Invoice Wizard

Invoice Wizard

Once an invoice is created, use the invoice wizard to easily import information from various parts of the job into the invoice. It may appear there are many steps to use the Invoice Wizard, but in fact after using the Wizard the first time, HireTrack will retain these settings to use the next time you use the Invoice Wizard.
To activate the wizard select from the menu:

This will open the Invoice Wizard which requires some information to be entered:

Equipment

Highlight the Equipment List you wish to be imported to the invoice by clicking the checkbox in the Select (Sel) column.
1. Select the Grouping Method (1 of 3) - The grouping method determines the order of the lines. This is especially important if you are importing more than 1 equipment list.

By Category will merge the selected lists and will group equipment types within the same categories

By Type will merge the selected lists and will group equipment types within the same type. You could have the same type listed more than once.

By Equipment List will keep your equipment lists separate and arrange by entry order on the equipment lists.

Select the Pricing Display Method (1 of 3) - The pricing display determines how the price information will be displayed, sub-totaled or totaled.

By Category will subtotal all of the types in the same category. If grouping by equipment list, the category subtotal will appear in each list.

By Type will provide a line by line price for each type of equipment on your equipment list.

By Equipment List will provide a single subtotal each list on the invoice.

Select which information you wish to appear on the invoice (Type Description, Dates, etc.)

Import Type Description is suggested if you have chosen a pricing display By Type. Otherwise, the display will include a price, and blank descriptions.

Import Category Description may be selected whether or not you have chosen to display pricing by category. However, if you have chosen to display pricing by category, you should include the category description.

Import Eqlist Dates will import the date out and the date back from the equipment list.

Import Eqlist Title will import the title of the equipment list.

Note: Once these settings are selected, HireTrack will "remember" them, and there is no need to select them each time unless you wish the display to be different.

After your selections are set, press the button:

and the information is then imported into the invoice.

Once an invoice is created using the invoice wizard, a record of the invoiced amount is entered against the equipment list. When an equipment list is edited whereby the price of the equipment list becomes unbalanced against the amount that has been invoiced, then a new invoice for the balance must be created. This imbalance is highlighted in the wizard by coloring the list in red.

Select the equipment list(s) in red and then select

The information will be imported with an additional line:

Crew
If you wish to import crew to your invoice, select the crew tab:

Select how you would like the Crew Information sorted (1 of 2)

By Crew Type will sort like crew types next to each other

By Entry Order will sort the crew types as displayed in the wizard

Select how you would like the Pricing Information to be displayed (1 of 3)

By Request will use the total for the selected line of crew

By Function -

Total will disable the Import functions and provide a one line total for all crew.

Select which information you wish to appear on the invoice (Dates, etc.)

Import Function Description will import the function of the crew into the invoice.

Import Dates will import the out and back dates of each line of crew.

Use Allocated Qty will import the number of crew that are displayed in the Allocated column. It is not recommended to use this if you are not allocating people to your crew request.

Once you have made your selections and are ready to import the selected crew, press the

Transport

If you wish to import your transportation information into your invoice, select the Transport Tab.

Select How you would like the Transportation information sorted (1 of 3)

By Address will group the transport according to the location of the delivery.

By Vehicle Type will group the transport according to the type of vehicle that was used for the delivery.

By Date will group the transport according to the date that the transport was delivered or picked up.

Select how you would like the Pricing Information to be displayed (1 of 3)

By Request will import each line of your request.

By Vehicle Type will subtotal the prices of all transport types.

By Total will disable the import function and provide one line total for all transport.

Select which information you wish to appear on the invoice (Dates, etc.)

Import Vehicle Description will import the type of vehicle that was used.

Import Dates will import the date of the request to the invoice.

Import Address will import the Name of the Delivery Address to the Invoice.

Once you have made your selections and are ready to import the selected transport, press the

button.

Purchases
If you wish to import your purchases information into your invoice, select the Purchases Tab.

Select How you would like the Purchases information sorted (1 of 2)

By Purchase Order will import each selected purchase order.

By Supplier will import each selected supplier's purchase order.

Select how you would like the Pricing Information to be displayed (1 of 3)

By Purchase Order will import the price of each purchase order into the invoice.

By Line Item will import each line of a purchase order into the invoice.

By Supplier will subtotal the each suppliers purchase order into the invoice.

Select which information you wish to appear on the invoice (Line Items, etc.)

Import Line Item Description is suggested if you have selected line item pricing for the pricing display.

Import Supplier Description is used to display the supplier name.

Once you have made your selections and are ready to import the selected purchases, press the

button.

You may also begin adding information manually following creation of the invoice using the wizard. Place your cursor on any field you wish to edit and begin typing.