Invoice-Assistant L (1)

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a New Invoice Using the Manager Worksheet

Entering Amounts or Using Links to External Invoice Files

Support Email: [email protected]

The Vertex42 Invoice Assistant is a spreadsheet-based invoice management system. It allows you tocreate customized invoice templates, auto-generate new invoices, track invoices that you havecreated, maintain a list of customer information, and create useful summary reports. Each new invoicethat you create is a separate editable spreadsheet.

Using this Excel workbook requires macros to be enabled, but the individual invoice spreadsheets thatare created using this workbook do not contain or use macros.

Create a new directory on your computer and place this file in that directory. If you are using ashared network location on your company's intranet, set directory and file permissions to restrictaccess as needed.

Create a sub-directory named "invoices" within the directory you just created. This directory willcontain the individual invoice spreadsheets. If you want to call the sub-directory something else, thenedit the Directory Name field in the Manager worksheet based on the name you have chosen.

Enter your company information (name, address, contact info, etc) into the Info sheet. Thisinformation will be used in the templates and reports.

Change the Starting Invoice # on Row 13 of the Manager sheet from 120 to a number of yourchoice.

Review the Terms worksheet. Make changes and additions as needed.

Add existing customer information to the Customer sheet. The invoice templates are set up toautomatically populate the Bill To and Ship To information when you select a Customer ID from theManager worksheet. Keep this list updated as you add customers.

Customize the Template worksheets to suit your company's needs. See below for more informationabout customizing and adding templates.

Add products to the PriceList worksheet, if you want to use the invoice templates that pull data froma price list.

Save a Backup. After you get everything customized, save a backup copy of this workbook. To avoidconfusing a backup copy with your main workbook, create a folder called "backups" and save yourbackup copies in that folder.

Enter the Next Invoice Numbermanually or use the formula =MAX(B:B)+1 to automatically updatethe Next Invoice Number.

Choose the Customer from the Customer ID drop-down list. If the customer is not listed, add theCustomer info to the Customers worksheet.

Press the "Create New Invoice" button. If successful, a new invoice workbook will be created in theinvoices directory, ready for editing. If nothing happens, or you get an error, save and close this file andwhen you reopen it, make sure that you enable macros.

Enter the details for the invoice in the new invoice workbook that was created. Additional instructionsare provided on the invoice template sheets.

After creating a new invoice, the main table in the Manager worksheet is updated with currentinformation. Clicking on the Invoice number link will reopen the invoice spreadsheet.


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Invoices Created With an Alternate Template or Program

g Invoices

Update the Status

Record Payments

Unable to Collect

Deleting an Invoice

A "link" in Excel is a formula that references a value in an external file. This is not the same as"hyperlink" which can either be a bookmark or a URL that points to a web page. The formula for alinked value might look like this: ='C:\...\invoices\[134.xls]Invoice'!Inv_Date

If you check the Create Links to Due Date and Amounts box, then a link to the Total amount in theexternal invoice file will be created when you create the new invoice. Links will also be used toreference the Date and Due Date. If you use links and make changes to the Invoices, the InvoiceManager main table will be updated.

- Please note that if you add links to other workbooks in this manner, every time you open this file, youwill be asked to Update Links.

If you wish to avoid using linked values, you can enter the Amount manually in the table after creatingand editing your invoice.

You are not required to use the invoice templates that come with the Invoice Assistant. You can createinvoices using other software or templates, and track the invoices using the Manager worksheet. Usethe Create Invoice Manually button to add a new row to the Invoice History table.

Use the Manager worksheet to keep track of the status of all of your invoices. Keeping this informationcurrent allows you to use the Aging Report, Open Balance Report, and Customers Report to see whichcustomers are paying on time and which are not.

When you first create an invoice, the Status will be set to "Draft." Invoices marked as drafts will not beincluded in the reports. After you have completed the invoice and have sent it to your customer, markthe Status as "Sent."

Note: If you are entering the values manually (instead of using links to reference values from anexternal invoice file), make sure the dates and the amount due are correct.

When a payment is made, record the amount in Total Paid column on the Manager worksheet. Youcan use cell comments to write notes about a payment if necessary. Set the Status to "Partial" forpartial payments or "Paid" if the invoice was paid in full.

