How to Create an Invoice

Any Invoice that is created in VisD has to be derived from a Rental. Please follow the below steps in order to create an Invoice.

Invoice Creation:

Pre-requisite: Rental must be created.

Steps:

1. Either from the Rentals or Equipment Chart Screen, right click on the Rental/Equipment, hover over "Invoice", then click "Add Invoice"

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2. This will open the Invoice Window. The details of this Invoice will reflect what was created in the Rental.
3. Ensure these details match with what should be Invoiced right now.

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Key Sections:

• Rental Range: Defines the duration of the entire Rental
• Billing Period: Defines the which portion of the Rental will be billed. This can be for the whole Rental, or a smaller portion of the Rental
• Invoice Date: First date of the Billing Period
• PO #: Optional Field to input Purchase Order Numbers
• Invoice Number: If left blank, system will auto-generate an Invoice Number. Otherwise, can specify custom number
• Pay Terms: Max amount of day customer has to pay invoice
• Due Date: Date in which full payment of Invoice is due
• Body of Invoice: This contains the Invoice Line Items which are all of the "Billable" Resources and Items from the Rental
• Daily vs Full Range Radio Buttons: These radio buttons determine how the Line Items will appear in the body of the Invoice. 
  • Selecting the Full Range option will condense a Resource Line Item that spans multiple days into just one line. 
  • Selecting the Daily option will breaks a multi-day Resource Line item into multiple lines. Each line of that Resource represents one day the Resource was used
• Remarks: The free text field can appear on an Invoice Printout or Email which can be viewed by the customer
• Memo: Internal free text field for employee use.
• Overtime(OT): Dropdown field which allows pre-configured Overtime rules to be applied to the Invoice Line Items.
• Tax Fields: Pre-configured Tax configurations that can be applied to the Invoice Line Items. In order to apply a Tax onto a Line Item, select the Tax option first, then check the box in the appropriate column on the Line Item.
• Discount: Pre-configured Discount configurations which allow for reductions for selected Line Items. They are applied in the same way as Taxes.

Editing an Invoice:

If edits are needed on an Invoice, it is recommended that they be done on the Rental instead of the Invoice itself. While edits are allowed on the Invoice, the Rental will not reflect those edits made. In order to have the most accurate reporting, edits should be done on the rental. 

Once the edits are completed, save the Rental and close. Then right click the Rental, highlight "Invoice", and then click "Invoice List". The number in the Brackets indicates how many Invoices have been created for this Rental.

Once inside the Rental, click on "Regenerate". The system will send a prompt that will ask if the Headers and Invoice Line Items should be regenerated. Click "Yes" to both.