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| DotBill Frequently Asked Questions | ||||
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Q. I've input an Invoice and now received the payment, when I select the customers name in the Payment Details screen the invoice isn't listed. |
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| A. Either the invoice has been paid already (check using the Paid Invoices button) or the Status on the Invoice Details screen is still set to 'Pending'. | ||||
Q. How do I print an invoice or a statement? |
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| A. With the screen image of the invoice or statement on the screen, choose print from the File menu in the top left hand corner of the DotBill window. | ||||
Q. How do I add a discount to the invoice? |
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| A. To add a discount, simply calculate the discount amount and enter it as if it were an ordinary invoice line, but make the amount a negative value. If VAT was calculated on the amount to be discounted, enter the VAT rate in the normal place. DotBill will subtract the required amounts from the total. | ||||
Q. How do I export my invoice details to Microsoft Excel? |
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| A. Press the 'Export' button on the toolbar. You will be asked for the file location and name then the start and end date of the date required. The file created can then be used in Microsoft Excel or imported into any other application that uses Microsoft Excel format to import from. | ||||
Q. How do I start the invoice numbers from a number other than 1? |
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| A. When creating your first invoice through the system overwrite the generated invoice number with the next available and valid number. Subsequent invoices will have the invoice number incremented from this. | ||||
Q. How do I calculate the VAT on an amount different from the calculated net value? |
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A. There may be instances where you need to calculate the VAT due on the whole net value for an item, but only charge the customer a portion of that net - where another customer is paying part of the bill but not the VAT component. In these instances enter a line for the full amount and calculate the VAT normally so that the invoice shows the full net and VAT situation. Then add another line where the description refers to the portion being paid by the other customer. Enter the amount as a negative value for their portion of the Net value, and put the VAT rate as 0%. This will deduct the second customers' portion and still show the full VAT for the initial customer. |
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Q. How do I reprint a statement? |
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| A. Lookup the Customer Details and press the Show Statements button. The Statements Summary form will be shown with a list of all statements issued to that customer. Highlight the statement you are interested in and press the View button. The View Statement Details form will be shown with an on-screen version of the statement so you can check that this is the statement you want to reprint. Press the reprint button and a copy of the statement will be printed. | ||||
Q. How do I issue a refund? |
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| A. Process a copy invoice (Copying the original), but negate the amounts charged. | ||||
Q. I've started producing a new invoice, but its not inserted a new invoice number |
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| A. Just opening the new invoices screen is not enough to generate a new invoice number. You will see that as soon as you start entering data (choosing a customer for instance) the invoice number will appear. | ||||