Easy Desk Office

Billing and Receivables

Content

Setup and Customizing
Customer Notes
Envelopes
Internals
Invoices
Receivables
Reports
Shipping and Back Orders
Statements

You will find in-depth help file plus additional information and hints on using Easy Desk Office On Line at our site.


Setup

Once a company has been setup on the Invoice screen, it is available to the Part and Sales department.

The Invoice is customizable with a logo and the number of columns to be printed as well as their titles.

You will find many useful tips on setting up your invoices at our On Line at our site.

To edit the columns and titles, use the menu bar item Setup Company > Edit Company Information. You will notice that two columns will have a green window, and the rest will have a yellow window in the title area. You may change any of the titles to your liking. To remove either or both of the first two columns that have the green title field, enter a period (.). When you save the edit, the columns in green marked with a period will disappear and not be printed on the Invoice. You can also remove this columns when you are first setting up the company.

You can customize the printed Invoice to appear as a ledger. Visit On Line help at our site.

  1. The first column in green is a Part# column. If you are using or plan to use the Inventory department screen, this column should be left visible. When you enter a part number in this field of the invoice, it will automatically search and enter for the part description and pricing. If the check box marked Customer is Retail Customer, the second column with a green title field will be filled with the retail price and the 5th field (Unit cost) will display the wholesale price. Either of these two fields can be used for other purposes, such as a date.

  2. The fourth column, the first yellow field, is reserved for a quantity. It must be numeric, and the software will automatically figure the total when a price is entered in the fifth field of the invoice.

  3. The Description field, the second yellow field, has Key words reserved for it. See the menu bar item Help > Key Words. You may any other description in this field as well.

  4. The Ship To fields and label can be eliminated from the printed Invoice using the No Ship button located next to the Ship To fields.

If you elect not to hide any fields in the above operation, you can customize any invoice on the fly, by leaving either the first or second column entries empty with filling in an invoice. Then select from the menu bar item Edit > Remove Empty Columns

To add a logo to your invoice, use the menu bar item Customize > Add Logo to Invoice. To have the logo printed on your invoice that you saved in Add Logo to Invoice; you must select Print Logo on Invoice. You may at any time unselect printing the logo or reselect printing the logo.

Each company you setup may have its' own Logo.

You can add your companies URL to all PO using Edit > Change Web Address


Customer Notes

Notes can be made for each account. Enter the customer's account number into the Recall window and click on the Memo button. These memos are available to the Parts and Sales department and the Billing department.

When a memo is started or added to, the user's name and a time stamp is added to the memo, depicking who added the note and when the note was added. Memos cannot be altered through the software.


Internals

An internal is a ticket that is used for internal use only. Example: Your company sells cars. You sell a used car to a customer, and create a sales ticket number 123456. The car needs some repairs, and the parts or service department needs to open a ticket for the repair. The parts department will start a new ticket numbered 123457 and reference the ticket number 123456 in the internal window.

The internal repairs and parts will not appear on the customers invoice; and the parts and labor can be accounted for. The parts will be removed from inventory when the ticket is marked completed by the Billing department.

Since this is an internal ticket it will not get printed, you will need to mark it completed when the job is done. To mark the ticket completed use the menu bar item Edit > Mark Internal Completed. You may have as many internal tickets for any invoice as needed. Inventory will be adjusted when the ticket is marked completed.

The retail invoice that internals reference should not have an internal number on it. This would cause the software to display the invoice as an internal. If the retail invoice does get an internal number, you can remove it using the menu bar item Edit > Edit Internal Number and save the invoice.


Invoices

Tickets: The Parts and Sales department can generate a Sales Order (Sales ticket). They are unable to print (bill) the ticket, the ticket is marked as pending. The Billing screen has all the capabilties the Sales screen has plus full billing and accounting.

Inventory: Inventory will not be deducted from a ticket until it is billed(printed). If you edit an open invoice, the inventory will be adjusted the moment you remove or add an item from the invoice; even if you do not save the invoice changes.

