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Part 3 - Using Quantrac 2005
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47 -
Invoicing
Quantrac 2005 enables you to create invoices for service calls, installations, and customers (over-the-counter) sales,
and to print and mail (or fax) these invoices to your customers. In addition, if you are using Quantrac 2005’s Accounts
Receivable module, you will be able to apply payments to invoices, run credit checks on your customers, create bank
deposit slips, and print customer statements, aging reports, etc.
1.
There are two major invoicing procedures at any HVAC dealership:
Field invoicing: Your employee creates an invoice upon completion of work at the customer’s site. The tech
either collects payment, or leaves the invoice for payment by mail.
Office invoicing: Your employee only makes notes regarding symptom, diagnosis, and repair. All time at the
job and all parts and materials are logged on paper and brought back to the office where a computer-generated
invoice will be created.
In order for Quantrac 2005 to have correct data for reporting and for accounts receivable, you must create an invoice
for each service call, whether or not a field invoice has been created or paid. The system will allow you to use your
own numbering system (for field invoices)…or it will create an invoice number for you.
a)
If the invoice is created in the field (either for C.O.D. or on account) you must create an image of that invoice
in the system. Be sure to record each line item in the computerized invoice…even though the customer
already has an invoice in hand. The line items should add up to the actual invoice.
b)
If you are invoicing from the office, create the invoice from the notes that your technician submitted. You can
be quite creative in documenting the Symptom, Diagnosis, and Repair to justify the price of your company’s
work. Insert the line items, determine tax treatment and discounts (if any) and calculate the total.
c)
Print at least one copy of the invoice to mail to the customer. Many of our customers are not printing an
office copy, since the invoices are more easily located on the computer instead of a file cabinet.
d)
Close the invoice and archive the call.
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