Invoice a List of Jobs

Back Top Previous Next

The choices for batch invoicing are:

 

batchinv

 

For example, if you select Customer as the type to group by, when running a list of jobs for that customer, all will be invoiced on the one invoice. Similarly, if Ship, Project, etc. is chosen, all jobs for that type will be on the one invoice to the customer.

 

1.Open the customer cardfile and go to the Customer tab at the bottom of the cardfile. In the Batch Inv. Group by, select Customer.

batchbycustomer

2.Choose the way to send invoices.

sendinvoicevia

3.Go to the Reports tab at the bottom of the cardfile form and ensure the correct invoice report has been selected. This may be set to <Use Default>, so it is best to check what is set in Tools > Options > Job > Invoice first. Jim2 determines which invoice format to use first via the customer cardfile. If it is set to <Use Default>, it will then fall back to what has been selected in Options.

defaultinvoicereport

The Job List can be used to group jobs belonging to one or several customers, and produce one invoice per customer containing many jobs.

This is particularly useful when:

processing high volumes of jobs for those customers and producing one invoice containing all finished jobs, instead of individual invoices

jobs need to be invoiced containing a specific Cust Ref# or Item# together so all jobs can be included on the one invoice.

 

Info

To print physical copies of invoices, enable Print Invoice after invoicing a job in Tools > Options > Job > Invoice.

 

Email will send an invoice and print one copy if Printer 2 is set up to print 1. If not set up, Email will send only.

 

Invoice Multiple Jobs

Info

You can invoice $0 jobs from a job list via selection of Zero Total in the Advanced Job List.

 

zerototal

1.To invoice multiple jobs for one (or several) customers, create a job list.

2.To filter a search for a single customer – enter the customer's code in the Cust# field, choose any other relevant search criteria that meets the invoice requirement (for example, Cust Ref#) and untick Active and Finish in the job list, leaving Ready ticked. For multiple customers, untick Active and Finish in the Job List, choose any other relevant search criteria, but leave the Cust# field blank.

3.The job list can help to filter jobs that meet the above criteria. Choose the search fields that meet that need.

joblistfinished
warning1

Where the Sub-Branch (if branches are enabled) or GL Department values are different, it is not possible to invoice a list of one customer's jobs unless this has been enabled in Options General> Branches. Tax type must be the same as well, ie. only Tax Paid Up or Tax Paid Down.

3.Do not set a refresh time at the bottom of the list, as you cannot invoice from a live list. Click Run. This will show any current jobs that are ready to be invoiced for that customer (or customers), and the Invoice Job icon will become enabled.

invoicejob

4.Click Invoice Job on the ribbon and it will bring up the Invoice screen for an individual customer, or the Batch Invoicing screen for a list of customers.

joblistbatchinvoice

Info

Untick the Show Invoice screen checkbox if you don't wish to view each invoice in the batch invoicing screen.

For a single customer, the Invoice form will now be updated with default invoice, customer and shipping details.

Tip

On the Payment Details screen, function keys F4 through to F10 will allow selection of a payment method. F2 will take go to the Invoice Details tab and F3 will go to the Payment Details tab.

 

paymentdetails1

 

Check all the details are correct and select OK.

 

Note: Using the F11 key also completes the invoice.

 

Tip

The word Print will change colour to indicate that the option chosen here differs from what the default is set to on the customer cardfile.

 

printcol
Info

With batch invoicing, you can choose not to invoice a particular customer from the list by unticking the box beside the Card Code prior to selecting the Invoice icon.

 

don'tbatchinvoice

5.There are a number of options that can be selected in relation to printing/sending invoices.

batchinvoptions

As per cardfile

Never

Only if Total is not zero

Only if Total is not zero and has lines where Total is not Zero.

6.Check all the details are correct and select Invoice.

batchinvoice

The Batch Invoicing screen will show that the customer has been invoiced at the completion of invoicing.

 

warning1

Batch invoicing of COD customers is not possible.

 

Batch invoices can be backdated by changing the date when invoicing:

 

batchbackdate

 

The Direct Debit checkbox is not selectable if a direct debit debtor payment type is set up in Banking Options.

 

Further Information

Add a Late Fee

Apply a Credit Payment when Invoicing

Email Invoices

Find a cancelled invoice

Invoice a COD Customer Without Taking Payment

Invoice a Single Job

Invoice Descriptions

Invoice Details Tab on Job

Invoice Details Tab on Quote

Invoice Name on Job

Invoice Using GL Account

Invoicing Authentication Security

Job Invoice Options


Personalise an Invoice

Print an Invoice

Proforma Invoice

Raise a Tax Invoice for Progress Claims

Receive Payments When Invoicing

Reprint Invoices

Round up Invoices

Send Multiple Invoices to an Email Address

Set up back of page text on invoice

Unprint an Invoice and Reverse Payment

Docket Jobs

Sales Register