Invoicing

With HandiFox you can create Invoices, i.e. documents issued by a seller to the buyer. They contain information about a sale or products, such as quantities, costs, etc.

View/Print Invoice Window

View/Print Invoice window

• Look for Customer field: It allows looking for invoices for the specific customer.
• Look for Invoice field: It allows looking for an invoice by its name.
• Filter by drop-down menu: It allows showing different types of invoices.
• Refresh button: It allows refreshing the settings.
• View button: It allows viewing the invoice report.
  • Print button: It allows printing the invoice report.
  • Close button: It allows closing the invoice report window.
• Close button: It allows closing the view/print window.

View Invoice in the Mobile App

Open Invoices List

1. In the mobile app, go to Main → Sales.
2. Type the customer's name in the Look for customer field.
3. Tap the Open Invoices button to see the list of invoices, use the Status drop-down menu to set the type of invoices you want to see.

The Open Invoices screen allows viewing the list of open Invoices that can be Picked and Packed. The list displays all open invoices for the Main location to which no payments or credits have been applied. It will not show invoices created through Sales Orders.

New Invoice Screen

New Invoice Screen

HandiFox easily allows creating Invoices in the mobile app.

• Items tab: allows editing the invoice items with Name, Qty (invoiced quantity) and Rate fields.
  • Description– sales description
  • S.O.No. - RefNumber of the sales order, which the invoice item is linked to. Empty for invoice items that are not linked to sales orders.
  • Ord – ordered quantity. Empty for invoice items that are not linked to sales orders or when invoice is created in QuickBooks and linked to a sales order.
  • BO – backordered quantity. Empty for invoice items that are not linked to sales orders or when invoice is created in QuickBooks and linked to a sales order.
  • U/M – unit of measure abbreviation ("NONE" is shown if U/M Set is not defined). The user is able to change the U/M by clicking on the U/M field. The Select Unit of Measure window appears allowing user to select a unit of measure from unit of measure set assigned to the inventory item. Qty and Rate values for the item will be recalculated based on the selected unit of measure.

If handheld synchronizes for the first time and downloads the Invoice and unit of measure's conversion ratio is changed for an invoice's item in QuickBooks then “[NONE]” is shown as unit of measure. If handheld synchronizes for the first time after HandiFox initialization and downloads the Invoice and unit of measure set is changed for an invoice's item in QuickBooks then unit of measure’s abbreviation is shown in brackets. If invoice is already present on the handheld and unit of measure set or unit of measure's name, abbreviation or conversion ratio are changed for an invoice's item in QuickBooks then unit of measure name is shown in brackets.

• The Balance Due field on the bottom of the Items page shows the balance due for the invoice (difference between Total amount and amount of payments applied for the invoice). It is recalculated based on the invoice items’ Qty, Rate and taxes

• Bill To tab:The tab has Bill address field. If invoice is created based on sales orders, then Bill address field is populated with the Address from the order, for which items were added last, otherwise with the customer's bill address. You can edit the bill address. Changes will be applied to the current invoice only. You can change the bill address for the customer in the Edit Customer window.

• Ship to tab:The tab has Ship address field.If invoice is created based on sales orders, then Ship address field is populated with the Address from the order, for which items were added last, otherwise with the customer's bill address. You can edit the ship address. Changes will be applied to the current invoice only. You can change the ship address for the customer in the Edit Customer window.
• Other tab:
  • P.O.No. – editable field, up to 25 characters. When New Invoice window is opened to create the invoice based on sales orders, then the P.O.No.is populated with the P.O.No. from the order for which the invoice is created. P.O.No is empty otherwise.
  • Memo - editable field, up to 100 characters
  • Terms - dropdown list populated with active terms configured in QuickBooks. When the New Invoice window is opened the customer’s term is selected by default (even if it's not active)
  • Customer Signature, not shown on the New Invoice window (not editable) or Take customer’s signature system setting is unselected.

Creating New Invoices

With HandiFox you can create invoices on your handheld device.

