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Invoice (tour)
In Teesom after your customer accepts the quote or you manually convert the quote to an invoice, your order will then become a WIP Invoice.
In this article we will go through every detail of the invoice screen.
A Tour of the Invoice Screen
Overview
The invoice screen is where you will see all the main information you need.
Below we will break down each section of the invoice screen.
Invoice Header Information
The invoice header contains:
- The customer name, you can click on the pencil icon to edit the customers contact information
- The customer account number
- Click on the chatbox icon to view/enter notes about the customer
- The customer contact, you can click on the double arrow icon to change the customer contact on the order
- Click on the envelope icon to show the contacts email address
- The order description, you can click on the pencil icon next to it to change it
You can view the order tags underneath the customer contact info, you can click on the “#” to add tags to your order
Invoice Header Information (2)
The second bit of information the header holds is:
- The order status dropdown list, you can change the order status by clicking on one of the various options
- The order number
- The order message board, you can click on the chat bubble icon to ope it
Hamburger Menu
The hamburger menu contains a list of various options, we will give a brief explanation of them below:
- Edit Order
- click to move the invoice into “edit” mode
- Create PO
- click to open the PO Wizard for creating purchase orders for this job only
- Click Here for information about the PO Wizard
- Goods
- click to view detailed information about goods (purchased and from inventory)
- Take Payment
- Click to take a manual payment
- Click here for more information on taking a manual payment
- Print Shop Traveler
- Click to print out the traveler
- Print Work Order
- Click to print out the work order
- Print Packing Slip
- Click to print out the packing slip
- View Names and Numbers
- Click to view the various order name, description and the number
- Edit Art
- Click to bring up a list of all the art on the order
- Print Invoice
- Click to print out the invoice
- Customer View
- Click to view what the customer sees
- Send Customer Message
- Click to open the order message board
- Click here to learn more about Teesom messaging system
- Re-order
- Click to duplicate the invoice and make it a quote
- Click here to learn more about duplicating an invoice
- Check Stock
- Click to get stock of products on the order
- Get Latest Cost
- Click to get latest cost info on the products
Send The Invoice, a Reminder or Production Approval
If you click on the “Send” button at the top right you are given three options:
- Send Production Approval Request
- Click to send an approval request to the customer to start production
- Send Reminder
- Click to send a reminder to view the production approval request
- Send Invoice
- Click to send the invoice to the customer
Order Stages
You can view and change the order stage by clicking on the dropdown, we will explain each stage briefly:
- New
- This is the default stage when the order is converted from a quote to an invoice
- After Sales(Follow Up)
- This stage is for when the goods have been delivered and you are following up
- Done – Final Payment Due
- This stage is for when the order is complete and the final payment is due(not the deposit)
- On Hold
- This stage is for when the order is on hold and not currently being worked on
- Ready To Ship
- This stage is for when all work is done and the goods are ready to be shipped out
- Scheduled
- This stage is for when the order has been approved is scheduled for production
Invoice Extended Information
You can click on the ( I ) icon which will bring up a dropdown, we will explain each section in more depth below
Invoice & Production Summary
The summary section holds a summarized view of all the important info of the order:
- On the ( I ) dropdown: Click on “Summary“
- Shipping method being used
- Order terms
- Order production information
View and Edit Order Dates
The “dates” section is where you can view and edit your orders dates.
- Click on the (i) icon
- go to “Dates“
- You can edit the dates by clicking on the calendar icon
The different dates shown in the screenshot above are:
- Quote Dates:
- Quote Date: The Day the quote was created
- Follow Up Date: The date the quote was followed up
- Expiry Date: The date the quote expires
- Order Dates
- Due Date: Date the order is due to be complete by
- Production Date: Date the order is scheduled for production
- Purchased By: Date the goods must be purchased by
- Customer Commitments
- Art Approved By: Date the customer has to approve the art by
- Customer Goods Due By: Date the customer goods have to be in by
Payments and Profit Information
To view your payment and profits click on the ( $ ) icon and select:
- Payments to view all the payments on the order
- Profits to see what method of counting is being used, and you can also click on “View order and cost detail” to see projected profits/cost and actual profits/cost
Payments
On the “Payments” screen you will be able to see all payments applied to the order, you can also unapply and void payments by clicking on the three dots
You can also see the total amount paid and the outstanding balance
Profits
On the profits section you can see which method of counting is being used, what its calculating off of:
- Order: Calculates he order as a whole
- Job: Calculates: Each job individually
- Styles: Calculates per style
Edit the Invoice
- To edit an invoice click on the hyperlink
- The three dots are for editing the names and number as well as the job description, you can also mark the job as complete
If the invoice is in “Edit” mode you will notice the “pencil” icon to edit quantities and prices as well as the “+” symbol to add more products and imprints
Don’t forget to click on “Exit Edit Mode” at the bottom when you are finished editing!
Products & Imprints
On the invoice by the product rows:
- Click on the three dots to mark the job as complete
- Vendor supplying the goods
- The inventory box indicates that there is stock of the item, you can click on the inventory box to issue stock
- Amount of colors and imprint location
- Imprint pricelist being used
- Imprint style number
- Approval status of the imprint
- Click to order extra goods
- Click to show goods being purchased
- Click to lock/unlock retail pricing
- Click to view a list of imprints being built into the product row
- Click to build/unbuild imprint price into product row
- Click to change tax code
- Click the Three dots” for edit options
Invoice Totals and "Multi Tier Pricing"
At the bottom of the invoice you can see the order total as well as the different tier pricing options
- Toggle to view the invoice totals
- Invoice Totals:
- Order Total
- Tax info
- Due Date
- Total amount paid to date
- Pricing Tier Settings:
- Standard: Uses the standard shipping time and doesn’t add any extra cost
- Express: Uses the express shipping time and charges accordignly
- Urgent: Uses the rushed shipping time and charges accordignly