Create Invoices for Hours

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 (Debtors (Action ribbon)). 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.

Processing Quotes for Hours

If you use the “Hours” category to schedule and process quotes, for your debtors (customers / clients), it will create quotes when you create invoices for hours. These quotes need to be confirmed and converted to an invoice. 

To process invoices for hours:

1.If the Calendar is not automatically displayed, click on the Calendar (Action ribbon).

2.Select the day and a time slot to schedule the hours and right-click on a time slot. 

3.On the context menu, select the “Add Event...” option. The “Untitled – Event” screen will be displayed.

projects-calendar-event

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. 

f)All day event - Leave blank.

g)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.

h)End time - Enter the time expected to finish the project.

i)Appointment recurrence - The default is “None”. Cannot be selected for Hours.

j)Repeat until - Field disabled. Cannot be selected for Hours.

k)Reminder - You may activate it and set the “Minutes”, “Hours” or “Days“ to remind you in advance to process invoices for hours.

The Subject in the Titlebar will display the debtor (customer / client) account code and name, the name of the salesperson as well as the Project code and description.

l)Notes - You may enter notes below the “Reminder” section of the “Event” screen (e.g. “Paint – white exterior – 6 hours”), etc.  

This additional information will be displayed in the “Notes” column on the Appointment tab for the debtor (customer / client) account (Debtors on the Action ribbon).

5.Click on the OK button to register and save the “Hours” event.

The Subject in the Titlebar will display the debtor (customer / client) account code and name, the name of the salesperson as well as the Project code and description.

6.On the Agenda topbar, click on the Create invoices for hours button. The following options screen is displayed: 

projects-calendar-hours-between-date

7.Select the date from and date to in which the hourly rate is to be charged (e.g. 2018/05/11). 

8.Click on the Lookup icon and select the stock item.

9.Click on the OK button to create the quote. The information screen "Quote(s) generated” will be displayed.

10.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).

Projects (Action ribbon) on the list of a selected Project.

Documents tab of the Debtor (customer / client) account (Action ribbon). 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.


Convert Quotes to Invoices

Once quotes are generated for the “Hours” events n the “Calendar” for debtor (customer / client) accounts, you may convert these quotes to invoices.

To convert the quote for hours to invoices:

1.Exit or close the Projects (if active).

2.On the Action ribbon, select Documents.

3.Select “Quote”.

projects-calendar-confirm-hours-quote

4.Select the specific “Quote” and right-click. On the context menu, select Documents → Confirm quotes and orders.

5.A confirmation message “Do you wish to: (1) Quote Confirmation” will be displayed.

6.Click Yes. Another confirmation message “Do you wish to delete this Quote?” 

7.Click No

If you click on Yes, the Quote will be removed from the “Document entry” screen as well as the Documents tab on the selected Project.

8.Another confirmation message “Document(s) created! IN000003 PR-PAINT2 1ROGSM Mr. Roger Smith” will be displayed. 

9.Click OK.


Edit converted invoice


To edit the converted invoice for hours:

1.Exit or close the Projects (if active).

2.On the Action ribbon, select Projects or Documents.

3.Select the “Invoice”.

projects-calendar-edit-confirmed-invoice

This Invoice is selected from the Documents tab on the selected Project. 

If the Invoice was selected from the Document entry” screen, the Project may be changed.

4.Enter a reference in the “Your reference” field.  

The reference number is added to projects and is useful when searching for a specific document or a project. 

5.Check and edit the messages in the “Message” field, if necessary.

6.Edit the rest of the fields as necessary, if required.

7.Click OK to close the Invoice.