If you are unable to collect on an invoice, set the status of the invoice to "Closed." Invoices that are

paid in full or closed do not show up in the Aging or Balance reports. Invoices marked "Closed" willshow up as "Bad Debt" in the Customers Report.

To delete an Invoice, delete the entire row from the table in the Manager worksheet. Then, navigate onyour computer to the invoices directory and delete the corresponding invoice file.


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Invoice Manager 2012 Vertex42 LLC

Invoice Directory Name: invoices

Next Invoice Number: 121

Invoice Template: Template - Basic

Customer ID: XYZCompany

Invoice Date: 9/17/2012

Terms: Net 30

Due Date: 10/17/2012

Invoice History TRUE

Date Invoice # Customer ID Due Date Amount Due Total Paid Outstanding Status

120 [Starting Invoice #] -

HELP

Create Links to Due Date a
http://var/www/apps/conversion/tmp/scratch_4/http://var/www/apps/conversion/tmp/scratch_4/


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COMPANY INFORMATION

Company Name [Company Name]

Contact Name [Contact Name]

Company Slogan [Company Slogan]

Street Address [Street Address]City, St Zip [City, ST ZIP]

Phone: [000-000-0000]

Fax: [000-000-0000]

Email [[email protected]]

Instructions:- Add your company information here to automatically populate

the information in other sheets.

- Each field is referenced via a named range and the formulas inother worksheets look like this:=IF(_CompanySlogan="","",_CompanySlogan)

- You can enter the company information manually in other sheetsinstead of using the references to this worksheet if you wish.


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Customer ID Default Terms Customer Info Line 1 Customer Info Line 2A1Supply Net 30 Contact: Jane Smith A1 Supply, Inc

XYZCompany Due Upon Receipt Contact: John Doe XYZ Company LLC

This worksheet is used to automatically populate the Bill To and Ship To informationwhen selecting a Customer ID from the drop-down list in the Manager worksheet.

Instructions:1. To add a company, enter a Customer ID on the next available blank row. The

Customer ID should be unique. If it is not, it will turn RED. Do not leave any blankrows between customers.Note: The Customer ID in each of the invoice templates has a limited width, so avoidcreating long customer IDs.

2. Choose the default Terms for the new Customer. These terms will be used onnew invoices for that customer. The default Terms can be overridden when using theManager worksheet to create a new invoice (by choosing the Terms via the drop-down list in the Manager worksheet).

3. Enter Customer Info and Shipping Info in the rest of the columns. This informationwill show up in the header of the invoices. If you don't need 7 lines for each, justleave the columns blank. If the shipping is the same, then repeat the information inthe Customer Info columns.

4. Listing customers alphabetically will make it easier to find them in the drop-downlist. You can sort the customer list using the AutoFilter tools in Excel.

Note: Not all templates use the Shipping Information.


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Customer Info Line 3 Customer Info Line 4 Customer Info Line 5123 Somestreet NE Anytown, CA 11111 Phone: (000) 000-0000

123 Somestreet NE Anytown, CA 11111 Phone: (000) 000-0000


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Customer Info Line 6 Customer Info Line 7 Ship To Info Line 1Fax: (000) 000-0000 A1 Supply Receving

Fax: (000) 000-0000 Mary Jane


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Ship To Info Line 2 Ship To Info Line 3 Ship To Info Line 4A1 Supply Warehouse 456 Somestreet Anytown, CA 11111

XYZ Supply Company 123 Somestreet NE Anytown, CA 11111


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Ship To Info Line5 Ship To Info Line 6 Ship To Info Line 7


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TERMS DAYSDue Upon Receipt 0

Net 15 15

Net 30 30

Net 60 60

Due Upon Delivery 0

< To add more rows, insert rows above this line

The drop-down lists for Terms in the invoice templates are based on the list ofitems in column A of this worksheet.

Instructions:-Add new Terms to the list by entering them on the next empty row. Avoid using

long descriptions. You can use the Comments section of the invoice to addspecial instructions when needed.- The Days column defines when the invoice is due. The Due Date for an invoice

is calculated by adding the Days column to the Invoice Date.- If you don't use some of the predefined Terms (like Net 15 or Net 60), you can

remove them from the list.

