Create Invoice

When you are ready to create an Invoice, click on the Create Invoice button, or go to the "Tools" menu and choose "Create Invoice". (Quick Key Press CTRL+R)

Remember: SimplyPats can only automatically create an invoice if you have entered charge and repair codes into your PAT tester when you were testing. Of course you can edit the charge and repairs when you are on the main data screen but this might take a while to do. See Also - Test Price And Repair Codes

 

Records To Be Invoiced

An invoice can be created for a chosen selection of records. This is achieved by selecting the records to be invoiced and clicking on the invoice icon. You will be prompted to validate your charge and repair codes and then asked if you would like to create an invoice for just the selected records. See Also - Select Multiple Tests

NOTE! If you don't select any records the invoice will be generated from all the appliance records

Editing The Quantities Column

You can only edit the Quantity column in the Invoice where you can change the automatically calculated values from your test data. Once you have edited the quantities to recalculate the totals and any discounts, click on the Recalc button.

VAT and GST

VAT (United Kingdom)

Vat will be calculated at the rate you have entered in the Your Settings Screen currently this is 20%. You can only charge VAT if you have entered a VAT registration number in the Your Settings Screen.

GST (New Zealand or Australia)

If you are using SimplyPats in Australia or NewZealand then you can select GST instead of VAT and set the appropriate GST tax rate.

Extra Charges

You can add Extra Charges to your Invoice by selecting them from the drop down Extra Charge list. These list of extra charges can be added to or edited by using the Maintain Extra Charge Screen. See Also Maintain Extra Charges Select the Quantity of Extra Charges before selecting the Extra charge from the drop down list. You can edit the quantity column afterwards if you need to by simply typing a new quantity in the Invoice area (see Editing The Quantities Column above) and the clicking Re Calc to recalculate the totals.

If you click on the Clear Extra Charges button the extra charges will be cleared from the Invoice.

Quantity Of Extra Charges

Before selecting the extra charge you can set how many you want to add using this field.

Discounts and Fixed Price

You can enter a percentage discount or fixed price for the invoice by using the fields at the top of the screen. Invoice No. will show what invoice number and invoice date will be printed, however you have the option of changing the Invoice Number and Invoice Date. After you have printed an invoice you will be prompted by the program if you want to increment your invoice number.

Discount Tests Only

This tick box when ticked will apply any discount to the testing only and not the repairs. If you leave the tick box blank, the discount will be applied to the testing and repair work carried out.

Price Schemes - Test Prices and Repair Prices

If you have created different price schemes for testing and repair charges, you can select the price scheme using the Test Prices and Repair Prices drop down lists. After you select a new scheme, the Invoice will automatically be recalculated.

See Also Maintain Your Test Prices and Maintain Your Repair Prices

Print Receipt Of This Invoice

If you want toPrint a Receipt of your Invoice follow the instructions below. You can also Print a receipt from the reprint Invoice Screen. Reprint Invoice

If you tick the Print Receipt Of This Invoice box and then click on the print button an Invoice will be shown with the following amendments.

• The word Invoice is changed to Receipt.
• Total Due is change to Total Paid.
• A Red Paid Stamp Image is shown in the Middle of the receipt.

Recalc

After you have entered any discounts - please make sure you click on the Re-Calc button to make sure your invoice is recalculated with the latest values.

Print

After printing your invoice, and pressing OK, you will be prompted to save your invoice, (the message box below will be shown).

If you save your invoice SimplyPats will automatically generate the next consecutive Invoice number from the one you just printed. If you don`t save your invoice you may end up with duplicate invoice numbers.

Invoice Addressed To Invoicee Address

NOTE! If you have entered details on the Invoicee screen, then the invoice you create will show an Invoicee address in addition to the Testing Address. If there is no Invoicee then the Invoicee and Testing Address will be the shown the same.See Also Invoicee Details

Save

The save button allows you to save your invoices in CSV format. CSV is a file type readable by most Spreadsheet and Database programs. This will allow you to keep a record of the invoices you have created and what prices you charged at the time of invoice.

SimplyPats creates a folder for you C:\Program Files\SimplyPats 6\Invoices where you can store or retrieve your saved invoice files.

You can reprint these saved invoice files by selecting "Reprint Invoice" frpm the "Tools" menu. See Also Reprint Invoice

Calculate

Pressing the calculate button brings up the windows calculator. If you already have a calculator window opened you will be asked if you want to open a second calculator. The calculator will allow you to do any additional calculations you want to apply to your invoice.

Close

Closes the create Invoice screen.

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(This Topic Last updated 01/09/2011)