Search Invoice

Required Permissions

  1. View Billing
    • ability to work with contracts, invoices
  2. Setup Billing
  3. View Reports

Note. Billing Module requires to be activated separately and can be enabled only if Ownership mode is set up as Item Level or Stock Level in System Settings.

Search Invoice

  • Go to Billing tab of the main menu.
  • Select Invoices -> Search Invoice menu item.

image

The following window displaying invoices will show up:

image

  • Specify the necessary search criteria in the following frame:

image

The following optional filters can be applied:

Filter Comment
Invoice #
Contract #
Owner Drop-down list of active Companies marked as Owner. The necessary Company can be searched by the ellipsis button [...] as well.
Status Drop-down list of the predefined system values: Draft, Ready For Approval, Approved, Exported. Refer to this section for more info on invoice statuses.
Invoice Date From / To
Billing Period From / To
Amount Range You can specify the range of Amount for the invoice(s) you are looking for.

CoreIMS allows you to do the following when searching:

1) search by the beginning or by any part of text fields;

2) hide/unhide search filters.

  • Once you specify all necessary filter criteria, click Enter or Apply Filter button.

    The results that satisfy the search criteria will be loaded to Invoices frame:

image

View Invoice

You can view and, if needed, edit an invoice by clicking on it and then on Edit/View button or simply by double-clicking on the necessary invoice on the grid:

image

Edit Invoice or View Invoice window (depending on the invoice status) opens:

image

You can only view, print and export invoices that are in Approved or Exported status. In case the invoice is in Draft or Ready For Approval status, you can edit it. Ready For Approval invoices can be also approved.

You can collapse/expand an invoice header by clicking within the area which is highlighted in the screenshot below:

image

If needed, use navigation buttons image to switch the pages of Invoice Lines grid.
You can also customize the view of the grid and use Ctrl+F for searching.

Edit Invoice

You can edit invoices in the statuses Draft and Ready For Approval from Edit Invoice screen:

image

CoreIMS allows you to do the following:

  • Change Invoice Date. By default it is set to the invoice Billing Period To date + 1 day.

  • Add Manual Charges:

    • Click Add manual charge button and specify the necessary data:

      image

    • Click Save button to complete the operation or Reset button to cancel it.

  • Delete Manual Charges:

    • Click on the Manual Charge you want to delete and then on Delete manual charge button:

      image

    • Confirm the operation:

      image

Notes:

  • You can add negative Manual Charges to invoices.
  • When you add/delete Manual Charges, CoreIMS automatically recalculates Amount for the invoice.

Approve Invoice

You can approve invoices only for past billing periods. When the billing period is over, CoreIMS automatically sets all Draft invoices into Ready For Approval status — so that you can approve them.

In order to approve an invoice you need to do the following:

  • Search for the necessary invoice and open it.
  • Click Approve Invoice button:

image

  • Confirm the operation:

image

Once you approved the invoice, it becomes read-only and you are not able to change anything in it.

Print & Export Invoice

You can print or export invoices of any status.

Click Print or Export button on Edit Invoice or View Invoice screen (depending on the invoice status):

image

Invoices List Report

You can print or export Invoices List report displaying the data from the grid on Invoices screen. To this end use Print or Export button accordingly.

image