Calendar - Invoices for hours
You may schedule the hours, e.g. labour, consulting, etc.
Should you need to invoice a debtor (customer / client) for services rendered on an hourly basis (e.g. consulting, etc.), you may use the Hours category to schedule and process quotes (invoices) with a few mouse-clicks. The Calendar (Planner) is the electronic diary, time sheet, which integrates the billing of your debtors (customers / clients).
This option generates Quotes and not Invoices. The reason for this, is:
•Quotes are used to schedule the hourly services in the future.
•Once the service is rendered, the Quotes are edited and confirmed (converted to invoices).
•You may also view and print the Invoice on the Documents tab of the Debtor (customer / client) account (Edit → Debtors). Once the Invoice is posted (updated to the ledger), it will be listed as a debit transaction on the Transactions tab of the Debtor (customer / client) account.
•You may also select a specific person (salesperson) which will render these services.
To generate Invoices for Hours:
1.Click on the Calendar button on the Sidebar. Alternatively, click on the Input → Calendar menu. The Calendar will be displayed.
2.Select the day and a time slot to schedule the hours.
3.Select a date and right-click on a time slot. On the context-menu, select the Add Event... option. The Untitled – Event screen will be displayed.
4.On the "Untitled Event" screen, enter and / or select the following:
a)Subject - Leave blank. This will automatically be filled in with the Debtor (customer / client) account code, description and Salesperson when selecting it.
b)Category - Select Hours (Magenta colour).
c)Hours - Click on the "Hours" field. Select a debtor customer account.
d)Projects - Empty is the default project. Select a Project from the list.
e)Salesperson - Select a salesperson. If the consultant or the salesperson is not added you need to exit this screen and first add a salesperson in the Setup → System parameters → Salesperson or in the Setup → System parameters → Groups (Salesperson) menu.
f)Quote - Leave blank.
g)All day event - Leave blank.
h)Start time - This is the date and time as selected on the Calendar from where the Untitled - Event screen was launched. If this date is not correct, you may select the correct date. Enter or select the time slot, if not correct.
i)End time - Enter the time expected to finish the project.
j)Appointment recurrence - The default is None.
k)Repeat until - Field disabled.
l)Reminder - Leave blank. You may activate it and set the Minutes, Hours or Days to remind you in advance to process invoices for hours.
5.After scheduling the invoices for hours, the screen should display as follows:
The Subject and the Titlebar will display the Debtor (customer / client) account code and name as well as the name of the salesperson (consultant). It should also display the Project code and description.
6.Click on the OK button to register and save the "Hours" event.
7.On the Agenda topbar, right-click and select the "Create invoices for hours" option on the context-menu.
The following options screen is displayed:
8.Select the date from and date to in which the hourly fee is to be charged.
9.Click on the Lookup icon and select the stock item for services.
10.Click on the OK button to create the quote. The Information message "Quote(s) generated!" will be displayed.
11.Click on the OK button.
This Quote may be viewed on the following options:
•Document entry screen as Unposted (i.e. Not converted to an Invoice).
•Input → Projects menu on the list of a selected Project.
•Documents tab of the Debtor (customer / client) account (Edit → Debtors). Once the Quote is confirmed (converted to an invoice and the Invoice is posted (updated to the ledger), it will be listed as a debit transaction on the Transactions tab of the Debtor (customer / client) account.
You may need to edit the quote, e.g. add comments, change the hours, etc. change the Project code, before converting it to an Invoice.
The Hours – Event will be displayed in Purple (Magenta) colour on the time slot of the scheduled day. The Day in the calendar will also be underlined and displayed in a Purple (Magenta) font.