When you click on the (Invoice) Tab on the Dashboard, the (Customers) tab will appear. If you are in another Invoice section, click on the (Customers) tab to open it. This consists of:
Customer List: The Customer List is the main window of the Sales section of Invoice Manager and includes a list of your customers.
The Customer List can be sorted by Customer Code, Company Name, Contact Name or Phone by clicking on the column heading at the top of the list.
A triangle to the right of the column name will indicate the sort order of the column: an ‘up’ triangle indicates ascending order, and a ‘down’ triangle descending order.
To quickly and easily search for an existing customer, sort by Company Name and then type the first letter of the Company Name. The closest match will be highlighted in the list.
Function Buttons: To the right of the Customer List are buttons for the common functions undertaken in the program. These are divided into groups: (Functions, Information and Customers).
Each function button performs a different task in the program. They allow you to add or edit invoices, adjustment notes, apply receipts and credit amounts. To use a function, select a customer by clicking on their name, and then click the function button desired.
For example, if you need to edit a customer’s details, select the customer in the Customer List by clicking their name, and then click on the [Modify Customer] button.
Add, Modify or Manage a Customer: To add a new customer, click the [Add Customer] button.
Record the customer’s details, and make sure a unique Customer Code is included. You can ‘Tab’ through the fields, or press ‘Enter’.
Click on the [Save] button to save and exit, or [Save & New] to add another customer.
To avoid retyping the same information if your shipping/delivery address is the same as the mailing address, tick the checkbox next to [Use Company Address].
There are four extra fields that can be used for any extra information you require for this customer. To enable these extra fields, click the [Extra Fields] button, and a new window will appear. Record the details you require, and click [Save]. You can rename the title of these extra fields by positioning your mouse over the name and double clicking. A box will appear to change the title.
Layouts: You can select a Default Layout for customer invoices and you can also select customised layouts for each customer.
Once a customer is added, you can modify their details by selecting them from the list, then clicking the [Modify Customer] button.
To hide a customer, click on the [Manage Customer] button. Tick the checkbox, next to the customer, in the [Hide] column, and click [Save].A customer can only be hidden from the list if there has been no activity for that customer in the last 12 months (i.e. created invoices, outstanding payments, etc.).
Please Note: The Customer Code used by the deleted customer cannot be re-used. However, you can change the Customer Code in the customer’s details before deleting.
Show a Hidden Customer : If you have hidden a customer, they can be restored or shown.
Click on the [Manage Customer] tab, and click the [Hidden] option
Customer Diary : The Customer Diary allows you to record notes in relation to the employee. These are purely for your records, and do not affect any other part of the program.
To add, view or delete entries in the Customer Diary, select the customer in the Customer List and then click on the [Customer Diary] button.
A list of recorded notes is displayed together with the date. You can sort the list by clicking on the column headings. Clicking again will sort the list in reverse order.
1. To add a new note, click on the [Add] button.
2. Type in the note, with a maximum of 250 characters.
3. Set the date for the note at the top. Today’s date will be set as default.
4. Click on [Save] to record the note, or click [Cancel] to exit without saving.
To edit a note, select the note in the list, and click on the [View/Edit] button. Make the changes, and click [Save] to save changes.
To delete a note, select the note in the list, and click the [Delete] button. The note will be removed. To print diary notes, click on the [Preview] button to show a print preview.
Customer Inquiry : The Customer Inquiry page shows a history of transactions in your customer's account. This will include Finalised Invoices, Adjustment Notes and Money In. A transaction can be viewed by double-clicking on it.
Please Note: Unfinalised Invoices and unassigned Adjustment Notes will not appear in the Customer Inquiry list of transactions.
To print a selection of the Customer Inquiry transactions, click on the [Print Inquiry] button. Select the dates to include and click on [Print].
Change Decimal Points :By default, Invoice Manager uses 2 decimal places for all Unit Price currency values. You can toggle between using 2 Decimals Format or Variable Decimal Format. Click on the [Tools] menu and select [Change Decimal Points] to toggle between the options. A message will appear to inform you of which format is now in use.
Opening Balances (Customers):The opening balance is the amount the customer owes you before you create any more invoices in the program.
If you already have customers with outstanding balances when you start to use Invoice Manager you will need to record sales invoices for the balance outstanding. This is particularly important if you issue statements.
For the most accurate reporting, add the outstanding invoices. If those invoices have had Money In applied to them you will need to decide whether to record both invoice and receipt, or an invoice for just the balance outstanding,
If you just want to have an accurate opening balance for statements you can record one invoice for outstanding balance. (Make sure the invoice date is prior to any transaction in your first statement.