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    Tutorial Step 7: Generating an Invoice

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IMPORTANT: Information and Instructions windows appear when certain functions are selected to help first time users successfully operate Time Logger. The tutorial does not show when these windows appear. After you have become familiar with the operation of Time Logger you can click the Don't show me this message again checkbox to prevent these windows from appearing.

Step 7 - Generating an Invoice

Generating an invoice takes just a few seconds in Time Logger, after you have customized your Invoice Template and other Time Logger settings. In this tutorial you can use the default invoice format and the time records in sample.mdb to quickly create a generic sample invoice.

Perform these actions to generate a generic invoice using sample.mdb:

1) Select Invoice/Automatic Invoice Filter and select the "AR Software" client and click OK.

Automatic Invoice Filter Tutorial

NOTE: If a window appears indicating that no Time Records match your current filter then follow the directions below To Repeat this Step of the Tutorial.

 

2) Select Invoice/View Invoice and optionally change the date and enter a General Comment and click OK.

Invoice_Information_tutorial

 

At this point Time Logger actually generates an invoice file (based on your Invoice Template), gives it a name based on the Next Invoice Number and saves it to your hard drive in the Generated Invoices Folder.

To view a sample generic Invoice Template: Modifying the Invoice Template

To view a sample generic invoice generated from the above sample template: Invoicing Step 2: Creating the Invoice

 

NOTES:

If you receive a message indicating This option is not available because you have not yet chosen your word processor, please select Tools/User Options/Other and specify the path and executable name of your word processor then repeat this step.
If you receive a message indicating A file has already been generated for this invoice, first click No and verify that the invoice file is a sample invoice.  If it is a sample invoice you may repeat this step and click Yes and overwrite it.  If it is a real invoice of yours, you should increment the Next Invoice Number field on Global Options Window/Other Tab to one that has not been used before you perform this tutorial so that you do not overwrite a real invoice file.

 

3) Your generic sample invoice should now appear in your word processor in a new window.

You may view the invoice that was generated and determine if it looks correct.  After you purchase Time Logger and are generating real invoices, you would likely do one of these actions at this point:

A) Print the invoice to your printer (such as a PDF printer to create a PDF document to email).  See: Invoicing and Reporting with PDF and Email

B) Close the invoice, change the time records and re-generate the invoice to make corrections.

C) Close the invoice, change the Invoice Template and re-generate the invoice based on the new Invoice Template. See: Modifying the Invoice Template

After you have viewed your invoice, close the word processor window to return to Time Logger and continue with the next action.

 

4) After you have finalized and printed your invoice, select Invoice/Post Invoice and click OK on the next two screens:

Invoice-Posting-Get-Date-Window

Invoice-Posting-Complete

 

NOTE: At this point the Time Records that were on the screen are likely removed and you will see the window below.  This is because posting the invoice changes the Billed field for each Time Record from No to Yes.  If you had a Filter set to show Time Records that contained Billed = No as one of its conditions, then the Filter will not match any Time Records and none will be displayed.

 

Invoice-Post-Post-No-Time-Records

 

At this point you have completed the invoicing process and are ready for the next page, Tutorial Step 8: Wrap-up

 

Click the "Next" link above to go to the next step in the tutorial.

 

For more on Invoicing see one of these topics:

Creating Invoices

Invoicing Step 1: Setting an Automatic Invoice Filter

Invoicing Step 2: Creating the Invoice

Invoicing Step 3: Posting the Invoice

 

Invoicing Multiple Clients

 

Word Processor Selection

Generated Invoices Folder

 

Viewing Past Invoices

Deleting an Invoice After Posting

Resending an Unpaid Invoice

Invoicing Via Email

 

Modifying the Invoice Template

Edit Invoice Template

Invoice Template Fields

 

Accounts Receivable

 

Sharing Data via Quickbooks IIF Files

Sharing Data Via Quicken .QIF Files

 

 

To Repeat this Step of the Tutorial

Follow these directions to remove you invoice data from "sample.mdb" and repeat this section.

1.Verify you are using "sample.mdb" by making sure you see its name in the title bar to the left of your user name:

SampleDatabaseOpen

2.Press F6 to clear Time Logger's filter.
3.Choose Edit/Modify All Filtered Records.
4.In the Field to Change box, select "Billed".
5.In the New Text field, enter "No".
6.Click OK.
7.Choose Invoice/Accounts Receivable.
8.Select and delete any invoices you see and then close the window.

You should now be able to begin at Step 1 above and be able to generate an invoice.