your item. If Pick From Inventory is checked, when you start to key in anything in this field, it opens up a drop down list of all items in your Inventory and searches for the nearest match. You can turn this feature off for the current document by un-checking the Pick From Inventory option. You can turn if off permanently for all documents by clicking the Options button.
If the text entered here is wider than the width specified for this field in the document layout, it will wrap to the next line. For wrapping to work, you must un-check Autosize in the document layout.
3. Description : This is a brief description for your item. If Pick From Inventory is checked, when you start to key in anything in this field, it opens up a drop down list of all items in your Inventory and searches for the nearest match. You can turn this feature off for the current document by un-checking the Pick From Inventory option. You can turn if off completely by clicking the Options button.
If the text entered here is wider than the width specified for this field in the document layout, it will wrap to the next line. For wrapping to work, you must un-check Autosize in the document layout.
4. Qty : The Quantity sold, returned (in the case of a Credit Note) or purchased (in the case of a Purchase Order). You can enter whole number or you can also enter decimals in case where you deal with items that are sold by length or weight for example.
5. UI : Unit of Issue or Unit of measure.
6. Unit Price : A unit price for the item. See tip below.
7. Amount : This is update by the system and is the product of the Qty and the Unit Price.
Additional fields for Taxable businesses
8. Tax Code : Select the appropriate tax type here. You can set the Tax Type by assigning it to the customer / vendor in the customer or vendor maintenance or you can set it permanently for the Inventory Item. If the tax type you want is not listed, you should define it by clicking on the menu option Go To : Company / Business Info | Tax Details.
9. Tax Rate : You cannot amend this field directly. It is updated based on the rates specified in the Company/ Business Info | Tax Details as above.
10. Tax Amt. : You cannot amend this field directly. It is updated based on the rates specified in the Company/ Business Info | Tax Details as above and the Amount field.
Tip : Ezy Invoice uses the following logic when inserting unit price if you are picking from the Inventory.
- If Use Last Transacted Price is checked in the customer maintenance, it scans the Stock Movement tables to see it there are any prior transactions for this customer for the currently selected product. If yes, it inserts the most recently transacted price. This ensures that your quotes are consistent.
If there are no prior transactions, it inserts the Inventory selling price less any discount if any for the current recipient. Again if you have specified Tax Inclusive in your Company / Business Info | Tax Details, it marks up the price to include the Tax Component if any.
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This page displays the Totals for the current document.
In addition, you can add a multi-line message to your recipient if necessary. For example you may want to add delivery or pick-up instructions etc.
If you have standard messages that you may need to repeat for future invoices/ documents, you may want to add it to the Message Bank rather than keying it in for each new Invoice. Click on the Message Bank Button then enter a Name and Message Text. The next time you need not key in this message again simply pick it from its Message Name below.
Message Name : This text does not display on your document but is simply for you to pick out the standard message that you have previously added to the Message Bank.
Message Text : This is the text that you want displayed to your recipient.
- Ship To
By default, the Ship To fields are not displayed in the documents print out. If you want it to print you have to click on Layout to customize it. Note that if you leave these field blank, the billing address will be used when the document is printed out. If the Ship To address differs from the billing address, you can specify it here. If the customer has a permanent delivery address, you should enter it in the Customer Maintainance.
- Receipts (Applies to Invoices, Credit & Debit Notes Only)
Use this page only to edit incorrect Receipt Entries. If you are entering a New Receipt, Ezy Invoice provides a very convenient New Receipt form to allow you to enter receipts for multiple Invoices in one go. You can access this form using the New Receipt button on the toolbar.
This page only applies to Invoices, Credit and Debit Notes.
Field Explanation
1. The Doc. Total : You cannot directly edit this field.
2. Total Received : You cannot directly edit this field. This is the total of all Receipts for the current document.
3. Bal. Due : You cannot directly edit this field. This is the value of 1 - 2. In other words, the amount that is due to you to for the current document.
4. Receipt Ref # : You cannot directly edit this field. Ezy Invoice provides a referencing system for your convenience.
5. Date : This refers to the date that funds were banked into your account
6. Pymt Mode : The mode of payment.
7. Chq/ Ref# No : Any cheque / check number or bank transaction reference number.
8. Description : A description of the transaction. This is for your internal reference only.
9. Account : The Account you wish to charge this transaction to. This usually refers to your Bank or Cash account depending where your deposited the funds. It should NOT refer to your Trade/ Other Debtor or Creditor.
10. Amount : The total amount received.
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This gives information on who created the document and who last edited it. For Quotations,
There are 2 additional fields:
Status : This field takes 3 possible options. Pending is when you have issued the quote but it is still waiting an outcome. Converted is when your customer has confirmed their order for this quotation. Closed is when there is no more follow up action to take on the quotation, perhaps the quote was lost to someone else of the customer has decided not to proceed with the order. This Status is diplayed prominantly on the 1st page of the Quotation form.
Status Changes : The date when the quotes status was changed.
On top of the standard business documents like quotes, invoices etc, Ezy Invoice allows you to create Quick Letters and Faxes. This is a convenient method of creating your documents as it links to you Customer / Vendor list hence you need not search for address information. Just pick it from the list. All documents can be printed or emailed (as a PDF file attachment). The advantage of emailing it as a PDF is that PDF is now the standard for communicating documents over the Internet. It is small, the PDF reader is free and documents will print on the target computer almost exactly as how it prints on your own computer.
