Invoice-Assistant L (1)

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The Vertex42 Invoice Assistant is a spreadsheet-based invoice management system. It allows you to create customized invoice templates, auto-generate new invoices, track invoices that you have created, maintain a list of customer information, and create useful summary reports. Each new invoice that you create is a separate editable spreadsheet. Using this Excel workbook requires macros to be enabled, but the individual invoice spreadsheets that are created using this workbook do not contain or use macros.

Initial Setup
Create a new directory on your computer and place this file in that directory. If you are using a shared network location on your company's intranet, set directory and file permissions to restrict access as needed. Create a sub-directory named "invoices" within the directory you just created. This directory will contain the individual invoice spreadsheets. If you want to call the sub-directory something else, then edit the Directory Name field in the Manager worksheet based on the name you have chosen. Enter your company information (name, address, contact info, etc) into the Info sheet. This information will be used in the templates and reports. Change the Starting Invoice # on Row 13 of the Manager sheet from 120 to a number of your choice. Review the Terms worksheet. Make changes and additions as needed. Add existing customer information to the Customer sheet. The invoice templates are set up to automatically populate the Bill To and Ship To information when you select a Customer ID from the Manager worksheet. Keep this list updated as you add customers. Customize the Template worksheets to suit your company's needs. See below for more information about customizing and adding templates. Add products to the PriceList worksheet, if you want to use the invoice templates that pull data from a price list. Save a Backup. After you get everything customized, save a backup copy of this workbook. To avoid confusing a backup copy with your main workbook, create a folder called "backups" and save your backup copies in that folder.

Creating a New Invoice Using the Manager Worksheet
Enter the Next Invoice Number manually or use the formula =MAX(B:B)+1 to automatically update the Next Invoice Number. Choose the Customer from the Customer ID drop-down list. If the customer is not listed, add the Customer info to the Customers worksheet. Press the "Create New Invoice" button. If successful, a new invoice workbook will be created in the invoices directory, ready for editing. If nothing happens, or you get an error, save and close this file and when you reopen it, make sure that you enable macros. Enter the details for the invoice in the new invoice workbook that was created. Additional instructions are provided on the invoice template sheets. After creating a new invoice, the main table in the Manager worksheet is updated with current information. Clicking on the Invoice number link will reopen the invoice spreadsheet. Entering Amounts or Using Links to External Invoice Files

A "link" in Excel is a formula that references a value in an external file. This is not the same as "hyperlink" which can either be a bookmark or a URL that points to a web page. The formula for a linked value might look like this: ='C:\...\invoices\[134.xls]Invoice'!Inv_Date If you check the Create Links to Due Date and Amounts box, then a link to the Total amount in the external invoice file will be created when you create the new invoice. Links will also be used to reference the Date and Due Date. If you use links and make changes to the Invoices, the Invoice Manager main table will be updated. - Please note that if you add links to other workbooks in this manner, every time you open this file, you will be asked to Update Links. If you wish to avoid using linked values, you can enter the Amount manually in the table after creating and editing your invoice.

Tracking Invoices Created With an Alternate Template or Program
You are not required to use the invoice templates that come with the Invoice Assistant. You can create invoices using other software or templates, and track the invoices using the Manager worksheet. Use the Create Invoice Manually button to add a new row to the Invoice History table.

Managing Invoices
Use the Manager worksheet to keep track of the status of all of your invoices. Keeping this information current allows you to use the Aging Report, Open Balance Report, and Customers Report to see which customers are paying on time and which are not. Update the Status When you first create an invoice, the Status will be set to "Draft." Invoices marked as drafts will not be included in the reports. After you have completed the invoice and have sent it to your customer, mark the Status as "Sent." Note: If you are entering the values manually (instead of using links to reference values from an external invoice file), make sure the dates and the amount due are correct. Record Payments When a payment is made, record the amount in Total Paid column on the Manager worksheet. You can use cell comments to write notes about a payment if necessary. Set the Status to "Partial" for partial payments or "Paid" if the invoice was paid in full. Unable to Collect If you are unable to collect on an invoice, set the status of the invoice to "Closed." Invoices that are paid in full or closed do not show up in the Aging or Balance reports. Invoices marked "Closed" will show up as "Bad Debt" in the Customers Report. Deleting an Invoice To delete an Invoice, delete the entire row from the table in the Manager worksheet. Then, navigate on your computer to the invoices directory and delete the corresponding invoice file.

