📄️ About Invoices in EPASS
In EPASS, there are two parts to an invoice. The invoice header, which is where you select the invoice type and fill in the customer information, and the invoice detail, which is where you sell the product, extended warranty, delivery charges, etc. The header and detail are both accessed through invoice maintenance, but they are displayed on separate screens.
📄️ Finding Invoices
Find invoices is used to find all invoices created on a specific day or within a date range. This is useful from a managerial perspective to see all the invoices created today or, from a CSR or salesperson’s perspective, to see the invoices they created today or yesterday when they remember they promised somebody they would do something but they do not recall which order it was.
📄️ Invoice Header
The invoice header is where you enter important information about the invoice, including the Invoice Type, the customer's Ship to and Bill to information, the Schedule or Pick Up date, and the Job Status.
📄️ Invoice Detail
The Invoice Detail is where you sell everything on an invoice. It is also where you take payments and signatures. You can click Detail from the Invoicing Maintenance screen or the Invoice Header to get there.
🗃️ Sales
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🗃️ Service
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📄️ Update Customer Details on Open Invoices
You can use the Update Open Invoices feature to update a customer's contact information on each of their open invoices. This feature saves you from having to manually update every open invoice if, for example, a contractor or development's Bill To or Sold To address changes.
📄️ Job Status Security Levels
The Job Status Security levels allow companies to control which Job Statuses a user can assign or change on the Invoice Header. Each Job Status is assigned a Security Level (0-9). To assign or change a Job Status on an Invoice, users must have the corresponding Security Level options enabled.
📄️ Update the Job Status of Multiple Invoices
You can update the Job Status of multiple invoices by importing an Excel file using the Multi Edit Invoice Fields utility.
📄️ Misc Type Security Groups
The Misc Type Security Groups functionality provides a way to control adding, editing or deleting a Misc line in Invoice Detail based on the Security Group assigned to the Misc Type and the EPASS User.
📄️ Labor
Provides retail/builder sales divisions the ability to sell labor (installations) on an invoice and then split off the install portion to a dash invoice assigning a technician to the labor line and routing the technician.
📄️ Related Invoices
Related invoices lets you track and tie together invoices that have something in common with each other. Understanding all of the different relations and how they work can help you use this feature to your advantage.
📄️ Related Misc Option for Pick Up vs Delivery
There is a new option on the Misc table controlling if related Misc Codes attached to a Model are added if the Invoice is a Pickup versus Delivery.
📄️ Related Misc option for Pick Up vs Delivery
There is a new option on the Misc table controlling if related Misc Codes attached to a Model are added if the Invoice is a Pickup versus Delivery.
📄️ Viewing the Route Codes
A new column in the Invoice Maintenance screen table called Route shows the route code for each invoice.
📄️ Batch Print
Batch Print is associated with Invoicing > Batch Email and Text. Batch printing strictly does prints, whereas the Batch Email and Text uses the customer preferences to print, email, or text. This procedure is a great way to print a series of invoices for mailing.
📄️ Email Formats
The purpose of email formats is to allow you to easily send nicely formatted emails. These emails can include HTML (allowing for different colors, fonts, hyperlinks, embedded pictures, etc.), multiple attachments, customized sender information, and fields from the invoice within the message (like a mail merge in Outlook).
📄️ Finishing Invoices
Using the routing screen, you can multi-select the invoices from the day before and click Invoicing > Finish > Finish Invoice or click the F icon on the toolbar.
📄️ Prevent Finishing Invoices When Serials are not Allocated to Warranty Lines
By default, sales staff can finish invoices for extended warranty products without adding a serial and model to the warranty line. To enforce the requirement for serials on invoices, follow these instructions:
📄️ Cash Out Report
This report is intended for companies to 'cash out' their tills throughout the day or at day end; it will help you quickly cash out and balance a till or can be used to cash out the whole store. This report allows you to see all payments from invoicing and AR and also allows you to cash out by branch, terminal, user, or a combination of all three. Once payments have been 'cashed out', they cannot be modified. If you are cashing out a whole store, not a till, you will want to Select All Terminals and All User IDs for your branch.
📄️ Posting Invoices
When all invoices for a given business day have been finished, your next step is to post them. This process posts all invoices with a not posted status and all open payment lines from the invoices by date. EPASS then displays totals on reports for you to use for daily balancing. The posting procedure then creates AR transactions that also need to be posted. Both invoice and AR posting should be completed daily.
📄 ️ Invoice Daily Balancing
Daily balancing is a two-step process. First, the cash drawer needs to be balanced and what is being deposited into the bank needs to be balanced. There are many variations of this routine dependent on your locations, how many departments are within each location, and which bank each store physically deposits the money to.
📄️ Cost of Goods Posting
The Invoicing G/L Cost Posting procedure has received updates to improve performance and to handle locked invoices better. You should not have people editing invoices after they have been posted but it seems to happen. This also makes the COGS posting much more flexible and able to run mid-day while the business is operating.
📄️ Archiving
Invoicing > Utilities > Archiving
📄️ Auto Reserve Utility
Overview
📄️ Auto Backorder
The Auto Backorder feature allows you to automatically attach an invoice model line to a purchase order where there is an available quantity on order. It will find the oldest available purchase order and attach it to the corresponding model on the invoice based on the following restrictions that you can define: location restrictions, minimum deposit, max days out and whether the user has security to auto backorder.
📄️ Mass Unreserve Utility
There is a new Invoicing utility to mass unreserve serials from invoices. If you have multiple serial numbers that should no longer be reserved, you can use this utility to remove the reserved status.
📄️ Activate Extended Invoice Detail
Overview
📄️ Adding Contacts to an Invoice
The Contacts tab in the invoice header enables you to add additional contact information to an invoice. This may be useful for your commercial customers who have contractors working with them, such as designers and supervisors, and you need quick access to their contact information.
🗃️ Utilities
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🗃️ Reports - Invoicing
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