You can create and issue invoices for your clients in RemOnline. Invoices do not affect the inventory stock level and cashbox balances. These documents record the client agreement for the work order or sale payment.
There are several ways you can issue invoices in RemOnline.
Creating Invoices on the Finance > Invoices page
Navigate to the Finance> Invoices page and hit the + Invoice button.
Select an existing customer or create a new one. If the customer is a payer, uncheck the “Payer is the same as the customer” checkbox.
If the customer is not a payer, uncheck the box and specify an existing payer or create a new one.
Select a payment method and change the invoice date and due date if necessary.
Fill the Add work orders field with the work order number and click Enter. This way, the system automatically adds all products and services to the invoice from the selected work order. You can add multiple work orders to the same invoice.
Select or add new products or services to your invoice in the Add labors, services, products field.
Configure discounts and write a comment if necessary.
Specify the responsible manager.
Click Create.
Creating an Invoice from a Work Order
1. Open a work order and click + Invoice on the Payments and invoices tab.
The new invoice will automatically add the customer and the payer (if they were specified in the order), as well as the services and goods from the order. If necessary, you can add a payer to the invoice by unchecking the “Payer is the same as the customer” checkbox and selecting or creating a new payer.
2. Select a payment method and change the invoice date and invoice due date, if necessary.
You can add more work orders to the same invoice. To do this, type the work order number or barcode in the Add work orders field and click Enter.
3. In the Add labors, services, products field, you can select additional goods and services.
4. If necessary, specify a discount or add a comment.
5. Specify the responsible manager.
6. Click Create.
Creating Invoices on the Work Orders page
1. Go to the Work Orders page.
2. Select work orders in the Checkbox column of the Work Orders table, click More actions > Create Invoice.
3. Specify an existing client or create a new one, select a payment method and issue date.
If all the selected work orders have the same client, she or he will be automatically added to the invoice. If the Payer is specified in the work order, this person will be a payer in the invoice. If necessary, you can add a payer to the invoice by unchecking the “Payer is the same as the customer” checkbox and selecting or creating a new payer
4. Fill the Add work orders field with the work order number and click Enter. This way, the system automatically adds all products and works to invoice from the selected work order. You can add multiple work orders to the same invoice.
5. Select or add new products or services to your invoice in the Add labors, services, products field.
6. Configure discounts and write a comment if necessary.
7. Specify the responsible manager.
8. Click Create.
You can see your invoices on the Finance > Invoices page. They have the Draft status by default. Click the status to change it to Set, Paid, or Canceled.
When you switch to the “Paid” status, the window for creating a receipt opens.
You need to select the form of payment and the cash desk for the receipt. After that, click “Create”.
The paid invoice will be displayed in the cash desk with the number of the invoice for which the payment was made.
Printing and Sending Invoices
Open the invoice dialog window. At the top right, you will see three buttons:
Hit the 🖨️ button to print an invoice document
Click Export to get the invoice document as a PDF file
Click the envelope button to send an email with the document invoice attached. RemOnline automatically finds a client email address from the client profile. You can edit the email recipient, subject, and message text.
Configuring Invoices
You can also change the invoice numbering template on the Settings > General page in the Invoices section.
Fill in the field of an Invoice numbering template using symbols, along with the following available variable values:
{C} — represents the Invoice counter;
{D} — the current day;
{M} — month;
{Y} — year.
The {C} variable values can be configured.
Example: {C:3} represents the Invoice counter 3 characters long starting with zero (001, 002, 003, etc).
The same thing can be done to set up a numbering counter of your Invoices. Simply click on the example invoice number and fill in the counter field with the needed value.
Specify the number of days the invoice is valid from the date of issue. You can change the expiration date manually when creating an invoice.
Working with the table of invoices
The Finance > Invoices page contains all created invoices.
Invoices can be filtered by period (you can select the invoice date), status, client, payer, and manager.
Using the table settings, you can select which columns will be displayed in the invoice table and remove unnecessary ones.
You can export the table to your PC as an Excel file. To do this, click Actions and select Export. Please note that the table will be exported according to the specified filters.
How to Delete an Invoice
To delete an invoice, click its number and hit the delete button.
Deleted invoices can be restored in the Activity Log report.
To do this, generate a report for the Invoice deleted event. Find the deleted invoice and click Restore.