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Create a new Invoice

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There are a few different ways that invoices can be created in Eptura Asset.

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  • Or you can create a new invoice manually from the invoice module. See below to learn how to create a new invoice manually.

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Create a new Invoice manually

Let's create a new Invoice.

  1. Navigate to Invoices.
  2. Click the New Invoice button and the New Invoice tab displays.

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  1. Complete the following:
Field Description

Entity drop-down

List the site responsible for the work being performed (This is auto-generated if you only have one Site/Entity).

Customer drop-down

 Client name, for whom the Invoice is being generated.

Budget drop-down

This is an account that was specifically created to track invoices. It is NOT one of your maintenance budgets.

Price Point drop-down

The markup percentage on parts and labor.

The default price points are set up by your Administrator.

Sales Tax drop-down

Can be applied to services, parts, or both.

Purpose field

Reason for the invoice being generated.

Asset field

Either enter the asset name into the field or click the Search Assets clipboard_edeae6d6794dc226858879ba8868d04c0.png icon to display the advance search.

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We recommend you list the assets when you create the invoice. This will save you time as it will auto-generate the majority of the required fields.
  1. Either the click the following:
    • Create Invoice button; this creates the invoice and you can then update the invoice later. 
    • Create & Open button and this opens the invoice where you can make updates, email the invoice to the customer, or print it.

Review and Update the New Invoice

The Invoice has been created; now you can complete the details and then send it to your customer.

  • (A) Invoice current status and number.
  • (B) When the invoice is active, you can change or add customers, edit the purpose, price point, or asset.
  • (C) You can add new line items to the invoice and when you click the New Line item button, this lets you add parts, labor, and other costs.
  • (D) The Save button lets you save any changes you have made.
  • (E) Estimate toolbar includes View Details, Email Estimate, and Print Estimate. 

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You can either add a new link for:

  • Parts
  • Labor
  • Other Costs

If you want to remove a line, then hover over the line item and then click the Remove clipboard_e82d7b216911e1b0d1a2f2fd15e495e2b.png icon.

Add Part

  1. Click the New Line button.
  2. Click the Add Part item and the new line item is added.

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  1. The required fields are automatically populated and you can complete the fields.

Add Labor

  1. Click the New Line button.
  2. Click the Add Labor button and the Add Service Tasks dialog displays.

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  1. Search or browse for the service task.
  2. Select the service task.
  3. Click the Add to Invoice button.

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Add Other Costs

  1. Click the New Line button.
  2. Click the Add Other Costs button and the Add Service Tasks dialog displays.

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  1. The required fields are automatically populated and you can complete the fields.

Save 

If you are still working on the invoice, then click the Save button to save any changes.

Send

Your invoice can now be printed or sent to your customer electronically.

Change the Invoice Status

Depending on the Invoice workflow, then you may have the choice to Cancel the Invoice, change the status to Customer Billed, or change the status to Paid.

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