Invoicing

Invoicing
Once a job has been priced, an invoice can be raised.  Invoices can be raised for all accounts or just selected accounts.   


Invoice Templates
Unless otherwise specified, the invoices will be created using the standard invoice template.  However, please be aware that you can create your own invoice templates and assign different templates to different account customers.  Please refer to New style invoices later in this guide for more information.
Creating invoices
To create invoices for one or more account customers, please follow these instructions:
1. Click on the Accounts menu and choose Invoicing
2. On the window that appears choose the account/s you wish to invoice by clicking on the account name.  If you want to raise invoices for all accounts, tick the box at the bottom of the window called All accounts select.   
If there are any hidden accounts and the All Accounts check box is ticked, the Include Hidden check box will appear, which when ticked will also raise outstanding invoices for any hidden accounts.
3. Select the period increment for this invoice run.  Each account can have invoices raised at different increments for example, for some customers you may want to raise invoices weekly, others fortnightly and others monthly.  Choosing the period will narrow down the list of accounts, for example, if you choose “monthly” you’ll only see those accounts where “monthly” has been set in the Invoice Period field in Accounts set-up.   
4. Select the date to appear on the invoice
5. Select the date you wish to invoice up to
6. Click OK when done


Invoices can also be run for hidden accounts – please refer to Show/Hide Accounts in the Accounts configuration guide for more information.

7. The Check Invoices window appears showing the accounts with invoices ready to print


8. When you are satisfied that everything looks OK, click Continue to proceed with the invoice run and the following window will appear…
Click on the account name to select

Preview window
See below for more information on Print Preview options

9. Click Proceed and the print dialog box will appear, choose the printer and click OK


Preview an invoice

If the Auto-Preview window is ticked, the right-hand side of the invoice window will show a preview of the selected invoice.  If you wish to look at the invoice in a larger Print Preview window, select the invoice and click on the Print Preview button on the window toolbar.  If you are viewing an invoice in Print Preview and choose to print it at this stage, it will only be a “dummy” invoice, i.e. it will not have an invoice number and Navigator will not mark it as invoiced.
Remove an invoice from this invoice run
If you wish to remove an invoice from this run select the account name and click on the Delete button on the toolbar.
Print a dummy run
Print dummy run prints the complete invoice run but does not mark the jobs as invoiced allowing alterations later if necessary.  Invoice numbers are not allocated to the invoices.
Print Preview Options
Within Print Preview there are various options for saving the invoice in different formats and sending by email:
Navigator will automatically save copies of the invoice to C:\Navigator\Invoices.  If you wish to change the location, click on the Browse button to locate the folder you wish to save to
If you would like to add a comment to the invoices, type the comments here
The save as HTML files check box should always be checked.  This enables archived copies to be reprinted if necessary
Invoices are fully retrievable from the system until the jobs are archived.  Viewing old invoices is covered in the next section.  After jobs have been archived, you can still find HTML copies of the invoices in C:\Navigate\Invoices

Print
Click on the Print button to print a copy of this invoice.
Save as NRB file type
Click on the Save as NRB button to save this invoice as a .NRB file – NRB file types can be viewed at any time in the future by double clicking on the file in a Windows Explorer window, it will open in the Navigator Print Preview window.
When you click on the Save button a Save As box will appear prompting you to choose a location (folder) in which save the file.  A file name will automatically be created for the invoice which will be a combination of the account name and invoice date – you can over type the file name if you want to.
Save as HTML file type
Click on the Save as HTML button to save this invoice as a .HTML file – HTML file types can be viewed at any time in the future by double clicking on the file in a Windows Explorer window, it will open in an Internet Explorer window.
Save as PDF file type
Click on the Save as PDF button to save this invoice as a .PDF file – PDF file types can be viewed at any time in the future by double clicking on the file in a Windows Explorer window, it will open in an Adobe Acrobat window.
Save in Excel (XLS) format
Click on the Save as XLS button to save this invoice as a .XLS file – XLS file types can be opened at any time in Microsoft Excel.
Save as a PDF and email
Click on the Save as PDF and email button to save this invoice as a .PDF file and then send it to someone immediately by email.   
Print Preview options
When you click on the Save button a Save As box will appear prompting you to choose a location (folder) in which save the file.  A file name will automatically be created for the invoice which will be a combination of the account name and invoice date – you can over type the file name if you want to.  Once the file has been saved an email form is displayed into which you can type the recipient’s email address and then click Send.


