Page tree
Skip to end of metadata
Go to start of metadata

There are three ways of adding a Tax invoice:

  • From the Job bag

    Creating a Tax invoice from the Job Bag will link all CEs that have been created for this Job to the Invoice.  

    This is most useful if you want to create one invoice for multiple CEs on the Job Bag.  Worktypes created on each CE will be loaded onto the invoice, which might be confusing for the client. 

  • From the Add New button on the Ribbon

    Creating a Tax invoice from the Add New button will create an invoice form without any work types (line items). 

    This is not ideal for most agencies, as they need to keep track of what they billed a client for, and the costs that they incurred.  

    This Invoice can be used when the retainer agreement requires either a monthly invoice or a once off invoice for the year ahead.  Finance would create the invoice from the Retainer Job bag directly from the Add New screen.

  • From a Cost Sheet

    Creating a Tax invoice from the Cost Sheet is best practice.  It links the work types and the costs that are billed together.  This provides accurate reporting.


Find out how to:

Step-by-step guide


Adding a Tax invoice from the Cost Sheet


  1. Open the Cost Estimate from which the Tax Invoice will be created.
  2. Click the Shortcut Menu button on the Toolbar.



  3. Select Invoice from the list that appears.



    The Create Invoice dialog appears.  

  4. Click on the drop down arrow on the first field, and select from a list of billing options.

    By default, new Tax Invoices are created with billing option F – Bill the Full / Outstanding Value of the Cost Estimate.  


    In this example, 5 – Bill 50% of the cost estimate was selected.



  5.  Enter the Customer’s purchase order number, if one was provided, in the Order No field.



  6. Click the Calendar button on the Date field and select the required date, or accept the automatically inserted current date. 

  7. Uncheck the Create as Draft checkbox to allow the Invoice to be actioned immediately after creation.  You will tick the checkbox if you want to edit the invoice after creation.  



    The lines from the Cost Estimate appear in the details list of the screen. The costs of the Cost Estimate being billed are broken down to the right of each line item.

    You can select which Work types you want to bill for by unchecking the checkbox next to each Work type.

  8. To create the Invoice, click the Create button.



    The Tax Invoice screen is opened from where you can complete the document.

    Notice that information from the Job Bag populates in the Client, Product, and Category field. 




  9. Complete all the necessary information on the Tax Invoice form.  
    1. Click the drop down arrow on the Attention field, and select the contact to whom the invoice will be sent.
    2. Enter the client's physical address in the Delivery Address field.
    3. Edit the notes in the Details field, if required.  These notes are from the CE.    
  10. Click the drop down arrow on the Status field and select Issued from the list that appears.

    Notice that once the status is changed, certain fields become inactive and the work types section is greyed out. These fields are uneditable at this stage. 

  11. Click the Save button on the Toolbar to make sure the new status and all changes are saved.




Adding a Tax invoice from the Add New button


  1. Open the Job that you want to create a Tax Invoice for.
  2. Click the Add New button on the Ribbon.



    The Add New dialog appears.  

  3. Under the Document Types section, select the Invoice button.



    You can also double-click the Client button to open the Client Details form.

  4. Click the Create button to create the Invoice.

    The Invoice Billed Date dialog appears. 



  5. Enter the required date in the Billed Date field.

    The current date appears in the Billed Date field.  You can accept the automatically inserted current date, or click the Calendar button on the field to select the desired date.


  6. Click the Submit button.

    The Tax invoice screen appears. 



    To inspect the job from which the Tax Invoice was created, click the Job button in the Go To field.  

    Notice that information from the Job Bag, and the Client's details, populate on some of these fields i.e. ClientProductAttentionCategory, and Teams. To select a different Client, Product, Contact person, or Teams you can click the field’s drop down arrow and select from a list of options.

  7. Complete all the necessary information on the Tax Invoice form.  
    1. Enter the address that will be used for the printed invoice in the Delivery Address field.
    2. Add notes for the invoice in the Details field.  
    3. Enter the billing date in the Billed field.  Chase inserts the date on which the Tax Invoice is created. To select a different billing date, you can click the Calendar button and select the desired date from the Calendar window that pops up. 
    4. Enter the order number in the Order No field, if one was provided by the client. 

  8. Click the Add Line button to add work types and costs to be billed.



    An empty line is added.
     
  9. To indicate the type of work to be carried out, click the drop down arrow in the WorkType field.



  10. Select from a list of Work types. 

    In this example, DTP was selected.

    Notice that the Units and Est Cost fields are greyed out. This means that you are unable to edit these fields.

  11. Enter the amount to charge the Client, in the Amount field.



  12. Click the drop down arrow on the Status field and select Issued.



    Notice that once you change the Status of the Invoice, the work types section is greyed out and you are unable to edit them. 

  13. Once satisfied with your changes, click the Save button on the Toolbar.






Adding a Tax invoice from the Job Bag


  1. Open the Job Bag that you want to create the Invoice from.
  2. Click the Shortcut Menu button on the Toolbar.



  3. Select Invoice from the list that appears.



    The Create Invoice dialog appears.  



  4. Click the drop down arrow in the first field and select how the items will be billed. 

    By default, new Tax Invoices are created with billing option F – Bill the Full / Outstanding Value of the Cost Estimate.

  5. Tick the checkbox to the left of the work types that you want to include on this Tax Invoice.  




  6. Enter the Customer’s PO number, if one was provided, in the OrderNo field.



  7. Tick the Create as Draft checkbox to allow the Invoice to be edited after creation.  To allow the Invoice to be actioned immediately after creation, leave the Create as Draft checkbox unchecked.




  8. To create the Invoice, click the Create button.



    The Tax Invoice screen is opened from where you can complete the document.

  9. Complete all the necessary information on the Tax Invoice form.  
    1. Enter the client's physical address in the Delivery Address field.
    2. Indicate the purpose of the Tax Invoice in the Details field. 
  10. Click on the drop down arrow on the Status field and select Issued.




  11. Click the Save button on the Toolbar.



    Notice that the CE No field shows a Job number instead of the CE from which all the Work types were selected.