Support - Invoicing

To change the paper size for invoices, click on 'Setup' on the top menu bar, go down to 'Sales Ledger' (or it may say 'Customers' or 'A/c. Receivable' depending on how your system is setup), and select 'Invoice/Credit Note Layout'.   In the bottom left hand corner you can select the invoice format you are using, then click on 'Load'.   If you're not sure which format you are using, click on 'OK' button to quit the layout form, then click on 'Setup' on the top menu bar, go down to 'Sales ledger' (or 'Customers' or 'A/c. Receivable'), and select 'Layout Setup'.  The invoice layout is detailed in the first input field, top left hand corner.

When you've loaded up your invoice layout, you can select the page size.  This is the second input field down, on the left hand side.  In this instance, the size to select is the first in the list: 'Letter, 8 1/2 x 11 in', as your printer should ignore the space for the sprockets when selecting paper size.  There are quite a few different paper sizes. Note: the text on the print out will not shrink to fit a small page. If you select a page that is too small, some invoice details will not get printed. If you wanted to print on a small page, you will have to change the invoice layout to fit. Click on 'OK' button when done.

By the way, should you need to change the length of reports, click on 'Setup' go down to 'Miscellaneous', then select 'Defaults and Variables'.   Second line down you can input the number of lines per page.  It may take a little trial and error to get it spot on.  Continuous stationary normally requires about 66 lines, but it depends on your printer.

To change the quantity input field, click on 'Setup' on the top menu bar, then go to 'Sales Ledger' (it it might be 'Accounts Receivable' on your system), then select  'Default and Variables'.   A small notice box will appear, just click on 'OK' button.   The second input field from the bottom 'Invoice/Credit Note 'Qty' input format' is the one you need.   I suggest you enter the value '9999999.999'.   Then click on OK button to save.

To print out the quantity on invoices to three decimal places, to match your input format, you will need to modify the layout of the invoice.   Click on 'Setup' on the top menu bat, then go to 'Sales Ledger' (it might be 'Accounts Receivable' on your system), then select Invoice/Credit Note Layout'.    Select the invoice format you intend to use (bottom left hand corner), click on 'Load'.   The invoice format will appear.  Click on the 'Line Details' tab. Then do a single left click on the 'Quantity' field.   A small form will pop up, and you will be able to change the print format in there.

To change the start number of a sales invoice, click on 'Setup' on the top menu bar, then on 'Sales Ledger' (or 'Customers' or 'A/C Receivable', depending on your setup), then go down and select 'Defaults and Variables'.  A warning message will appear, just click on 'OK'.   You will see the input field 'Next Invoice number'.  Change that to what ever invoice number you want to start from, then click on 'OK' in the bottom right hard corner.

It could be the line is not visible because it's outside of the invoice design window.  Increase the page size.  This will change the visible size of the invoice design window, so if the line was out of the window, it should appear when you increase the size of the form. Don't forget to put the page size back to where it was before you save the layout.

To use the invoice layout you have created, you need to set it up as the default layout.  To do this, click on 'Setup' on the top menu bar, cursor down to the first menu item (either 'Customers', 'Sales Ledger' or 'A/c Receivable'), then click on 'Layout Setup'.  In that form, the first layout line is for Invoices and Credit Notes.  Set it to your layout.  Then click the 'OK' button at the bottom right hand corner.   Next time you print an invoice, it should use the selected layout.

The Adminsoft advert can only be moved or deleted if you purchase a Software Registration Key. This can be done from our web site.

Only a very few details about a sales invoice can be changed. This is to avoid the situation when an invoice is raised, given to the customer, then a mistake is spotted, corrected, but the customer has one 'version' of the invoice while the accounts system is showing another 'version' of it! Considerable potential for disputes, and the tax authorities in most countries frown on the practice.

To make some changes, get the posting reference number off the invoice. Click on 'Setup' on the top menu bar, go to 'Sales Ledger' (or it may be 'Customers' or 'A/c Receivable' depending on how your system is setup), and select 'Change Transaction Details'. You can type in the posting reference number, or click on the 'F' button to find the transaction. You will be allowed to change: Description/reference, customer account (in case it was entered on the wrong account), sales representative, payment due by date, P/O reference, and department code. You can also delete the transaction form here.