1. In the mobile app, go to Main → Sales.
2. Fill the name of customer you want create invoice for.
3. Tap the Invoice button.
4. Tap the Find button, use the Scan or Add button with the field for item name to find the item.
5. Tap the Save button and type the item's quantity and rate in Qty and Rate columns.
6. Tap the Save button.
7. Fill in your name in the Customer Name field and click Enter Sign.
8. Sign in the appeared white box and click OK.
9. Tap Save.

or

1. In the mobile app, go to Main → Sales.
2. Fill the name of customer you want create invoice for.
3. Click the Customer Orders button.
4. Choose any Sales Order in the list you want to invoice via checking it.
5. Tap the Invoice button.
6. Change the name of the invoice if it's needed via typing it into the Invoice#: field.
7. Add some new items using the Find button, the Add button or Scan.
8. Change the quantity and rate via typing them manually in the Qty and Rate fields if it's needed.
9. Tap the Save button, the Customer Signature screen will appear.
10. Type the customer's name in the Customer Name: field.
11. Tap the Enter Sign button and sign in the box.
12. Tap OK and then tap the Save button.

Changing Bin Location for Items

If necessary, you can change the bin location for items on the Invoice. This option is available if your Quickbooks has Advanced Inventory and Track Bin Locations is enabled there. See Bins for more information.

1. Long-tap the item and select the Change Bin option. The Change Bin screen will open.
2. This screen lists all bins that the current item is present in. You can force it to show the full list of bins by checking Show All Bins at the bottom of the screen.
3. Highlight the desired bin and tap Select.

It is also possible to select multiple bins and specify the quantity for each of them separately. To do this, long-tap the item and select Edit. On the opened screen you will be able to define item quantities per bin location (use the "Tap here to add line" button at the bottom to add bins on the list).

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Edit Item Screen

Edit Item screen

• Scan button allows looking for items using a scanner
• QOH: shows the number of units that are physically located in the warehouse at the current time.
• BO: shows the number of backordered items.
• Inv: shows item's invoice status.
• Tax: shows tax rate.
• U/M: shows unit of measure type.
• Quantity field: shows item quantity.
• Rate field: shows item rate.
• Bin: shows bin status for the item (assigned/unassigned).
• Prev.: shows the previous rate.
• Hide Details button allows hiding the details about the item on the screen.
• Base Price: shows base price before applying a price level.
• New Price: shows new price after applying a price level.
• Serial or Lot Numbers field allows assigning serial or lot numbers to the item.

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Editing Invoices

Edit Invoice Screen

1. In the app, go to Main → Sales.
2. Fill in the name of the customer you want to edit the invoice for.
3. Tap the Open Invoices button.
4. Choose any invoice in the list and tap Edit.
5. Change quantity and rate or add some new items if it’s needed.
6. Tap Save.

When the Edit Invoice screen is open for an invoice which was not created in the current location, then the user cannot make any changes. Invoices created in QuickBooks can be edited on Main location.

Printing Invoices

View Invoice Window

On the Computer

HandiFox allows printing invoices from either the handheld device or the computer.

1. In QuickBooks, go to File → HandiFox → View Print/Invoice.
2. Select the invoice you want to print.
3. Click on the View button and click Print.
4. Click OK to print the report.

In the Mobile App

1. In the mobile app, go to Main → Sales.
2. Type in the customer's name whose invoice you want to print in the Look for customer field.
3. Tap the Open Invoices button to open the Open Invoices screen.
4. Tap any Invoice you want to print and tap the button in the top right corner of the screen.
5. Tap the Print button and choose the number of copies you need.
6. Choose the printer in the top-left corner and tap Print Invoice.

Saving Invoices

Saving Invoice as document in the app

HandiFox allows saving invoices on the computer and handheld device.

On the Computer

1. In QuickBooks, go to File → HandiFox → View Print/Invoice.
2. Click the invoice you want to print.
3. Click the View button and click Print.
4. Check the Print to File checkbox and click OK.
5. Choose the folder you want your report to save to and click OK.

On the Handheld Device

1. In the mobile app, go to Main → Sales.
2. Type in the customer's name whose invoice you want to save in the Look for customer field.
3. Tap the Open Invoices button to open the Open Invoices screen.
4. Tap any Invoice you want to save and tap the button in the top right corner of the screen.
5. Tap the Print button.
6. Tap the Save button to save the invoice.

Emailing Invoices

Email Screen

With handiFox you can send invoices via email.

1. In the mobile app, go to Main → Sales.
2. Type the customer's name to whom you want to email the invoice in the Look for customer field and tap the Open Invoices button to open the Open Invoices screen.
3. Tap any Invoice you want to send in email and tap the button on the top right corner of the screen.
4. Tap the Print button and then tap the Email button to create the email.
5. Type the recipient's address in the Email field, type subject in Subj field, and write any info in the empty field if it is needed.
6. Tap the Send button to send an email with the invoice.