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Set up your Invoices

Eptura Knowledge Center

Set up your Invoices

Level: Administrator

To set the Invoices module, the following settings will need completed:  

  • Invoices settings - to establish your defaults.
  • Price Points settings - to establish markup amounts.
  • Work Orders settings - to enable auto-invoice generation.

Access Invoice Settings

Navigate to Settings > Module Settings > Invoices > General.

Invoice settings GENERAL Screenshot 2022-03-03 212910.png

General Settings

Invoice Defaults

These are the default values used when creating new invoices.  

  • Status: The starting status for the invoice, when it is created.
  • Billable Labor Rate: Set the default labor rate that should be used on customer invoices, unless otherwise specified on particular tasks.

Estimate Defaults

  • Status: The starting status of the estimate.

List Setup

These are the default values used when creating new invoices.  

  • Other Cost Types: These cost types are all shared between Work Order, Purchase Order, and Invoices modules.  Add a new type here, and it will be added to all three modules as well
  • Sales Tax: These tax rate options are all shared between Work Order, Purchase Order, and Invoices modules.  Add a new tax rate here, and it will be added to all three modules as well

Custom Fields

These are the fields unique to this module.  Data entered here will only appear in the invoice module, and no where else.

Work Flow

Set up a workflow for the invoice and the esimate.

Navigate to Settings > Module Settings > Invoices > Workflow.

invoice status.png

Invoice Statuses

These are all the existing statuses in the module.  Each can be renamed if needed, but cannot be deleted after it has been used in an invoice.

Click Create New Status to establish a new one.  4 options are available:

Invoice statuses Screenshot 2022-03-04 102511.png

Security Options

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  • Approvals:  Use Security Roles And Maximum Expense To Add Approval Thresholds.  These work the same as Work Orders or Purchase Orders security settings
    • If desired, turn on the feature
    • Select one of the security roles
    • Name the maximum expense allowed before the user level is blocked from selecting the status

Paths

Select a status from the list, and its Pathway will be displayed. 
invoice path 1.pnginvoice path 2.png

The highlighted ones show the status options you can navigate to, from the current status.

  • In the above image example, Nes has been selected.
  • From there, you can go to Customer Billed, Paid, and Cancelled.
  • Reopened is not an option. To make it an option, click on it.
  • Changes are automatically saved

Service Tasks tab

Navigate to Settings > Module Settings > Invoices and then click the Service Task tab.

Service Tasks.png

This is the same Service Task library as seen in the Work Order Settings.  As it is a shared library, editing in either location, will be visible in the other.

As service tasks are required for invoices, you'll need to visit this library often.

Select the desired Service Task to view and updated any existing information

To create a new task:

  1. Click the Create Task button.
  2. Complete the following fields:

Details Tab

Field Description
Code Enter the name of the task.
Description Enter a detailed description of the task.
Class From the drop-down, select a class.
Estimate Time Enter the estimated time.
Estimate Cost Enter the estimated cost.
Invoice Labor Rate Enter the invoice labor rate.

Bill of Materials Tab

When you add a part here then Eptura Asset will suggest what type of part needs be used when performing the service. It can be a different part each time you provide the service, depending on what asset you worked on. The actual part number will be named on the work order. Then the next time you perform the service on that Asset,  the application will remember what part was used, and make that the suggested part.

  1. Click the Add + icon to display the inline form.

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  1. From the Part Type drop-down, select the part type.
  2. In the Qty field, enter the quantity to be used.
  3. From U of M drop-down, select the unit of measurement.
  4. In the Note field, enter a short note.
  5. Click the Save button.

Notes Tab

In the Notes tab you can enter the task instructions, add an attachment, such as images, or a URL link.
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