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After the invoices have been aggregated for one or more clients within the configured date range, you will need to continue to Step 2 - Approving the Invoices. To do so, click on Approve at the top of the screen.
The Aggregation Column will now show Yes. If previous invoices have been approved, they will appear here as well. To only see the ones that need approval, use the Filter Menu located above the Client Column. Use the checkboxes to select specific documents for approval or simply click on Approve to approve all invoice documents.
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If the settings have not been enabled for invoice auto numbering, you will see the message below next to Invoice number/date. It is recommended to configure these settings prior to approving invoices. This can be done by clicking on Configure Auto Numbers, which will open a new tab in your browser for viewing and changing these settings.
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You must have the appropriate permissions to make these changes. If you do not, contact your Administrator. |
Next, click on Edit and then scroll down to the Client Invoicesthe Supplier Invoices section.
Here, you will need to enabled Auto-assign invoice number/date upon user click and Auto-assign client supplier invoice number/date upon status change, as shown below. Then type in a format for the automatic invoice numbering. If you need ideas for how this is done, click on Info next to the Number Format drop-down menu. Once finished, scroll back to the top and click on Save.
You may need to click on Cancel in the pop-up window below and then click on Approve again for the change to take effect. Once this has been done the approval window will appear as shown below. If Create and attach invoice documents is chosen, a new document will automatically be created and attached for each invoice. You may also check the box next to Replace existing attachments (if applicable). Then click on Ok.
Now the Status Column will show Invoice Approved. New icons will also appear to show that it is a new invoice and for viewing the approved document.
Step 3: Distribute the Invoices
The final step involves distributing any approved invoices to the clients. This can be done by clicking on Distribute on the Client Invoice Production Tab.
Several options are provided for distributing your invoice documents. They may be downloaded and printed, emailed to the client, etc. Currently this invoice is configured to be emailed and printed as noted by the Blue Circles under the appropriate columns.
If you want to change these settings, click on Change Flags... above the Client Column. Here you can change the content style by ticking one of the provided radials. The Send by Email and Print out options may also be changed to one of the following:
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Click on the radials to make or change the current selection. Then click on Ok in the pop-up window.
The information will immediately be reflected for the invoice document. In the example below, Style B will be used and only email is required:
You may also click on the Client or Invoice Number column for the appropriate document to see additional information and view or modify the invoice. Once finished, click on Distribute... (or Distribute, selected... when specific selections have been made) to distribute all listed invoice documents.
A pop-up window will appear. Here you may perform many actions for distributing the documents including: email, printing, and exporting the selected invoices. If you do not want to create Excel/PDF print versions the option will have to be disabled (not recommended). An option is also provided for re-creating and replacing any existing print versions. This is disabled by default and you will need to check the box next to the option to do so.
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When finished, click on the X in the upper right corner to close this window.
The above steps can be used to distribute one or many invoices to your clients. Another option resides next to the distribute button and can be used to change the status of the document. Click on Finished... to view these options.
Then tick radial for the desired option in the provided pop-up window and click on Ok when finished. An invoice can be marked as sent, paid, or switched back to approved in this window.
Paid invoices will have an Invoice Paid status and Sent invoices will have an Invoice Sent status, as shown below:
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