Product Information


BusinessSuite Accounting – The perfect tool for your business.

BusinessSuite Accounting is a diverse business management package, designed for businesses in all markets and industries. The software includes all of the core accounting functionality you would expect of a total business solution, as well as being easy to use, fully multi-user and network aware.

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Invoicing Module

The Invoicing module is used for selling products and services to your customers.

Key Features:

Fully integrated to stock, customers and general ledger

Generate invoices for products and services

No limit on the number of lines per invoice

Easy to use data entry screens with all information easily visible

Generate sales orders, picking slips, invoices and shipping labels

Attach scans of signed delivery notes and picking slips

Comprehensive sales, delivery, backorder and profitability reporting

Details:

Documents
The tabs in the Invoicing module let you enter the customer for the invoice, the goods sold, any discount and a range of other information about the sale.

Five different types of documents can be created using the module, including Invoices, Credit Notes, Quotes and Templates.
Integrate With Inventory
When you create an Invoicing document, you can enter goods to be sold to the customer.

The Invoicing module is linked to Inventory so that information on the goods you enter is included automatically (such as the price, the tax code and so on).

Each line you insert on an invoice lets you open a list of the items in your Inventory module.

You can also enter comment lines and non- inventory items created at the time of sale.
Customer Details
When you insert a customer on an invoice, the details for that account are shown automatically from the information in the Customers module.

These details include delivery and postal addresses, a contact name and phone / fax numbers.

If you need to change any of these details you can still do it manually.
Payments
Payment for an invoice can be entered directly on the document using the Payment function. The function is accessed with an ActionButton, and opens a dialog for recording the payment type and amount.

When a payment is made in this manner, it is displayed on the Payments tab of the Invoicing module.

Payments are usually made for an amount higher than the exact invoice total so a prompt, showing the amount of change to be given to the customer, will appear.
Move Non Supplied
The Move function in Invoicing lets you move non-supplied items from one invoice to a new one so that the original invoice (minus the non-supplied items) can be posted.

You can move the non-supplied items when you are part-fulfilling a customer order, and send an invoice with each shipment of the goods, rather than one invoice when all goods are shipped.

When you use the function, buttons appear on the invoice that let you go to the document with the non-supplied goods and back to the original.

As you may move the items more than one time, the original invoice number is stored so you can trace back to the original document. You can also use this original number when following up with the customer so that you are both referencing the same information.
Batch Processing
The Batch function lets you post all of your completed invoices simultaneously.

Depending on the settings in your Invoicing Defaults module, a number of events occur when you click the Batch ActionButton.

If you have your Invoicing Defaults set to None, all the relevant invoices will be posted.

Setting the Batch option to Date means that a date range dialog will open and you can post only invoices between two dates you set.

The third Batch selection, Options, will open a dialog that lets you perform a number of tasks such as printing, posting and activation for a range of invoices.

Batch printing allows you to enter a series of invoices and then print them all at once.
Shipping Labels
Shipping Labels are used to display details for a shipment such as delivery address, shipping date and a description of the goods.

The Shipping function lets you print shipping labels for the invoices on your system.

Information from the invoice, such as the Courier and Freight companies, is entered automatically.

When you have completed the dialog, the details of the label appear in the Shipping Labels tab on the invoice.
Reports
Besides printing your invoices in generic or customised formats, the Reports function in Invoicing contains other useful reports.

The Invoice List report prints a list of all the invoices within the criteria you set with the range dialog ordered by customer, date, invoice number or sales person.

The Invoicing Inventory Supplied report prints a list of all the products that have been supplied on the invoices within the range you set.

The Invoicing Gross Profit report shows you the exact amount of profit per invoice and can even show the individual transactions used to fulfil stock on the invoice.

There are also many more reports including a Tax Remittance and a Picking Slip.
Find Function
The Find ActionButton opens a dialog that lets you search for invoices using a number of parameters. Each field can be used as a filter to find a specific set of invoices.

The results of the search are displayed in the Invoicing Search Results window - allowing printing, exporting and drill-downs.


Copy
The Copy button in the Invoicing module lets you copy the details of an existing invoice to a brand new document. If you click the Copy button, a new document (of the same type as the original) will be created with all the details filled in, but none of the items received. You can then change any details necessary and save the invoice. This saves time when you create a similar invoice for a customer on a regular basis.
Document Storage
The Documents tab of the Invoicing module allows the storage of documents relating to the invoice.

Using a scanner, you can scan any relevant document and insert it on the invoice. It is also simple enough to attach a document you have created in another program (for example a letter created in a word processing program).

If you use the Documents Setup module to create document types, you can launch a program, create the document and attach it automatically. This function is ideal for customised letters.

BusinessSuite can create Microsoft Word documents that include substitution fields. These fields will be replaced with the correct value from the invoice information in BusinessSuite.