Invoice Manager
HELP Invoice Directory Name: invoices Next Invoice Number: 121
© 2012 Vertex42 LLC

Invoice Template: Customer ID: Invoice Date: Terms: Due Date: Invoice History
Date Invoice #

Template - Basic XYZCompany 9/17/2012 Net 30 10/17/2012
TRUE Create Links to Due Date and Amounts

Customer ID

Due Date

Amount Due

Total Paid

Outstanding -

Status

120 [Starting Invoice #]

COMPANY INFORMATION
Company Name Contact Name Company Slogan Street Address City, St Zip Phone: Fax: Email Instructions: Instructions:
[Company Name] [Contact Name] [Company Slogan] [Street Address] [City, ST ZIP] [000-000-0000] [000-000-0000] [[email protected]]

--Add Addyour yourcompany companyinformation informationhere hereto toautomatically automaticallypopulate populate the theinformation informationin inother othersheets. sheets. --Each Eachfield fieldis isreferenced referencedvia viaa anamed namedrange rangeand andthe theformulas formulasin in other worksheets look like this: other worksheets look like this: =IF(_CompanySlogan="","",_CompanySlogan) =IF(_CompanySlogan="","",_CompanySlogan) --You Youcan canenter enterthe thecompany companyinformation informationmanually manuallyin inother othersheets sheets instead of using the references to this worksheet if you instead of using the references to this worksheet if youwish. wish.

Customer ID A1Supply XYZCompany

Default Terms Net 30 Due Upon Receipt

Customer Info Line 1 Contact: Jane Smith Contact: John Doe

Customer Info Line 2 A1 Supply, Inc XYZ Company LLC

This Thisworksheet worksheetis isused usedto toautomatically automaticallypopulate populatethe theBill BillTo Toand andShip ShipTo Toinformation information when selecting a Customer ID from the drop-down list in the Manager when selecting a Customer ID from the drop-down list in the Managerworksheet. worksheet.

Instructions: Instructions:

1. 1.To Toadd adda acompany, company,enter entera aCustomer CustomerID IDon onthe thenext nextavailable availableblank blankrow. row.The The Customer CustomerID IDshould shouldbe beunique. unique.If Ifit itis isnot, not,ititwill willturn turnRED. RED.Do Donot notleave leaveany anyblank blank rows rowsbetween betweencustomers. customers. Note: The Note: TheCustomer CustomerID IDin ineach eachof ofthe theinvoice invoicetemplates templateshas hasa alimited limitedwidth, width,so soavoid avoid creating long customer IDs. creating long customer IDs. 2. 2.Choose Choosethe thedefault defaultTerms Termsfor forthe thenew newCustomer. Customer. These Theseterms termswill willbe beused usedon on new invoices for that customer. The default Terms can be overridden when new invoices for that customer. The default Terms can be overridden whenusing usingthe the Manager Managerworksheet worksheetto tocreate createa anew newinvoice invoice(by (bychoosing choosingthe theTerms Termsvia viathe thedropdropdown downlist listin inthe theManager Managerworksheet). worksheet). 3. 3.Enter EnterCustomer CustomerInfo Infoand andShipping ShippingInfo Infoin inthe therest restof ofthe thecolumns. columns. This Thisinformation information will show up in the header of the invoices. If you don't need 7 lines for will show up in the header of the invoices. If you don't need 7 lines foreach, each,just just leave leavethe thecolumns columnsblank. blank. If Ifthe theshipping shippingis isthe thesame, same,then thenrepeat repeatthe theinformation informationin in the theCustomer CustomerInfo Infocolumns. columns. 4. 4.Listing Listingcustomers customersalphabetically alphabeticallywill willmake makeititeasier easierto tofind findthem themin inthe thedrop-down drop-down list. You can sort the customer list using the AutoFilter tools in Excel. list. You can sort the customer list using the AutoFilter tools in Excel. Note : :Not Note Notall alltemplates templatesuse usethe theShipping ShippingInformation. Information.