Note: To function properely, there should be NO blank rows between items in thelist of Terms.


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[Company Name] Aging ReportAs of: 9/8/2012

Date Invoice # Customer ID Due Date Amount Due Total Paid OutstandingCurrent

Total Current -

1 - 30

Total 1 - 30 -

31 - 60

Total 31 - 60 -

61 - 90

Total 61 - 90 -

> 90

Total > 90 -

TOTAL -


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[Company Name] Open Balance Report

Bill To: Contact: John Doe Statement Date 5/19/2013

XYZ Company LLC Customer ID XYZCompany

123 Somestreet NE

Anytown, CA 11111

Phone: (000) 000-0000

Fax: (000) 000-0000

Remittance Account Summary

To ensure proper credit, please enclose a copy of this statement Balance Due $0.00

Payment Due Date

[Company Name] Amount Enclosed $

[Street Address] .

[City, ST ZIP] Make all checks payable to

Please write your Customer ID on your check. [Company Name]

Account Activity[42]

DATE INVOICE DUE DATE AMOUNT PAID DUE

Total Balance Due: $0.00

If you have any questions about this invoice, please contact

[Contact Name], [Street Address], [City, ST ZIP]

Phone [000-000-0000], Fax [000-000-0000], [[email protected]]

[42]

with your check and remit to:


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Account Activity[42]

DATE INVOICE DUE DATE AMOUNT PAID DUE

Thank You For Your Business!


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[Company Name] Customers Report

Last Update 5/15/2012 From 5/16/2011

[42] To 5/15/2012

Account ActivityCustomer Invoices Customer Since Open Balance Bad Debt Total Sales

XYZCompany 1 5/15/2012 - - -

- - -


[Contact Name], [Street Address], [City, ST ZIP]

Phone [000-000-0000], Fax [000-000-0000], [[email protected]]

[42]



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[Company Name] INVOICE[Company Slogan]

DATE: 9/17/2012

[Street Address] INVOICE # 121

[City, ST ZIP] Customer ID XYZCompany

Phone: [000-000-0000]Fax: [000-000-0000]

BILL TO

Contact: John Doe

XYZ Company LLC

123 Somestreet NE

Anytown, CA 11111

Phone: (000) 000-0000

Fax: (000) 000-0000 Due Date 10/17/2012

Terms Net 30

DESCRIPTION TAXED AMOUNT

[Service Fee] 230.00

[Labor: 5 hours at $75/hr] 375.00

[Parts] X 345.00

[42] Subtotal $950.00

Taxable $345.00

OTHER COMMENTS Tax rate 6.250%Please include the invoice number on your check Tax due $21.56

Other $-

TOTAL Due $971.56

Make all checks payable to

[Your Company Name]


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[Contact Name], Phone: [000-000-0000], [[email protected]]



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[Company Name] INVOICE[Company Slogan]

DATE: 9/17/2012

[Street Address] INVOICE # 121

[City, ST ZIP] Customer ID XYZCompany

Phone: [000-000-0000]Fax: [000-000-0000]

BILL TO

Contact: John Doe

XYZ Company LLC

123 Somestreet NE

Anytown, CA 11111

Phone: (000) 000-0000

Fax: (000) 000-0000 Due Date 10/17/2012

Terms Net 30

DESCRIPTION UNIT $ QTY TAXED AMOUNT

[Service Fee] 150.00 150.00

[Labor @ $75/hr] 75.00 5 375.00

[Parts] 25.00 3 X 75.00

-

-

-

-

-

-

-

-

-

-

-

-

-

-

[42] Subtotal $600.00

Taxable $75.00

OTHER COMMENTS Tax rate 6.250%Please include the invoice number on your check Tax due $4.69

Other $-

TOTAL Due $604.69


[Your Company Name]


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[Company Name] INVOICE[Company Slogan] DATE: 9/17/2012

INVOICE # 121

[Street Address] Customer ID XYZCompany

[City, ST ZIP]

Phone: [000-000-0000]

Fax: [000-000-0000]

