Projetex Operations > Managing Invoices

New/Edit Invoice window contains the following data:

Approved — by approving the invoice, project manager users prevent changing of client job data of the jobs added to this invoice. Select approved checkbox to lock all the client jobs, which have been added to this invoice.

Date Sent — this date is considered invoice issue date (no matter when the invoice has actually been created). Payment terms of client may refer to this date when determining paid status of the invoice.

Code — also called "client-specific" code, generated automatically. "I" character means that this is an invoice, letters afterwards represent code of the client and the number is the value of invoice counter for this client. Each client has independent counter for this code.

Global Code — global code is generated automatically. Outlay of global invoice code can be configured in the Codes section of Projetex Server Corporate Settings tab. The non-configurable portion of the code (digits) represents the global invoice counter.

Attention — select one of the client's contact persons in this field. Name of the selected contact person will be displayed in the resulting invoice document.

Client Jobs — lists client jobs ("items") of this invoice. Right-click this table and click Customize columns to configure which data should be displayed.

Discount/Markup — invoices can have up to 2 discounts and markups. These are applied as positive (markup) or negative (discount) percentage to invoice subtotal. To configure discounts and markups, on the Settings menu click Corporate and select Discounts/Markups section.

Tax — each invoice can have up to 2 taxes. Taxes are applied as percentage to invoice subtotals plus discounts/markups. To configure taxes, on the Settings menu click Corporate and select Taxes section.

Note: After some discount/markup or tax has been selected for an invoice of some client, this discount/markup or tax will be remembered and applied as the default for the appropriate client. All next invoices will include this discount/markup or tax. The default discount/markup or tax can be changed in any time, choosing another value during an invoice creation.

If client currency differs from your base currency, Currency Exchange Rate button will be available. By clicking this button, you may change the currency exchange rate used in this invoice. Note that this button does not change general exchange rate stored in your Projetex database. To change exchange rate for all future invoices, go to Exchange Rates tab of the Corporate Settings.

Adjustments — adjustments added to invoice totals. Discounts and taxes are not applied to adjustments.

Payment Method — you can add payment details (banking, credit card number, PayPal account and so on) to your invoice with the help of Payment Method tab. To configure available payment methods, on the Settings menu click Corporate and select Payment Methods section.

Note: After some payment method has been selected for an invoice of some client, this payment method will be remembered and applied as the default for the appropriate client. All next invoices will include this payment method. The default payment method can be changed in any time, choosing another value during an invoice creation.

Linked with Payments — unless the full amount of invoice is linked with payments, the status of this invoice will remain outstanding. On this tab you can check whether this invoice has been linked with payments. Payments can be linked to invoices from Edit Payment window only.

Also on Linked with Payments tab phantom payments can be created. Phantom payments are not being added to actual balance, yet they can make an "outstanding" invoice "settled".

Example:

Invoice total is 1000EUR, and invoice is linked with payment of 997EUR (suppose your client did not account for banking fees). When you click Add Phantom Payment you will be suggested to create a phantom payment of 3EUR. After the payment has been created, invoice will be automatically labeled as "settled".

Notes — any additional notes which your invoice must include, can be added on this tab. These notes can be automatically added to printed invoice.

Custom Fields - custom information can be entered or selected in proper custom fields on this tab. Custom database fields can be added in Projetex Server Administrator.