Invoices: Once a ticket is printed (billed), it is an Invoice and marked open until it is marked paid or void. This can only be done in the Billing and Receivables screen. The date can be updated at billing time, by editing the invoice.

To start a new ticket you must enter the customers account number. If you currently do not use account numbers use the customers phone number. Example: 561-465-8892 would be entered as 5614658892. This will ensure that each customer has a unique customer number; and it is easy for the customer to remember.

Once the database has been populated with customers you can enter the customer number in the recall window to quickly see the customer's complete status. New sales tickets can been automatically filled in with the customers information when the account number is entered into the Invoice filed. You may view or edit any invoice or ticket but double clicking on one in the search list.

You may add or alter a pending ticket, but not to an open invoice. In order to edit an open or paid invoice you need to reopen the invoice first.

The software will recognize a cash ticket if the sales order number is 1111777, or the customers name is "cash". For more on a cash ticket see the help file in the Password screen.

Late Notices: If you do not use statements, you can resend your customer the invoice and add a late notice or any other message you choose. Use the menu bar item Edit > Add Late Notice

Closing an Invoice: When an invoice is paid, use the menu bar item Edit > Mark Invoice Payment. You can make it as a partial payment or payment in full.

If the invoice has a deposit you will need to first use Edit > Mark Job Completed. This will allow you to change the date and move the deposit amount to a balance due in the database for accounting purposes. The invoice will not appear any different.

Deposits are handled differently than payments for account purposes; deposits are not taxable and payments are. An Invoice with a deposit cannot be marked paid, until the job is marked completed.

Over Payments and Credits: If an overpayment is made, a credit will be issued to the customer when the invoice is marked paid. If a credit needs to be manually issued, the administrator can issue it on the Password screen. The credit will be applied to the customer's next invoice; or you will have the option of reentering the payment to the current amount due. This will allow you to issue a refund.

Credits can be canceled by starting a new invoice for the customer. Credits due will be posted to the invoice and removed from the database immediately, even if you do not save or print the invoice. This is done so that the credit cannot be duplicated but another user.


Receivables and Reports

Receivables are handled by the Billing department. Receivables can be queried by performing a search for Open Invoices. This report can be and should be printed at the end of every month.

Invoices that have payments made will be displayed with the total for the invoice but the receivables displayed will reflect the balance due when queried.

Reports: All searches performed in the Billing department can be printed. You have the capability to make reports for almost every need you may have. You can also print Sales Tax by State using the menu bar item Accounting > Sales Tax

A quick visual report for Year To Date total sales, can be found under Accounting > Total Billed. This will display all Paid and Open invoice totals.

Internals are only included in the following searches: All Invoices, Internals, Product Number and Pending.

Statements can be printed by performing a search for Open Invoices. When the search window is populated with all the open invoices, you will be able to use the menu bar item Printing > Print Statement. You may select one customer or all. The statement will reflect all of the customers open invoices, and the software will offer to print the envelopes when the statements have finished printing.


Shipping and Back Orders

The Billing department is the only department that can print an orginal Packing Slip. The Packing Slip contains a field that the Shipping Department and hand write the Qty shipped. If a back order exists for the Invoice either the Billing or Inventory or Parts and Sales can add the back order to the Back Order database. The Billing and Parts department can product the Back Order Packing Slip.

In Billing the Back Order database is under the menu item Shipping. In both Inventory and Parts the Back Order database is on the Menu Bar as Back Order.

Back orders cannot be edited directly. To edit a back order you need to print the Packing Slip for the Back Order. Once printed the back order is removed from the database. If you need to change just the Qty for a single part. Do a search by Part #. The Packing Slip will show the only part searched for to be shipped; even if the invoice contains more than one back ordered item.

To change or delete the entire back order search by Invoice # and print the Packing Slip. The entire Invoice will than be removed from the Back Order database.