BILL TO: SHIP TO (if different): Due Date

Contact: John Doe Mary Jane 10/17/2012

XYZ Company LLC XYZ Supply Company

123 Somestreet NE 123 Somestreet NE

Anytown, CA 11111 Anytown, CA 11111

Phone: (000) 000-0000

Fax: (000) 000-0000

SALESPERSON P.O. # SHIP DATE SHIP VIA F.O.B. TERMS

Net 30

ITEM # DESCRIPTION QTY UNIT PRICE TOTAL

XYZ Base Product 15 - -

options: ABC 1 - -

options: DEF 1 - -

options: GH 1 - -

- -

- -

- -- -

- -

- -

- -

- -

- -

- -

- -

[42] SUBTOTAL $-

Other Comments or Special Instructions TAX RATE 6.875%

Please include the invoice number on your check TAX $-

S & H $-

OTHER $-

TOTAL $-


[Your Company Name]



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[Company Name] INVOICE[Company Slogan] DATE: 9/17/2012

INVOICE # 121


[City, ST ZIP]

Phone: [000-000-0000]

Fax: [000-000-0000]

BILL TO: SHIP TO (if different): Due Date

Contact: John Doe Mary Jane 10/17/2012

XYZ Company LLC XYZ Supply Company

123 Somestreet NE 123 Somestreet NE

Anytown, CA 11111 Anytown, CA 11111

Phone: (000) 000-0000

Fax: (000) 000-0000

SALESPERSON P.O. # SHIP DATE SHIP VIA F.O.B. TERMS

Net 30

ITEM # DESCRIPTION QTY UNIT PRICE TOTAL

XYZ Base Product 15 - -

options: ABC 1 - -

options: DEF 1 - -

options: GH 1 - -

- -

- -

- -

- -

- -[42] SUBTOTAL $-

Other Comments or Special Instructions TAX RATE 6.875%

Please include the invoice number on your check TAX $-

S & H $-

OTHER $-

TOTAL $-

If you have any questions about this invoice, please contact Make all checks payable to

[Contact Name], Phone: [000-000-0000], [[email protected]] [Company Name]


Please detach the portion below and return it with your payment.

REMITTANCE

[Company Name] DATE 9/17/2012INVOICE # 121


[City, ST ZIP] Due Date 10/17/2012

Phone: [000-000-0000]

Fax: [000-000-0000] AMOUNT ENCLOSED


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Terms of Use

2012 Vertex42 LLC. All rights reserved.

Not for Resale or Public Sharing

Limited Private Sharing

This template is considered a copyrighted work under the Unites States and other copyright lawsand is the property of Vertex42 LLC. The items listed below are additional points to help clarify howyou may use this template.

You may make archival copies and customize this template only for yourpersonal use or usewithin your company or organization and not for resale or public sharing.

You may not remove or alter any logo, trademark, copyright, disclaimer, brand, terms ofuse, attribution, or other proprietary notices or marks within this template.

This template and any customized or modified version of this template may NOT be sold,distributed, published to an online gallery, hosted on a website, or placed on a publicserver.

Provided that you observe the above terms, you may share your edited version of this template*privately* with those specific people who **require** access to it within your immediate family,organization, or company.

* "Privately" means only accessible to those few people who you expressively give permission toview or edit your file. It is your responsibility to ensure that adequate security measures are usedso that your file is not available to the public.

** Examples of acceptable private sharing with people who "require access" may include (a)sharing a budget spreadsheet with a spouse, (b) sharing a project schedule with your project teamor (c) sharing a timesheet with your employee or manager.

See the following page on Vertex42.com for the complete license agreement and examples ofother allowed uses:

http://www.vertex42.com/licensing/EULA_privateuse.html
http://www.vertex42.com/licensing/EULA_privateuse.htmlhttp://www.vertex42.com/licensing/EULA_privateuse.html


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Disclaimer

This template is provided for informational or educational use only and is not intended to be reliedon as medical, financial, legal, or other professional advice.

Vertex42 LLC makes no guarantee or representations about this template, or the accuracy orcompleteness of the content contained within this template.

Vertex42 LLC encourages you to seek the aid of a qualified professional before making decisionsregarding health, financial, or legal issues.


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