Introduction to Invoicing
You can record any number of invoices against a contact and/or a project. Invoices can have any number of line items, the contents of which can be items from the calendar’s Items table (which you can maintain on the Settings section of the Admin tab). You can also create ad hoc invoice lines by leaving the item blank and just entering a Name a Qty and a Price ea. for the line.
Invoice Payments and Balance
Payments against an invoice are recorded, very simply, in an “amount paid” field in the invoice record. You can use this to enter partial payments if you wish, in which case the balance for the invoice would be the invoice amount minus the amount paid. Similarly, you can use this to record over-payments or prepayments. The outstanding balance for a contact or project are the sum of the balances for their related invoices.
If you need to record each payment against an invoice separately, you’ll want to create a new table for these payments and link those to the invoice, turning our “InvAmountPaid” field into a calc that sums these payments from those records related to the invoice.
The addresses for a given invoice are looked up from the contact or company associated with the invoice. The different between looking up a contact or a company address is determined by where you elect to bill and ship the invoice; selecting “company” looks up the company address, selecting “contact” looks up the contact address. The lookup also depends on the address label- so you could choose to lookup a contact’s home address or their work address. Once looked up the address can be edited without changing the original address recorded for that company / contact. This also means that address created here are created for the invoice only and are not recorded as possible future addresses for the company/contact. To create a real address not just a one-time address) for a company or contact you’ll need to visit that company’s or contact’s record.