To create an invoice for a case go to the ‘Account Admin’ screen.
This has two yellow list fields on it.
The large top one is for any transactions on the account.
The smaller lower one is only for any ‘unposted’ (not been finalised – in progress) invoices.
The following shows a case where there are no transactions and no unposted invoices.
At the top right hand side there are several buttons – the first being ‘New Invoice’
Clicking the new invoice button will tell FreeDAM to create a new invoice against this case.
FreeDAM will take the addresses from the front screen (and displayed on the account admin screen at the top in grey) and save them with the new invoice that has been created.
If this is the first invoice for the case and the case is a funeral case – FreeDAM will save the casket and price in the invoice that has been created.
FreeDAM will then jump to the ‘Invoicing & Credit Notes’ screen in order for you to complete the invoice.
The following image indicates where in the software FreeDAM has taken you.
FreeDAM leaves the invoice in the inserting stage as you may wish to change the invoice type.
In this case we will leave the invoice as a ‘Invoice’ and a ‘Full Funeral Service Fee’.
To find out more about invoice types check out the ‘Types of Invoice’ section.
Once we click ‘Accept’ we can note the following.
- There is now an invoice number in red at the top of the screen
- The Casket and price is already on the invoice
- The GST is calculated and totalled
- The addresses from the ‘Case Entry’ screen are now on the invoice
- There is an ‘unposted’ (not finalised) invoice in the yellow list box at the bottom of the screen
FreeDAM can create as many invoices for a case as required. Each newly created invoice will display in red in the bottom list until ‘posted’ (finalised).
In this case we will only create one but you may have to create another a few weeks after the first for thank you cards for example.
We use the terms ‘Posted’ and ‘Unposted’ for invoices in their finalised or draft state.
This is an accounting term and is not to be confused with mailed to the family.
Once an invoice is posted it will jump from the bottom yellow list box to the top yellow list box.
Posted invoices are final and are considered un-editable by team members. The Owners login is required to unpost an invoice for any changes to be made.
Let have a look at the results on the ‘Account Admin’ screen.
The invoice we created appears in red in the unposted invoice list at the bottom of the screen.
Once we post this invoice it will jump from the bottom list to the top list.
We created this invoice by clicking the ‘New Invoice’ button.
If we click that again we will create another invoice.
If we want to go back to an invoice in a list we double click on the invoice in the list.