The invoicing screens allow for the creation of invoices by team or player, accept payments and allow for the definition of applicable taxes. It is important to set the taxes up properly the first time, so it is best to describe that first.
The software allows up to three different types of taxes. To add a tax, enter the tax name and percent. Enter percents as whole numbers. For example enter 7% as 7 and not 0.07. You can still enter 7.5% as 7.5. Click Save when finished. Tax changes to not retroactively modify invoices already in the system. When an invoice is created, it uses the tax amount(s) that are currently displayed and stores them with the invoice. If you wish to change the taxes on an already existing invoice, you will have to uncheck and then check the Taxes checkbox on the invoice screen. Each time the box is unchecked and checked, it will pick up the new Tax Values. In order to calculate the amount of the taxes, you will have to click the appropriate calculator button. If you do not wish to change tax value (i.e. you clicked the box by mistake) just click ‘Undo’ and the original settings will be restored. You must perform the ‘Undo’ command before you resave the Invoice.
This is the screen that you will enter all invoices into. To view the details of a previously enter invoice, click the invoice from the Invoice Index Tree. You can sort this tree in one of three ways, by invoice number, by team (displays only team invoices) and by player (displaying only team invoices). Several fields are required, invoice number, description and league. The invoice number may be the invoice number on a physical form, an old invoice being moved into the software or some random number. The Invoice Number is your own identification number and will default with the “New” button is clicked. Description is mandatory and if you have many invoices that use similar descriptions, by clicking on the ”Pick From List” button, a list of currently used descriptions will be displayed and one may be selected. While not mandatory, a Team or Player must be entered. The system does not cross check to ensure that Teams are in the League selected. If a team is selected, then only players of that team can be selected.
If both a team and player are entered, the League selected will determine if the invoice is a team or player invoice. On the League Details tab, you can select whether invoices are team or player based. Otherwise, if a team is selected and no player, then it is by default a team invoice and likewise if no team but a player is selected, the invoice is a player invoice.
There are several amount fields. The invoice amount is the standard amount the team or player will have to play. For a new invoice, once you select the League the Invoice is for, it will default the Invoice Amount to the League Fees specified on the Leagues screen. You may apply a discount to this fee. The main purpose of the discount is to show the person or team receiving the invoice that you applied a discount to their fees (like an early payment discount). The discount can be entered as a percentage and then the system will calculate the amount, or an amount can be entered directly (percentage should be set to 0.0%). If there is an amount and a percentage, the amount is always recalculated based on the percentage. If the percentage is 0.0% and a discount amount is entered, it is not recalculated.
Taxes are optional. If you click the Taxes checkbox, the current system taxes (see Tax Maintenance Tab above) are inserted. The final tax amounts are only calculated when one of the calculator buttons is clicked. See Tax Maintenance above for more details.
The final entry amount field is the Invoice Grand Total. This is the sum of the Invoice Amount, less the discount, plus taxes. The reason this is a data entry field as opposed to a purely calculated field is that the software allows you to calculate amounts forwards and backwards. A forwards calculation from an initial invoice amount is similar to how you would purchase a pair of blue jeans at a department store (the price on the price tag on the jeans is $29.95, but when you finally add taxes the total you pay is over $30.00). You enter the Invoice amount and click the calculator with the down arrow and the discount, taxes and Grand Total are calculated. The player or team pays this Grand Total. However, you may want your Invoice Grand Total to be a simple round number. To do this, you enter the Invoice Grand Total you want, then click the calculator with the up arrow. The software will calculate what the initial invoice amount would be so that after discounts and taxes, the Invoice Grand Total you entered is correct.
The payments tab will only be visible if an invoice is displayed. All payment information relates to the invoice displayed. If you wish to see payment information for another invoice, then it must be selected from the Invoice Index Tree.
To add a new payment record, click on the Payment Tab and fill in the blank payment fields. Click Save to add the new payment. If a payment is already displayed, click the New button to clear the fields then proceed as above. If you wish to update a previously entered payment, click on the payment in the payment grid and it will be displayed. You can then make the changes and click save, or if you wish to delete the payment, click the Delete button.
There are three printing options in this function. When you are on the Invoices Tab, you can print the currently displayed invoice by selecting this option from the Invoice printing options at the top of the screen, and clicking the Print button. If you are on the Payments Tab, this option prints the currently displayed Payment (a payment receipt). On all tabs there is the option to print the outstanding invoices which will print out all invoices the are passed their due date.