Invoice Templates

Setting up Invoice Templates

ValBiz Enterprise has many different Invoice templates for you to choose from.
This procedure describes how to choose then configure the ValBiz™ invoice template in order to best suit your business requirements.
The first step is to view all the sample templates;
There are many to choose from -

Invoice Templates (Current)

If you do not wish to use any of the current templates available then a new template can be built for you based on your own requirements.

New templates incur a development fee of $300 plus GST. This development fee covers the introduction of the changes to an original ValBiz template which you specify to us. Please see our Template Change Request Agreement which has more details about the process and what is required from you.

You can contact the Headway office on 0800 644 544 for further information.

The second step is applying the Invoice template that you have chosen to your ValBiz system. This is done from the Company Details Screen (File/ Company Details). To access this screen you will need to be logged into ValBiz as the Administrator.

Applying your Global ValBiz Invoice settings

These settings are Global, i.e. they apply to all invoices generated from ValBiz, (unless overridden at invoice generation time).
Complete the following steps under each tab on the Compny Details Screen:

Identity Tab

Company Name:Enter the Company Name

GST No: If you wish the GST number to appear on your invoices enter it here otherwise you need it printed on you company letterhead, (as it is mandatory).

Remit Address: Enter the remit address for it to appear on the remittance advice section of the invoice.

Electronic Remit: Enter your Bank account number here if you require your bank account details to appear at the bottom of your invoice.

On templates numbers 4 and 6 if you place an ‘X’ at the start of the first two lines in the Electronic Remit field the following, relating to credit card payments, will appear:

 

Templates 301 to 315 display picture icons on remittance advice (see templates) and have a configurable 5 line 'Payment Policy'. The wording for the 'Payment Policy' can be configured from 'Company Details' screen under printer tab.

Constants Tab

 

1. The GST Percent: Enter the GST percentage i.e. 15.000

2. The Last Invoice No: Enter the first invoice number you want to use, each new invoice will automatically increment by one, (i.e. you may wish to start generating invoices from say number 1000).

3. Fee is Nett: With this set enter your Nett fee only, and the GST and Gross amounts will be calculated automatically. Otherwise ValBiz will default to ‘Gross’ and calculate the GST and Nett amounts for you, (i.e. you enter the Gross amount instead of Nett amount).

4. Mileage is Nett: With this set enter your Mileage as Nett only, and the GST and Gross amounts will be calculated automatically. Otherwise ValBiz will default to ‘Gross’ and calculate the GST and Nett amounts for you, (i.e. you enter the Gross amount instead of Nett amount).

5. Default $/Km: Populate this field with a $ value, when generating an invoice enter your kilometres and the mileage will be calculated automatically.

6. Invoice Prefix: Optional prefix numbering system for invoices relating to year and/or month settings.

7. Discount Percent and Discount Period (days): If you wish to use a discounting approach to your invoicing (for prompt payments) enter the discount percent and period. This will appear in your fee comment and in the remittance advice section of the invoice, otherwise leave this blank. Please refer to the section on discounting of the training manual before making the decision to use the discounting functionality. There is more effort involved in receipting when using discounting functions as in each case you must decide if your client has made the correct decision about whether they paid in time to qualify for a discount.

8. Penalty Due Pcnt (Percent) and Payment Due (days): Use this if you wish to show a penalty percentage which applies to late payments. The Payment Due (days) are the number of days you have to pay before the late payment % applies. These will appear in the fee comment section of the invoice. Enter a percentage and number of days in the penalty fields. Otherwise leave blank. You can choose to only enter the due days and leave the penalty amount blank so no % applies.

9. Show Fee Generator: Select this tick box if you wish the staff members name/s (who has generated the fee line/s) to be included on the invoice.

10. Invoice Format: Select the invoice template that you require, there are many options which can be viewed on our website.

11. Suppress Remittance Line: Tick this if you do not want the entire remittance section to appear on the invoice.

12. Don’t detail Disbursements: Tick this if you wish to show a total only for disbursement costs, and not show a line for each individual disbursement item.

13. Exclude Pay Due Comment: Tick this if you do not want the pay due comment to appear on your invoice. This relates to settings in option 5 and 6 above.

Changes to Invoices on an Invoice by Invoice Basis

On an invoice by invoice basis – the following settings can be made/adjusted on the Invoice: Enquire / Change Screen. In some cases these override your global settings.

Matter: Invoice Add Screen
 

1. Detail: This is an optional field; you can manually insert an explanatory note that describes the details of the job. These details will be printed out on the Invoice. Alternatively you can create library list called Cat: (or categories), which you chose your comment from. You can have as many Categories in your library list as you want and they can be added to or updated at any time. In our example ‘Residential Valuation’ is the detail comment that has been called Detail Category 1.

2. General Comment: This is an optional field; you can insert an explanatory note about the job. These details will be printed on the invoice. You can create as many explanatory notes “General Comment” as you wish and they can be saved to a library list (to make it quick to introduce them in the future). This library of general comments can be updated at any time e.g., ‘Please pay this invoice immediately’. In the sample invoices this is called Comment 1. To access this list of comments you need to double click in the Comment field.

3. Fee line Comment: A short comment can be added to each individual fee line if desired, (which will appear on your invoice).

 

4. Disbursements line Comment: A short comment can be added to each individual disbursement line if desired, (which will appear on your invoice).

 

You can override settings from the company details screen on an invoice by invoice basis by changing:

Show Fee Generator

Fee is Nett

Discount period of days

Discount % or Dollar