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  • How to access it?

From the main menu of the Money module, go to Invoices or from the Money Dashboard.

  • Add an Invoice

Adding a new Invoice can be done through: the main menu of the Money module -> Invoices drop-down list -> Add New Invoice .

or from the Invoices grid directly via the Tools button-> Add New Invoice.

      

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  • View/Edit Invoice

In order to view/edit the Invoice, it can be done through the "Action Wheel" next to the Invoice on the grid, choose View/Edit.

Or the user can click on the Invoice ID that is a hyperlink to open the edit form.

The Invoice has many important fields such as:

  • Client Account
  • Draft (check box): This check box marks the Invoice as Draft such that no impact on the Related Accounts (Expense Accounts and Client Account) shall take place after saving this Invoice. If the Invoice is created as Open, automatically the Accounts are debited and credited as per the transaction of the Invoice.
  • Exchange Rate: Exchange Rates are defaulted in the Money Settings. Visit the Money Settings page for more info. Also Exchange Rates can be edited at the level of the Invoice. Exchange Rates will be used only in case the Client Account's currency is different than that of the Entity.
  • Bill To: This section fetches the Address of the Client (Company or Contact) into the Bill To text area. It also appears in the exported form of the Invoice. It is automatically created when adding a Client on the fly and it can be managed at the Account level or at the Invoice Add form.
  • Invoice #: It is a sequential number. It can be default to start from a certain Value. Invoice ID keeps on incrementing.
  • PO#: Purchase Order of the Invoice.
  • Invoice Date
  • Invoice Ref: This Reference appears in the Invoice Details exported Excel form.
  • Due Date: The Due Date is always greater than the Invoice Date.
  • Related Case
  • Terms: Terms are defaulted in the Money Settings.
  • Items: Items are defaulted in the Money Settings with an optional default value. Visit the Money Settings page for more info. It can be edited at the level of the Invoice.
  • Sub items: Items are defaulted in the Money Settings to be nested under a main Item with an optional default value. Visit the Money Settings page for more info.
  • Description: A mandatory field that appears in the Invoice form.
  • Quantity
  • Unit Price
  • Total
  • Partner Shares: Partner shares is defaulted in the Money Settings to be either Active or not depending on the business need. Partners are managed in the Partners grid. Several Partners can have shares under one Invoice item such that the total of the Shares doesn't exceed 100.
  • Upload Document: Any attachment related to the Invoice such as a versions of the Invoice itself or similar. The Attachment can then be tracked in the Related Documents tab of the Invoice.
  • Invoice Notes: Notes are defaulted in the Money Settings. Visit the Money Settings page for more info. Also, they can be added on the fly at an Invoice form. It appears in the Invoice exported form.
  • Export Invoice: Invoices can be exported to Word . Invoice Templates can be customized in the Money Settings. Visit the Money Settings page for more info.
  • Hide/Unhide Tax: Values are defaulted in the Money Settings. Visit the Money Settings page for more info. Taxes can be hidden as a Default setting in the Money Setting and also it can be managed at the level of the Invoice if needed.
  • Hide/Unhide Discount: Values are defaulted in the Money Settings. Visit the Money Settings page for more info. Discounts can be hidden as a Default setting in the Money Setting and also it can be managed at the level of the Invoice if needed. Discounts can be inserted as the value to be deducted or as a percentage of the total amount to be deducted.

  • Extracting Expenses and Time logs to an Invoice:

When adding an Invoice to a Case, the system gives the ability to extract the Expenses and Time Logs recorded on the matter. The user can start by adding the Client and the Related matter or multiple matters, the system will prompt the below message:

The system gives the ability to choose which Expenses and/or Time Logs to be billed. The Description next to the Expense and Time logs gives the Date and the Comment of the entry.

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  • Add Client on the fly

A Client in App4Legal is either a Company or a Contact. Clients can be managed from the Clients grid in the Money. In order to add a Client to the Invoice, you can start by typing its name. If the Client already exists, the system will offer the user to look it up and choose it. If the Client doesn't exist in the Clients database, the system will offer the user to add the Client on the fly.

Click on Click to Add.

