Five Quick Invoicing Tips

Based on support calls and emails from the past 12 months here’s our most commonly asked invoicing queries and their solutions.

Invoice Numbers

How can I change an invoice number, and why can’t I change the invoice ID?

Invoice Narrations

Why not save time and save as default the comments you use most often?

Generate Based on Invoice

Another time saver is to clone or copy invoices you’ve sent previously

Accounts Upload

The two most common reasons why an invoice fails to upload

Statements

Why isn’t my invoice appearing on this statement?


 

Invoice Numbers

How can I change an invoice number, and why can’t I change the invoice ID?

Abtrac invoices have two numbers in the system.

  • Invoice ID is the unique identifier in the database and cannot be edited.
  • Invoice Number is the field used in reports and search screens and can be amended to whatever suits your business needs. You can enter whatever ‘number’ here you want to including prefixes/suffixes and alphanumerics.

You can change the invoice numbering sequence at a system level or make one-off changes to particular invoices. An invoice number can only be edited if the invoice is uncomitted.

Once you’ve created an invoice you can always change the invoice number from Invoices > Edit Invoice Details.

Desktop: Invoices > Edit Invoice Details

Desktop: Invoices > Edit Invoice Details

Cloud: Invoices > Edit Invoice Details

Cloud: Invoices > Edit Invoice Details

If you are trying to edit an invoice number and run in to problems it’s most likely that the invoice number has been used before.

You can search for specific invoice numbers from the Load Invoice screen, or find the next (highest) available invoice number from the Find Max option in System Management/Administration.

Some companies like to use a different series of invoice numbers for write off invoices and templates, this can also be edited using the next invoice number option.

Desktop: System Management > Invoice Settings > Reset Codes > Find Max Invoice Number

Desktop: System Management > Invoice Settings > Reset Codes > Find Max Invoice Number

Cloud: Administration > Invoice Settings > Next Invoice Number > Find Max Invoice Number

Cloud: Administration > Invoice Settings > Next Invoice Number > Find Max Invoice Number


 

Invoice Narrations

Why not save time and save as default the comments you use most often?

If you find that you tend to use the same invoice line comments often it’s handy to save them as default narrations.

You can choose from a list of default narrations by picking the narrations drop down from the create invoice line screen.

Desktop: Create Invoice Line > Choose from default narrations

Desktop: Create Invoice Line > Choose from default narrations

Cloud: Create Inoive Line > Choose from default narrations

Cloud: Create Invoice Line > Choose from default narrations

You can also add a narration to your defaults list from this screen too, or you can add to your default narrations at a system level from: Desktop: System Management > Invoice Settings and Cloud: Administration > Invoice Settings

Desktop: Add invoice line comments to default settings

Desktop: Add invoice line comments to default settings

 

Cloud: Add invoice line comments to default settings

Cloud: Add invoice line comments to default settings


 

 Generate Based on Invoice

Another time saver is to clone or copy invoices you’ve sent previously

From Invoices > Generate Invoice > Choose Generate Based on Invoice.

(In the desktop version you must have a tick in the box to view All invoices to enter an invoice number. If this tick is removed then only a shortlist of invoices you have marked previously as templates are shown.)

Desktop: Generate Based On Invoice

Desktop: Generate Based On Invoice

Cloud: Generate Based On Invoice

Cloud: Generate Based On Invoice


 

 Accounts Upload

The two most common reasons why an invoice fails to upload

This depends on how you’ve chosen to link Abtrac with your accounts, but typically it is because one or more fields don’t match.Sometimes this happens as contacts are added manually in both systems, and sometimes changes are made in one system and not the other.The two most common mistakes are:

  • The invoice lines in Abtrac are missing GL-Codes or the Accounts codes have changed in your accounting system
  • The Client name in Abtrac (or the Name on the invoice) doesn’t match the client name in your accounting system
Matching Client Name to your accounts

Matching Client Name to your accounts

 

For most uploads these names must be the same

For most uploads these names must be the same


 

Statements

Why isn’t my invoice appearing on this statement?

Only invoices that have been committed will appear on statements.We recommend committing your invoices as soon as they are approved and are ready to send. This will remove your invoice from the current batch and make it available for statements. If you want to include an uncomitted invoice in a statement of accounts you can use the Account Rendered option, also from Debtor Management.

*Statements and Accounts Rendered are only available with Abtrac’s Debtor Management module. This is an add-on to standard Abtrac which allows you to record detailed invoice payments and send accounts to clients.

Abtrac KB# 2035