Charge-up Invoices Feature in Profitz

Description: Charge-up Invoices allow you to bill clients for job-related costs by creating a detailed invoice linked to a specific job. This feature ensures accurate cost recovery and provides a clear workflow for saving, submitting, and posting invoices. It helps your team streamline billing and maintain compliance with approval processes.

Product Overview

• Purpose and Benefits: Charge-up Invoices ensure that all job costs are captured, approved, and billed correctly. They reduce manual errors, speed up invoicing, and provide transparency for both your team and your clients.
• How to Access: Navigate to Jobs › Charge-up Invoices and click Add.

Instructions for Use

1. Create a New Invoice

Click Add to open the Add Invoice section.

2. Enter Header Details

Fill in the required fields:

• Job No: Enter the job number (required for loading job costs).
• Customer Code: Select the customer (debtor).
• Customer Order No: Enter the client’s order number (optional).
• Invoice Date: Enter the invoice date.
• Due Date: Enter the due date (auto-populated if payment terms exist).
• From Date / To Date: Define the cost period (To Date is required).

3. Workflow Actions (Save › Submit › Post)

Before posting, the invoice must follow the workflow:

• Save: Click to save changes.
• Preview: View the tax invoice PDF.
• Submit: Send the invoice for approval.
• Post: Once approved, click to post the invoice.
• Email: Send the tax invoice PDF to the client.
• Cancel: Discard changes.

Note:

• An invoice must be saved before it can be previewed or submitted.
• It must be submitted before it can be posted or emailed.

4. Enter Financial Details

The system calculates and displays key values:

1. Invoice Value: Total excl. GST (display-only).
2. GST/Tax Code: Select via lookup; rate is displayed under Tax Rate.
3. Total: Total incl. GST (display-only).
4. Total Cost: Amount excl. markups (display-only).
5. Margin: Difference between Total Cost and Total Price (display-only).
6. Margin Percent: Margin as a percentage of Invoice Value (display-only).

Best Practices

• Always Save before previewing or submitting.
• Use the search icon to quickly select predefined options or auto-generate suggestions.
• Ensure the Job No field is completed to automatically load job costs.

Limitations

• You cannot preview or submit until the invoice is saved.
• You cannot post or email until the invoice is submitted and approved.
• Certain fields (Invoice Value, Total, Margin) are display-only.

FAQ

• Do I need to enter a Job Number? Yes. The Job No field is required to automatically load job costs into the invoice.
• Can I edit the Invoice Value or Margin fields? No. These fields are display-only and calculated automatically.

Related Articles

• [Charge-up Invoice Cost Items and Load Cost Items]
• [Copy Charge Up Invoices]
• [Charge up Invoice Template]