Customer Info Line 3 123 Somestreet NE 123 Somestreet NE

Customer Info Line 4 Anytown, CA 11111 Anytown, CA 11111

Customer Info Line 5 Phone: (000) 000-0000 Phone: (000) 000-0000

Customer Info Line 6 Fax: (000) 000-0000 Fax: (000) 000-0000

Customer Info Line 7

Ship To Info Line 1 A1 Supply Receving Mary Jane

Ship To Info Line 2 A1 Supply Warehouse XYZ Supply Company

Ship To Info Line 3 456 Somestreet 123 Somestreet NE

Ship To Info Line 4 Anytown, CA 11111 Anytown, CA 11111

Ship To Info Line5

Ship To Info Line 6

Ship To Info Line 7

TERMS
Due Upon Receipt Net 15 Net 30 Net 60 Due Upon Delivery

DAYS
0 15 30 60 0

< To add more rows, insert rows above this line The Thedrop-down drop-downlists listsfor forTerms Termsin inthe theinvoice invoicetemplates templatesare arebased basedon onthe thelist listof of items itemsin incolumn columnA Aof ofthis thisworksheet. worksheet.

Instructions: Instructions:

--Add Addnew newTerms Termsto tothe thelist listby byentering enteringthem themon onthe thenext nextempty emptyrow. row.Avoid Avoidusing using long descriptions. You can use the Comments section of the invoice to long descriptions. You can use the Comments section of the invoice toadd add special specialinstructions instructionswhen whenneeded. needed. --The TheDays Dayscolumn columndefines defineswhen whenthe theinvoice invoiceis isdue. due.The TheDue DueDate Datefor foran aninvoice invoice is iscalculated calculatedby byadding addingthe theDays Dayscolumn columnto tothe theInvoice InvoiceDate. Date. --If Ifyou youdon't don'tuse usesome someof ofthe thepredefined predefinedTerms Terms(like (likeNet Net15 15or orNet Net60), 60),you youcan can remove them from the list. remove them from the list. Note ::To Note Tofunction functionproperely, properely,there thereshould shouldbe beNO NOblank blankrows rowsbetween betweenitems itemsin inthe the list of Terms. list of Terms.

[Company Name]

Aging Report
As of: 9/8/2012

Date
Current Total Current 1 - 30 Total 1 - 30 31 - 60 Total 31 - 60 61 - 90 Total 61 - 90 > 90 Total > 90

Invoice #

Customer ID

Due Date

Amount Due

Total Paid

Outstanding
-

-

-

-

TOTAL -

Page 11 of 26

[Company Name]
Bill To: Contact: John Doe XYZ Company LLC 123 Somestreet NE Anytown, CA 11111 Phone: (000) 000-0000 Fax: (000) 000-0000

Open Balance Report
Statement Date Customer ID 5/19/2013 XYZCompany

Remittance
To ensure proper credit, please enclose a copy of this statement with your check and remit to: [Company Name] [Street Address] [City, ST ZIP] Please write your Customer ID on your check.

Account Summary Balance Due
Payment Due Date

$0.00

Amount Enclosed $
.
Make all checks payable to [Company Name]

Account Activity
DATE INVOICE DUE DATE AMOUNT PAID

[42]

DUE

Total Balance Due: If you have any questions about this invoice, please contact [Contact Name], [Street Address], [City, ST ZIP] Phone [000-000-0000], Fax [000-000-0000], [[email protected]]
[42]

$0.00

Page 12 of 26

Account Activity
DATE INVOICE DUE DATE AMOUNT PAID

[42]

DUE

Thank You For Your Business!

Page 13 of 26

[Company Name]
Last Update
[42]

Customers Report
From To
Customer Since 5/15/2012 Open Balance Bad Debt 5/16/2011 5/15/2012 Total Sales -

5/15/2012

Account Activity
Customer XYZCompany Invoices 1

-

-

-

If you have any questions about this invoice, please contact [Contact Name], [Street Address], [City, ST ZIP] Phone [000-000-0000], Fax [000-000-0000], [[email protected]]
[42]

Thank You For Your Business!