If you can not make the necessary changes to the invoice, you have two options. 1) You can raise a credit note and re-invoice, or 2) you can delete it and re-invoice. Deleting an invoice leaves no record on the customer account (but see below), but it does mean you will have an invoice number missing in your invoice number sequence. However, when a transaction is deleted in Adminsoft Accounts, it does not vanish. When looking at customer account details, in 'Trans: History' you can select 'deleted' transactions as a transaction type to list. Although a deleted transaction continues to exist, it does not appear in any reports or in any other lists.

That is why there is a separate column for price each.  So the column 'Each' shows the individual unit price, and the column 'Amount' shows the extended price, ie. quantity multiplied by the price each.   The 'Amount' column is then totalled to arrive at the invoice total at the bottom.  That is the way it's intended to work, and is pretty much the same as most other accounting systems.

When you have finished creating a sales invoice just click on the button marked 'Print & Post Invoice'.  The invoice should print out, and be posted to the customer account.   If you click on this button and the invoice doesn't print, it may be you have a printer problem. Check your print que to make sure you haven't got a print job in there that's stuck.  Delete any jobs in the print que and try again.   You don't have to re-create the invoice, just bring up the invoice details, and click on the 'Re-Print' button.

When you have the invoice details on the screen, you will notice a row of 7 large buttons near the bottom.  One of them will be marked 'Print Only' and the other 'Print and Post'. Depending on what point you are at with your invoice, one of them may be grayed out. Anyway, just under these two buttons you can select where you want to invoice text to go to. If you click on the little arrow on the right hand side, a list of possible destinations will appear.  You can scroll this list, 'Email' is the 3rd destination down, click on that, then click on the button above to print the invoice.  If you've selected Email, it won't actually print, but will take you to a screen from where you can email the invoice.

Emailing invoices relies on having the software being set up to do it.  If you click on 'Setup' on the top menu bar, then click on 'Miscellaneous', then click on 'Setup & Variables' (last option in the list).  You'll see an input field for 'Email: SMTP Host', you need to enter your SMTP Host address for sending email in here.  This is different for each persons computer, so if you don't know what your's is, you may need to ask whoever set up your computer.  If you know your way around Microsoft Outlook, the information is in there in account setup.

Instead of using the built in email facility within Adminsoft Accounts, in the users setup you can instruct the software to use your default email package (often Microsoft Outlook).

Looking at the text I've just written above, it all looks rather complicated!   But I promise you it isn't.

Yes it is, but it requires a third party piece of software. There are several free programs available that when installed on your computer, appear to Windows (and Adminsoft Accounts) as printers. When you want to output something to PDF, just select the 'PDF' printer. I use CutePDF Writer, which works really well.

It is possible to start the serial number of invoices at any number you wish, provided it is no more than 8 digits. To do this, select 'Setup' on the top menu bar, then go to 'Sales Ledger' (or it may say 'A/c Receivable', or 'Customers' depending on how your system is set up), then select 'Defaults and Variables'.  Just click OK on the message that comes up.  You will see 'Next Invoice Number' on the right hand side, near the top.  Just change that to what ever you like.   However, you can only have ONE number sequence.  I am afraid you can not have separate numbers for 'sales', 'labor', and 'other'. the only way of preceding an invoice number with a letter is to alter the invoice layout by putting a letter in front of the invoice number.

That is quite a lot of text you want to add to the invoice.  There are two ways you might be able to do this:

a) Select 'Setup' on the top menu bar, then go to 'Sales Ledger' (or it may say 'A/c Receivable', or 'Customers' depending on how your system is set up), then select 'Defaults and Variables'.  You will see an input box called 'Message to be printed on invoices (max 7 lines)' on the right hand side. This is not big enough for all your text.  But you could put the main points in there, and then tell people to refer to the back of your invoice for further details.  This does mean you will have to print your Terms and Conditions on the back of each of invoice of course.

b)  Get your invoices pre-printed and have the Terms and Conditions printed on them.  Then use one of the 'Plain A4' invoice formats (also in Defaults and Variables).   The problem with this, is that your Terms and Conditions will take up so much space on the front of your invoice.  So maybe option a) is better, print them on the back. There's no reason why you couldn't have the back pre-printed.

In the United Kingdom, most companies will tend to print their Terms and Conditions on the back of the invoice,  because there is so much text. With a small message on the front of the invoice saying something like 'This transaction is subject to our terms and conditions, a copy of which is printed on the back of this form.'

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