Debtors Invoice

Question: How do I delete a Debtors invoice line item?

Answer: To delete an invoice line item on the Debtors invoice click on quantity in the line, and change quantity to zero. Then go to the right in the line by using the Tab key or the mouse and click Delete.

 

Question: How do I delete a Debtors invoice?

Answer: You cannot delete an invoice. However, you can cancel an invoice or change the customer name on an invoice.

In order to cancel an invoice you need to delete the line items. To delete an invoice line item click on quantity in the line, and change quantity to zero. Go to the right in the line by using the Tab key or the mouse and click Delete. Now you can cancel the invoice by clicking on the Cancel command button on the bottom of the screen. The Cancel Invoice window appears. Click OK. A red script Cancelled will appear on the invoice. It is possible to un-cancel a previously cancelled invoice by double clicking on the script Cancelled. The
invoice becomes an active invoice again.

In order to change the customer name on an invoice double click on the name. A pop-up window comes up. Enter the password "MOLNAR" then select the new name. Click OK. The name will be replaced on the invoice. If the client is not yet in your database, enter client details in the Customer database first. (If you change the name on an invoice, even for the same name, the vehicle details will be wiped out and you have to re-enter them if needed.) Please note that you can change the name on an invoice only if no payment has been made against the invoice. Otherwise, you have to temporarily delete all previous payments and re-enter them after you changed the customer name.

 

Question: Can I insert a new line on the Debtors invoice?

Answer: Yes you can. Highlight the line item you want to insert a new line above and press Insert Line command button.

 

Question: How can I enter deposits for customers?

Answer: For Cash customers raise an invoice, click Cash Payment and enter the amount. For Account customers, raise an invoice, write a line item with Quantity and Unit Price entered (e.g. Service). Make sure that the invoice is marked as “work completed”. (You have to delete this line after you finished entering the deposit.) Click Account Payment, click Payment and write the amount to the appropriate invoice.

 

Question: How do I do a registration search?

Answer: Go to the Customer Invoice. Click Find. A pop-up window appears with a list of options how you can find an invoice. Choose Find by Registration.

 

Question: I want to modify an invoice but the system does not allow me to do it. Why?

Answer: You must already have printed the invoice and your system is set up in a way that you cannot change an invoice after it was printed. Go to System/System Setup/Debtors1 and un-tick the corresponding function.

 

Question: I did a warranty job. How do I write it off so it is no longer outstanding?

Answer: You should change the unit price to zero.

 

Question: I want to print a Servicemen Productivity Report but it does not seem to work. Why?

Answer: In order to have this module working, you need to enter the assigned hours for each of your billing codes in the Stock section.

 

Question: How do I split a job between two service men?

Answer: Click System Setup on the Main Menu screen. Click Debtors 1. Tick Split Job on Customer Invoice. Go to the customer invoice where you want to split the job. Highlight the line item with labour involved. Enter quantity (e.g. 0.5). Go to the far right with the Tab key or with the mouse to the Mechanic column. Select Mechanic A. Enter the same job again with quantity 0.5 and select Mechanic B. Note that on the printed invoice only one line appears.

 

Question: I would like to know where my customers have come from.

Answer: Click SYSTEM/System Setup/Debtors 4. Set Customer Category ON. On the debtors invoice screen there is a combo box next to the Addr2 field. Select the relevant category here (e.g. advertisement). You can print corresponding statistics by clicking Weekly Sales Summary Report.

 

Question: If I enter new data in the invoice section do I need to re-enter the service history again?

Answer: No, the program automatically updates the service history.

 

Question: Can I change the Job number?

Answer: Each invoice has a unique Job Number generated by the system that cannot be changed on the invoice screen. However, if you want to start your system with a specific invoice number (e.g. 1000), you have to the following. Exit Auto Care Software with password protection. Restart the software. Enter DEBTORSJOBNO to the Name field and click OK. The Set Debtors Job Number window appears. Set new job number here. Click OK. Enter your name and password as usual to start the programme.

 

Question: I want to print statements for my customers, but nothing is printed. Why?

Answer: You may have raised invoices, but they are still marked as Work in Progress. Only invoices that are marked as Work Completed will be included in statements.

 

Question: How should I enter buy-in items?

Answer: Leave the code field empty. Enter the quantity, price and description of the item.

 

Question: I printed an invoice. Although there are only a few line items on this invoice, it printed three pages with a lot of empty spaces.

Answer: You may unintentionally have entered empty lines in either the memo or the note fields of that invoice. It can happen when you accidentally place something (e.g. a book) on the keyboard while in the invoice module. Check the memo and note fields for empty spaces and delete them. For example, go to the Note section and put the cursor after the last letter or, if no note has been entered, at the beginning of the first line. Press the delete key for a minute or so. Now make a print preview to see whether you could reduce
the printout to one page. If you still have several pages, check the memos belonging to each line item for empty spaces. Follow the same procedure as described above to delete empty spaces.

 

Question: I cannot fax an invoice. Why?

Answer: If you want to use the Fax option, you need to obtain a programme called Winfax (from Symantec) and install it into your computer. Furthermore, you have to turn on the fax communication module in Auto Care Software. Exit Auto Care Software with password protection. Restart the programme. Enter FAXON as Name and click OK.

 

Question: I want to check the outstanding amount for a customer. I clicked on Balance, but it does not show the outstanding amount. Why?

Answer: The outstanding amount will only appear on the Balance screen if the invoice is set to Work Completed.

 

Question: I want to delete an account customer payment, but the system does not let me do. Why?

Answer: In order to delete a customer payment, first you have to change the date in the appropriate line to the current date. Then using the TAB key go to the Delete culomn and tick the Delete check box.