Page 14 of 26

[Company Name]
[Company Slogan] DATE: [Street Address] [City, ST ZIP] Phone: [000-000-0000] Fax: [000-000-0000] INVOICE # Customer ID

INVOICE
9/17/2012 121 XYZCompany

BILL TO
Contact: John Doe XYZ Company LLC 123 Somestreet NE Anytown, CA 11111 Phone: (000) 000-0000 Fax: (000) 000-0000

Due Date Terms

10/17/2012 Net 30

DESCRIPTION
[Service Fee] [Labor: 5 hours at $75/hr] [Parts]

TAXED

AMOUNT
230.00 375.00 345.00

X

[42]
OTHER COMMENTS Please include the invoice number on your check

Subtotal Taxable Tax rate Tax due Other

$950.00 $345.00 6.250% $21.56 $$971.56

TOTAL Due

Make all checks payable to [Your Company Name]

If you have any questions about this invoice, please contact [Contact Name], Phone: [000-000-0000], [[email protected]]

Thank You For Your Business!

[Company Name]
[Company Slogan] [Street Address] [City, ST ZIP] Phone: [000-000-0000] Fax: [000-000-0000] DATE: INVOICE # Customer ID

INVOICE
9/17/2012 121 XYZCompany

BILL TO
Contact: John Doe XYZ Company LLC 123 Somestreet NE Anytown, CA 11111 Phone: (000) 000-0000 Fax: (000) 000-0000 Due Date Terms 10/17/2012 Net 30

DESCRIPTION
[Service Fee] [Labor @ $75/hr] [Parts]

UNIT $
150.00 75.00 25.00

QTY
5 3

TAXED

AMOUNT
150.00 375.00

X

75.00 -

[42]
OTHER COMMENTS Please include the invoice number on your check

Subtotal Taxable Tax rate Tax due Other

$600.00 $75.00 6.250% $4.69 $$604.69

TOTAL Due

Make all checks payable to [Your Company Name]

If you have any questions about this invoice, please contact [Contact Name], Phone: [000-000-0000], [[email protected]]

Thank You For Your Business!

[Company Name]
[Company Slogan] [Street Address] [City, ST ZIP] Phone: [000-000-0000] Fax: [000-000-0000] BILL TO: Contact: John Doe XYZ Company LLC 123 Somestreet NE Anytown, CA 11111 Phone: (000) 000-0000 Fax: (000) 000-0000 SHIP TO (if different): Mary Jane XYZ Supply Company 123 Somestreet NE Anytown, CA 11111 DATE: INVOICE # Customer ID

INVOICE
9/17/2012 121 XYZCompany

Due Date 10/17/2012

SALESPERSON

P.O. #

SHIP DATE

SHIP VIA

F.O.B.

TERMS Net 30

ITEM # XYZ Base Product options: ABC options: DEF options: GH

DESCRIPTION

QTY 15 1 1 1

UNIT PRICE -

TOTAL $6.875% $$$$-

[42] Other Comments or Special Instructions Please include the invoice number on your check

SUBTOTAL TAX RATE TAX S&H OTHER TOTAL

Make all checks payable to [Your Company Name] If you have any questions about this invoice, please contact

[Contact Name], Phone: [000-000-0000], [[email protected]]

Thank You For Your Business!

[Company Name]
[Company Slogan] [Street Address] [City, ST ZIP] Phone: [000-000-0000] Fax: [000-000-0000] BILL TO: Contact: John Doe XYZ Company LLC 123 Somestreet NE Anytown, CA 11111 Phone: (000) 000-0000 Fax: (000) 000-0000 SHIP TO (if different): Mary Jane XYZ Supply Company 123 Somestreet NE Anytown, CA 11111 DATE: INVOICE # Customer ID

INVOICE
9/17/2012 121 XYZCompany

Due Date 10/17/2012

SALESPERSON

P.O. #

SHIP DATE

SHIP VIA

F.O.B.

TERMS Net 30

ITEM # XYZ Base Product options: ABC options: DEF options: GH

DESCRIPTION

QTY 15 1 1 1

UNIT PRICE -

TOTAL $6.875% $$$$-

[42] Other Comments or Special Instructions Please include the invoice number on your check

SUBTOTAL TAX RATE TAX S&H OTHER TOTAL

If you have any questions about this invoice, please contact [Contact Name], Phone: [000-000-0000], [[email protected]]

Make all checks payable to [Company Name]

Thank You For Your Business!
Please detach the portion below and return it with your payment. REMITTANCE

[Company Name]
[Street Address] [City, ST ZIP] Phone: [000-000-0000] Fax: [000-000-0000]

DATE INVOICE # Customer ID Due Date

9/17/2012 121 XYZCompany 10/17/2012

AMOUNT ENCLOSED

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