Save as a XLS file and email
Click on the Save as XLS and email button to save this invoice as a .XLS file and then send it to someone immediately by email.   
When you click on the Save button a Save As box will appear prompting you to choose a location (folder) in which save the file.  A file name will automatically be created for the invoice which will be a combination of the account name and invoice date – you can over type the file name if you want to.  Once the file has been saved an email form is displayed into which you can type the recipient’s email address and then click Send.


Viewing or cancelling old invoices
Until jobs have been archived you can view or cancel old invoices.  You can either view the old invoices by account or by invoice number range.
1. Click on the Accounts menu and choose either View/cancel
invoices by account or View/cancel invoices by range
2. Choose either the accounts you wish to view or the invoice range you wish to view and click OK


3. The following window will appear…
4. Once you have selected an invoice you have the option to preview the invoice, remove the invoice from the print run (if you are reprinting the invoice), cancel the invoice or print all the selected invoices


Cancelling an invoice
Cancelling an invoice is not recommended, but might be necessary if an invoice was raised in error because as yet there is no facility within Navigator to raise a credit.  If you do opt to cancel an invoice, the following message is displayed…


Click the Print Preview button to preview the old invoice
Click the Remove button to remove the invoice from the print run
Click the Cancel button to cancel the invoice
Click Print all selected to re-print the invoices

If Yes is clicked, the jobs in that invoice will have their invoice numbers released and will therefore be available for alteration and re-invoicing.


Unpaid Invoices
Navigator now has the ability to track invoices, so as account invoices are paid, you can mark them off on the system as being paid.  If you use Sage accounts, and export your invoice information out of Navigator and into Sage, Navigator will mark the invoices as being paid at the point the export is run.
1. Click on the Accounts menu and choose Unpaid invoices list


2. A window will appear showing the list of unpaid invoices – please note, cancelled invoices do not appear in the list
The “released” jobs will only appear in the Price booking by account and Price booking by driver screens because they have already been priced.  You’ll need to re-price the booking and re-invoice.


3. Select the invoice that you want to mark as paid


4. The pay reference will default to “PAID” but you can change this to anything you want, for example, you may use the Paying-In Book reference number, or use it to state how the invoice was paid “CHQ” or “CASH”.
5. Click on the Mark selected as paid button
6. Select the next invoice either by single clicking directly on it or by using the Next invoice button which will move you down through the list of invoices
7. When you’re finished hit the Done button
Marking exported invoices as paid
If you use Sage Accounts and export your invoice information out of Navigator into Sage and use Sage to track invoice payment, then you’ll want to change a setting in System Preferences to mark all exported invoices as “PAID”.
1. Click on the Configuration menu and choose System Preferences
2. Click on the Invoice tab and place a tick in the Mark all exported invoice as “paid” check box
Select the invoice you wish to pay
Type a new reference in the Pay Ref field if necessary or just leave it as “PAID”
Click on the Mark selected as paid button

Creating and using new invoice templates
Different invoice templates can be allocated to different account customers which is particularly handy for customising invoices for certain account customers.  For example one of your accounts may insist on seeing the name of person who booked the job listed on the invoice, whilst another might like to see the driver name next to each job.   
If you would like to know about creating new invoice templates, please refer to the document called Statement Layouts.   
To find out how to allocate a different invoice template to customer account, please refer to the document called Accounts.
Exporting invoices to Sage
If your company uses Sage to produce accounts, you may opt to export the invoice data to Sage.  Firstly Navigator must be set-up for the export feature to work.  If you try to export data before you have set-up Navigator the following message will be displayed informing you that a Sage Nominal Code must be set up…


