Invoice Creator's Main Window

Invoice Creator

The Invoice Creator component makes creating invoices quick and easy.

With this program, you can create customized invoices from products in Inventory Tracker and customers in Contact Tracker

With this program, you can create customized invoices from products in Inventory Tracker for customers in Contact Tracker

The Date (1) is automatically entered when you create a new record. An Invoice # (2) is also generated.

Near the middle of the right side of the window are Quote and Invoice options (7e). If you choose Quote, an item added to the Product(s) field (7b) is not removed from inventory until the Invoice button (7e) is clicked. If you never create Quotes this feature can be hidden by clicking Prefs, then Invoice Creator Prefs, and then disabling the Show Quote Option.

Choose a Customer (4) from a list of people in Contact Tracker by clicking the Select button above this field. Click the View button above this field to go to the Contact Tracker record for that customer. Click the Go To button above this field to go to the first or last Invoice for a Customer.

Click the Add Product to Invoice button (7a) to add Inventory Items, Assemblies, Other Charges or Services to the invoice. You will first be asked if you want to add an Inventory Item (including Assemblies) or an Other Item type.

If you choose Inventory Item you will next be asked if you want to Enter or Scan a Stock Number or pick an item from a list. You can go directly to this option by clicking the Add Product to Invoice button with the ctrl or command key held down or by pressing F2.

You will be asked for the number sold and the selling price. The Product(s) field (7b) displays all the products ordered by the Customer for this Invoice #.

If you click a line in the Product(s) field and then click the Open Inventory Tracker button (7d) you will be taken to the Inventory Tracker record for that item.

Unless you are in Quote mode (3) the Quantity ordered is automatically deducted from the Inventory Record and added to the Product(s) field (7b).

You can use the Find BO button (7c) to determine if there are back ordered items to be shipped. The Fill BO (7c) will create a new invoice for any back ordered items now in stock.

The total is shown in the Invoice Amount field (3). Enter the Amount Paid (5) and the Balance Due (6) will be calculated.

When you enter a payment in the Amount Paid field (5) you will be asked for the method of payment. If the invoice is paid in full, the method and date are entered into the Notes field.

Partial payments and their methods are automatically added to the Partial Payments field (11). When subsequent payments are made, you must return to the record for the invoice, enter a new Payment Date (1) and the new Amount Paid (5). The Payment (11) will be applied and a new Balance Due (6) calculated.

You can add Tax by clicking the Set Tax Info button (9a). You can specify up to three different Tax Types (including Sales Tax, GST, VAT or any other tax), each with their own Tax Rate and choose which Inventory Types you want to apply the tax to. You can also specify the Buyer's Tax ID and the Sellers Tax ID which are then added to the Invoice. The total tax is automatically calculated and displayed in the Total Tax field (9b).

Add any Shipping & Handling charges directly to this field (10).

You can discount the amount for products sold by entering a percentage into the % Discount field (16)

Clicking the Create Invoice (or Quote) button (12) totals all amounts and creates a printable invoice that is easy to export.

View a previously generated Invoice by clicking the View Invoice button (13).

You can also Create a Packing Slip (14) or both an Invoice and Packing Slip by using these buttons.

Easily create an Envelope or Shipping Label with these buttons (15).

Choose a Sales Representative (8) from a list you create.

Clicking the Notes tab reveals the Notes field (17) and three other options.

You can add amounts in the Notes field to your invoice total by clicking the Add Amounts in Notes to Balance? button (18). The Notes will be added as an Other Charge. If these amounts are taxable, just click the Add tax too? button (19) above the Notes field.

Enable the Add Notes to Invoice? option (20) to add the Notes to the Invoice without adding any numbers in the Notes field to the Invoice Amount.

View a Customer Account table of all invoices and payments made by clicking the Cust Account button (29). This table includes Dates, Invoice #s, Sub Totals for Sales, Services, Other charges, Taxes, and Total Due, as well as Payments, Balances Due and Totals for each column.

Create reports on all the invoices in the database with one click of the Invoice Report button (30).

Other Info

Clicking Other Info (22) reveals a Carrier menu (23), and a Tracking # field (24), You can create a list of Carriers to choose from (23) and add a Tracking Number (24) to the Invoice.

Choose your payment Terms from the menu (25), add a Purchase Order # (26), and a Due Date (27) to your invoice.

When the invoice is paid, click the Today or Choose button above the Paid field (28).

Deposit Info

Click Deposit Info (29) to see the deposit information.

Click the Deposit field (30) to enter the amount of the Deposit.

Click the Choose button above the Dep. Paid field (31) to select the date the Deposit was Paid. You can indicate how the Deposit was paid by using the options below the field (33). You can also accept Multiple Pays (payments) for a Deposit.

When the Deposit is returned, click the Choose button above the Date Ret. field (35) and enter the amount returned in the Dep. Returned field (34).

View a Customer Account table of all invoices and payments made by clicking the Cust Account button (36). This table includes Dates, Invoice #s, Sub Totals for Sales, Services, Other charges, Taxes, and Total Due, as well as Payments, Balances Due and Totals for each column.


For information on the unmarked navigation and common buttons, click here.