Understanding the Invoice Preview Window Header

Understanding the Invoice Preview Window Header

When the invoice preview window appears, you have some choices to make. In most cases, you will press the OK and RentalDesk will create the invoice. However, RentalDesk also comes with tools to allow you to customize the invoice when it is created.

The upper left of the Invoice Preview recaps the invoicing status of your equipment list. The top figure is the amount calculated for that equipment list. Below that is the amount that has been invoiced to date. The "Balance to invoice" is how much of the rental is remaining to be invoiced. The "Balance after Invoice raised" is what will remains to be invoiced after this invoice is raised.

Use Default Charges

You will need to decide how you wish this invoice to be created. By selecting "Use default charges", the invoice will simply copy the equipment from the equipment list directly to the invoice. This is the most common method of invoicing.

Enable Part Billing

There may be time when You decide to invoice the customer for a percentage of the rental or do a partial billing (ex. 50% now, 25% later, and 25% on completion). By selecting the second option, you may enter a percentage, and RentalDesk will create the invoice for that percentage of the rental. Each line of the invoice will be subject to the percentage you chose. You can view how much of a line has been invoiced in the invoiced column.

If you want to just raise an invoice for a weeks worth of rental or a months worth, then right clicking on the calculator button will popup a menu which allows you to select the appropriate percentage and thus the rate for that period.

(Note: The percentage is always based upon the current list total and doesn't take into account any invoices previously raised. This may occasionally be an issue if the list duration is changed)

Subsequent changes to the source listing in any way that could affect the uniform discount given to all lines (e.g. adding more kit, or changing qty's ) will disable part billing.

Just extending list dates would NOT do this.

Enable Line Prices Adjustment

You may also decide to modify the prices after the invoice is created. RentalDesk will record how much of each line has been invoiced, and will allow you to invoice the remaining amount at a later date. However, if this choice is used, you will not be able to invoice a percentage at a later date.

Skip all lines @ 0.00

By checking this box all equipment that has a rental price of zero will be skipped and not transferred to the invoice when the invoice is created.

The Invoice Preview Grid displays all the information about what will be displayed on the lines of the invoice. The Quantity, Description and Price come directly from the equipment list. The Invoiced column is the amount that has already been invoiced. The Charge column is the amount that will be entered into the invoice and stored as the amount that has been charged. A number can be overwritten if "Enable Line Prices Adjustment" has been chosen in the header. You may also select from the drop down window in the Invoice As a method for invoicing. This choice is for information purposes only as does not affect any past, present or future invoicing. It allows the customer a better understanding for what they are being charged.

By choosing the check box in the Skip column, the selected line will be skipped and will not be added to your invoice. Skipped lines will appear in grey to be easily visible. These lines can be invoiced on a separate invoice at a later date.

Once you have checked everything over and are ready to commit to your new invoice press the

button.