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Version 7, 2019

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Set up Invoice options


This section sets up the defaults used by the Invoices module of Bp Allied. Click here for details on how Invoice Templates can be customised.
 
Set up Invoice options
1

Invoice Template Location

1. Invoice Template Location
This is the location of the Invoice Templates. By default this is a "public" folder so that the templates are available for all users of the computer. This is set for each computer.
2

Default Invoice templates

2. Default Invoice templates
The default templates for both Client and 3rd Party invoices can be set here. These options are set for each user on each computer and saved in HKCU in the registry.
 
If this needs to be set per computer, then these changes need to be made via MPSettings. Please contact alliedsupport@bpsoftware.net for help with this. When there are no options saved in HKCU then BpAllied will read these defaults from HKLM.
3

Practice Logo Location

3. Practice Logo Location
Specifiying a logo graphic file in here allows the graphic file to be inserted into a default Bp Allied Invoice Template that includes a logo space. These files are denoted with Logo as opposed to "noLogo" in the file name.
  • The logo file format should be either a .jpg or a .png file.
4

Payment/Receipt Template Location

4. Payment/Receipt Template Location
The default payment template can be specified here. It is usually located in the same folder as the invoice templates.
5

Quote Template

5. Quote Template
Define the default Quote Template here, rather than selecting it each time a Quote is to be printed.
6

Statement Template

6. Statement Template
Specify the default Statement template and the default location address to include on the template.
 
As with Invoice Templates, Statement templates need to be developed by the Bp Allied Support team. The cost of this is covered in your normal Software Assurance. Please contact the support team with any queries or requests in relation to these.
7

Display Watermark

7. Display Watermark  
This is used to display greyscale background text on an invoice. In this case, the text used is Invoice.
8

Show ClientID in 3rd Party Invoices

8. Show ClientID in 3rd Party Invoices  
If this is used then the Client ID field is entered into a Third party invoice rather than the clients name. This is done at the time the invoice is created so no changes need to be made to the Invoice templates. See above that the Client ID number 278279_MP is displayed in the Invoice rather than the Clients name.
9

"Invoice Printed" prompt

9. "Invoice Printed" prompt
 
If ticked then you are prompted to confirm whether the invoice printed correctly. If unticked then no prompt is displayed.
10

Multiple Clients per Invoice

10. Multiple Clients per Invoice
If this is ticked then more than one client can be added to a Third Party invoice.
11

Allow Invoice Item price editing

11. Allow Invoice Item price editing
This allows the price of an item to be changed after it has been added to an invoice. It can be handy to allow this option if things like disbursements are invoiced for as these will be a different value each time they are charged for.
12

Invoice numbering per Location check

12. Invoice numbering per Location check
For practices with multiple locations Invoice and Payment numbering can be set for each location. This enables the identification of location by a specific series of invoice numbers e.g. Sydney starts at 10000, Brisbane starts at 20000 and Melbourne starts at 30000. This is an organisational wide setting and requires a Bp Allied Administrator password to set the numbers.
 
Tip: Please note that you must have a appropriate permissions to be able to change this value.
 
If Invoice Numbering per Location is turned on then the Location can’t be edited on an invoice once the invoice is created. The invoice will need to be deleted and recreated with the correct Location so that the correct invoice number series can be associated to it.
13

Set next Payment No.

13. Set next Payment No.
Click to set the Next number in the Payment numbering series for the selected location
Enter the next number
Click Ok
 
Tip: Please note that you must have a appropriate permissions to be able to change this value.
14

Set next Invoice No.

14. Set next Invoice No.
Click to set the Next number in the Invoice numbering series for the selected location
Enter the next number
Click Ok
 
Tip: Please note that you must have a appropriate permissions to be able to change this value.
15

Set Next Refund No.

15. Set Next Refund No.
Click to set the Next number in the Invoice numbering series for the selected location
Click Ok
 
Tip: Please note that you must have a appropriate permissions to be able to change this value.
16

Save copy of a printed invoice

16. Save copy of a printed invoice
  • If Save a copy of an Invoice when Printed IS enabled, the Print & Save option is removed and by default the Print option will cause the Invoice to Save.
  • If Save a copy of an Invoice when Printed is NOT enabled for the Practice, a Print & Save button appears on the Print button menu.
  • If the User clicks Print Preview, then Prints, the Invoice is saved automatically if Save a copy of an Invoice when Printed is enabled. If not, it is not saved.
  • Copies of the invoices are saved into the Client Details > Documents/Phone Calls tab > Documents section.
  • There is versioning of Invoices when they are named during the save process so that the latest and all previous copies can be identified.
 
Permission 2002 - Can Manage the Save a copy of an Invoice when Printed option has been added to enable manage this setting so that it can only be changed by a person with the relevant authority. It is automatically enabled for System Admin by default, Disabled for all other Roles.
17

OK, Cancel & Apply

17. OK, Cancel & Apply
Click OK to save changes and to close the options window.
Click Cancel to disregard changes and close the options window.
Click Apply to save the changes and keep the options window open.