The user will choose the Client to be a Company or a Contact. If the Client doesn't exist in App4Legal database, it can be added on the fly also using the same form above.

  • Export an Invoice

Invoices can be exported to Word. The user can choose the Invoice Template before exporting the Invoice.

Invoice Templates can be defaulted in the Money Settings. Visit the Money Settings page for more info.

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  • Manage Related Documents

Once the Invoice is added, uploaded documents are managed in the Related Documents tab.
  • Payment Made

From "Action wheel" also, choose Payment Made.


Also from the Invoice edit form go to the Payment Made tab.

        Payments made on an Invoice have several actions such as:

  • Print: Print the Payment Receipt Voucher directly from the browser.
  • View Receipt Voucher in Word: Export the Payment Receipt Voucher directly from the browser.
  • View/Edit: Edit the Payment Made.
  • Delete: Delete the Payment Made.

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  • Record Payment

From "Action Wheel" beside Invoice, the user may Record the Payment.


or from the Invoice edit form go to the Payment Made tab and click on Actions-> Record Payment.


The Record payment form has been many important fields such as:

  • Paid On
  • Payment Method
  • Deposit to Account
  • Amount 
  • Reference #
  • Attachment: such as if the payment was given by Check, the Check can be scanned and attached to the Payment. The Attachment can then be tracked in the Related Documents tab of the Invoice.
  • Comment
  • Bill section: It gives us an idea about the Balance Due if any
  • Exchange rate section: Exchange Rates are defaulted in the Money Settings. Visit the Money Settings page for more info. Also Exchange Rates can be edited at the level of the Invoice Payment. 

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  • Invoice Statuses

The Status of the Invoice can be:

  • Draft: This check box is at the edit form of the Invoice. It marks the Invoice as Draft such that no impact on the Related Accounts (Expense Accounts and Client Account) shall take place after saving this Invoice. If the Invoice is created as Open, automatically the Accounts are debited and credited as per the transaction of the Invoice. 
    If an Invoice is Draft, no Payments can be recorded on it. At any time an Open Invoice, can be converted to Draft for editing purposes via the action wheel on the grid.
  • Open: In order to Record a Payment, it is mandatory to have the Invoice status as Open. If the Invoice is created as Open, automatically the Accounts are debited and credited as per the transaction of the Invoice. An Open Status indicates that no payments are made on the Invoice and the Due Date is greater than today's date.
    If an Invoice is Draft, it can be Converted to Open via the action wheel.


  • Paid
  • Cancelled: An Invoice can be cancelled if there are no Payments on it using the action wheel.
  • Partially Paid: If an Invoice payment is not fully paid and the Invoice Due Date is greater than today's date.
  • Overdue: An Invoice Due Date is less than today's date and it's either Open or Partially Paid.

Note that these statuses are reflected on the grid with a color coding.

  • Invoice Details

Invoice Details are accessed from the grid via the action wheel.
  • Invoice Details: Is another view of the Invoice. It displays the items in rows and the Amounts in column. This form of the Invoice can be communicated to the Firm's clients unlike the Invoice Details Internal as it contains the Partners cuts. Invoice Details can be exported to Word at any time using the action wheel on the top right.
  • Invoice Details Internal: Is another view of the Invoice the same as the Invoice Details but it displays the Partners cuts as well. Invoice Details has several export options at any time using the action wheel on the top right. Export to Word exports the Cover Page. Cover pages can be configured in the Money Settings. Visit the Money Settings page for more info. Export to Excel exports the same view on the web with the Partners cuts.
  • Search for an Invoice

In Advanced Search, the user can run the search based on a specific entity relevant to the Invoice form, i.e. Invoice #, Account Name, Total, Payment Made, Invoice, Dates and more. There is a possibility also to modify the operator of search for each field (i.e. equal, begins with, contains, >, <, and more). The Advanced Search menu is hidden by default; the user needs to click on the link Advanced Search to unhide it.

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  • Export to Excel

The Invoices grid can be exported to an excel sheet at any moment via the Actions button on the grid-> Export to Excel. Also, search results can be exported to an excel sheet separately.

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