Administrator Access is required for this feature

To fully take advantage of the powerful features in the Invoices module, 3 different settings will need to be visited:  

1. Invoices settings (to establish your defaults)
2. Price Points settings (to establish markup amounts)
3. Work Orders settings (to enable auto-invoice generation)

Go to Settings > Module Settings > Invoices > General

INVOICE DEFAULTS
These are the default values used when creating new invoices.  

• Status: The starting status for the invoice, when it is created
• Billable Labor Rate: Set the default labor rate that should be used on customer invoices, unless otherwise specified on particular tasks

LIST SETUP
These are the default values used when creating new invoices.  

• Other Cost Types: These cost types are all shared between Work Order, Purchase Order, and Invoices modules.  Add a new type here, and it will be added to all three modules as well
• Sales Tax: These tax rate options are all shared between Work Order, Purchase Order, and Invoices modules.  Add a new tax rate here, and it will be added to all three modules as well

CUSTOM FIELDS
These are the fields unique to this module.  Data entered here will only appear in the invoice module, and no where else

Go to Settings > Module Settings > Invoices > Workflow

STATUSES
These are all the existing statuses in the module.  Each can be renamed if needed, but cannot be deleted once it has been used in an invoice.
Click Create New Status to establish a new one.  4 options are available:

SECURITY OPTIONS

• Approvals:  Use Security Roles And Maximum Expense To Add Approval Thresholds.  These work the same as Work Orders or Purchase Orders security settings
  • If desired, turn on the feature
  • Select one of the security roles
  • Name the maximum expense allowed before the user level is blocked from selecting the status

PATHS

Select a status from the list, and its Pathway will be displayed. 
The illuminated ones show the status options you can navigate to, from the current status.

• In the above image example, NEW has been selected
• From there, you can go to CUSTOMER BILLED, PAID, and CANCELLED
• REOPENED is not an option.  To make it an option, click on it
• Changes are automatically saved

Go to Settings > Module Settings > Invoices > Service Task

This is the same Service Task library as seen in the Work Order Settings.  As it is a shared library, editing in either location, will be visible in the other.
As service tasks are required for invoices, you'll need to visit this library often.

Select the desired Service Task to view and updated any existing information

To create a new one, click    Create Task   ​​​​ 
Lock in the changes by clicking the    Save    button

Each saved task has 5 sections:

• Details:  Contains the required information, needed to save the task, including:
  • CODE (Name of the task)
  • DESCRIPTION (Detailed account of what is expected)
  • ESTIMATED TIME
  • ESTIMATED COST (Used, if the task is a fixed cost)
  • NOTICES (If the task has Instuctions or Bill of Materials)

• Bill of Materials (Suggested Parts)
  
  Adding a part here will suggest what type of part should be used when performing the service. It can be a different part each time you provide the service, depending on what asset you worked on.  The actual part number will be named on the work order.  The next time you perform the service on that Asset,  Lightning will remember what part was used, and make that the suggested part.
  • PART TYPE (What kind of part - Not the part no.)
  • QTY (Quantity to be used)
  • U OF M (Base unit of measure)
  • NOTE
  • ESTIMATED COST (Used, if the task is a fixed cost)

Lock in the changes by clicking the    Save    button.

• Notes (add additional notes, attach photos, or a link as needed)