Setting up the Sage nominal code and pay reference in Navigator
Before you start this procedure, first find out what your Sage nominal code is for sales invoices…for sales it’s usually 4000 but check to make sure.
All invoices exported from Navigator into Sage can have a pay reference attached to them so they can be easily identified in Sage.
1. Click on the Configuration menu
Place a tick in the Flag all exported invoices as “paid” check box
2. Choose System Preferences
3. Click on the Invoicing tab
4. Enter the Sage nominal code and Pay reference and close the window
Setting up the Sage Customer Reference
In Sage each customer will have a unique reference number that Sage uses to identify the customer account.  The exported data must also have a customer reference number on each transaction so that Sage can identify which customer account each transaction belongs to.  Obviously the Sage reference number set-up in Navigator must match the customer reference number in Sage so this matching process can take place.  So grab a list of all your customer accounts and Sage reference numbers from your book-keeper or Accounts Dept. and then we’ll update the customer records in Navigator (if this hasn’t already been done).


1. Click on the Accounts menu and choose Edit Accounts
2. In the left-hand window pane, click on the first account and the account details will be displayed in the right-hand window
3. Enter the Sage account reference in the Sage accounts reference field
4. Continue for each account and then click on the cross in the top right-hand corner of the window when you’ve finished
Enter

Create the invoice data
Before you can export the invoice data the invoices must be created and printed.  Create and print the invoices using the procedure detailed in the previous section.   
When you have done the invoice run, follow these instructions to create the export file…
1. Click on the Accounts menu and choose Sage Export
2. On the Export invoice to sage window that appears enter the invoice number range you wish to export – look at the first and last invoices you’ve just printed to find out the invoice number
3. Click OK


4. The following message will be displayed informing you that 2 files have been created in c:\navigator\sage exports called transactions.csv and customers.csv 
5. Click OK



Viewing the exported data
The CSV (comma separated files) created by the export feature can be viewed in Excel and look like this…


Importing the data into Sage
The Sage Export feature creates two files, one called customers.csv and the other called transactions.csv.  These export files can be found in C:\Navigator\Sage Exports.
Each time you run an export new customer accounts will be created and  transaction amounts will be added to the customer account.
The customers.csv file contains customer account information:
Account reference
Customer name
Address
These files are over written each time the export feature is run so if you wish to save copies of these export files, save them with a different name.
Cancelled invoices are NOT included in the export file

  • The transactions.csv file contains audit trail transaction information:
  • Transaction type
  • Account Reference
  • Nominal code
  • Department number
  • Transaction date
  • Transaction reference
  • Transaction details
  • Net amount
  • Tax code
  • Tax amount

Importing the customer data
First of all you’ll need to import the customer data into Sage before importing the transactions data.  The customer data has to be imported first just in case you try to import transactions for a new customer account that doesn’t yet exist in Sage.   
1. Before you start make sure both .csv files are closed
2. Start Sage
3. In Sage click on the File menu  
4. Choose Import and the File Import window will appear…


5. Make sure the Customer Records option is selected
6. Click Run
7. A window will appear asking you to locate the .csv file, browse to C:\Navigator\Sage Exports
8. Select customers.csv and click Open
9. The File Import Success window will appear showing a list of all the imported customer accounts
Importing the transactions data
Once you’ve imported the customer data, the transaction data can be imported…
1. In Sage click on the File menu  
2. Choose Import and the File Import window will appear…


3. Make sure the Audit Trail Transactions option is selected
4. Click Run
5. A window will appear asking you to locate the .csv file, browse to C:\Navigator\Sage Exports
6. Select transactions.csv and click Open
7. The File Import Success window will appear showing a list of all the imported transactions
Marking exported invoices as paid
If you want to mark the exported invoices as “paid” in Navigator, please refer to Marking exported invoices as paid.
Resetting invoice numbers
Navigator will incrementally generate the next sequential number for Invoices, however you can reset this number if necessary, please refer to Resetting Invoice and Driver Statement Numbers in the Advanced Features Guide for more information.