Invoicing

Features

Use

Creating a sales invoice

  1. Activate Invoicing.
  2. Click New at the bottom of window, or select Records -> New Record from the menu bar.
  3. If you find more convenient to create an invoice from the work record, locate it in Works, show the sidebar in Record Mode and click Create Invoice.
  4. Enter a unique number for the bill.
  5. The invoice date is set automatically to the current date. Change it if necessary.
  6. Indicate the type of invoice in the Label field. This can be: Invoice, Fees note, Copyrights, etc. The word "Invoice" is entered by default.
  7. The Type field is setted to "Sales" by default.
  8. Specify a date in Date Payment depending on when you want to receive the payment. If the payment has been received, enter the date of receipt.
  9. In the field Invoiced to, select the customer name from the drop-down list or type it manually.

    Invoicing window contains a table where each row corresponds to a work. You have, therefore, on the one side, information about the invoice (invoice number, client info, etc.), on the other, information relating to works, books, etc..

  10. Show the sidebar (if it is hidden). This area contains the works and books that can be filtered by artist, title and reference.
  11. Find a work and click the corresponding Add to the current invoice ajouter button. If the work is published in multiple copies (photograph, etching, etc.) you must also select the reference of the corresponding copy. If you prefer to retrieve the object for sale on Works or Books, activate Works or Books, find the desired object and add it to the invoice by clicking the Create Invoice button.
  12. If you have receive an advance, enter it in the Payments table. This table allows handling payments (advances, installments) as a schedule. If you want payments to be added in Balance Due, check the Payments checkbox.
  13. Click the Print button and select an invoice template to print.

Notes: If the checkbox Price is tax added is checked, the selling price will be considered inclusive of all taxes. The amount of VAT will therefore be deducted. In the opposite case, the selling price will be increased by the tax. Price is tax added is checked by default. If you want to base the new invoices on the price without tax, go to the User Settings panel, click Options, select Invoicing in the sidebar menu then uncheck Price is tax added by default .

Very important : The discount is calculated on the price without tax.

If you have to issue an invoice for a service or an item that is not listed in the Works or the Books module, complete the fields manually. To delete a row, click the delete buttonat the bottom of the table.

Creating an invoice for commission

The commission invoice is created in the same way that a sales invoice. The type of invoice must be Committee.
You must fill in the additional fields Gallery production, Consignor/Artist production and Commission. This field can be a percentage or an amount (to be defined in User Setings > Options > Invoices > Calculate rebate as a percentage.

Print

Printed Notes

You can accede the field Printed notes by deploying the side area, then Information tab. The text from this field is intended to be printed on the different types of invoices. This text can be pre-registered in order to simplify the creation of the invoices. Click the Edit button and save as many pre-registered notes as necessary. Click the Choose an action popup menu to select the text you want to insert.

Customizable print templates

This module includes custom print templates. See the Printing chapter for more details.

Print Options

If you want to show additional information in the printed invoice, type them in Printed Notes. If this text does not change very often, you can enter it in User Setings > Options > Invoices > Default text in invoice print layouts. It will be automatically entered to a new invoice.