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50 advance payment invoice format for HR

hello everyone and welcome to today's quick learn my name is Abby and I will be your host for this afternoon today we're going to be covering how to add the payment terms to your invoice now quick loans are a lot shorter than our usual sessions they are around 20 minutes long which will include between 10 to 15 minutes demonstration but it will have booked out 30 minutes in your calendar for if you have any questions at the end that is still outstanding now I don't have Tina and Michael on today to answer your questions so do keep them coming throughout the session as well we are going to start the session at five pass so if you want to go and grab yourself a cup of coffee or a cup of tea before we start the session feel free to do so in the meantime that's why I wait for others to join the session I'll just pop myself back on mute okay so just while we're waiting for the others to join the session so I just want to cover a little bit of housekeeping so if you are new to joining us on webinars or regular attendee I just want to make you aware of how the webinar will work so your microphone will be muted during the session if you do have any questions please do pop them into the questions panel down the right hand side you don't see that you can click on the option that looks like a little speech bubble with the question mark in the middle as you can see as per the example and that's going to open up that questions panel where you can pop in your question in the little white box at the bottom that says ask the staff a question and then just click on the blue button that says send for that to come through to us one more thing before I do move on there will be no handout for the session as it is going to be mainly demonstration we are going to start the session at five past so again for those of you that may have just joined you want to grab yourself a coffee and we'll just while we wait for the others to join us for five past put myself back on Page in the meantime okay so let's get started so I want to say welcome to those who have just joined us on today's session so this is where we're going to be covering how to add your payment terms to an invoice now over the past couple of weeks we have been doing quick learns on some report design aspects very basic so you can't check those other sessions out that we have done on our on our help center on our recordings page I will show you how to find that later on in the session the sessions that we have covered such as just adding basic text or adding a logo to your invoices or your statements so what we'll do now is we'll look at what we're going to be covering today so I'm going to introduce the benefits of adding payment terms to your invoices we'll then demonstrate how to save a copy of an existing layout and change the name to suit your business and finally how to add the payment terms by just using text then by adding a text box and a data field together learn how to add your payment terms using an expression at the end of the demonstration I will then come back to my slides to summarize the session and I'll also talk about upcoming webinars as well please do keep your questions comments throughout the session it's either me Tina or Michael can pick those up for you okay so by including your payment details on your 50 accounts invoices you do make things clearer and easier for your customers we'll help you get paid faster boost your cash flow and cut down those late payments so by doing that you're adopting efficient communication for your customers and you also speed up payment processing and improve overall cash flow before we move on to any demonstration I just want to kind of explain a little bit more in terms of the three options that I'm going to cover you're probably wondering which one is going to be best for me which one am I going to use so if you're going to be using a text box so this is if mainly if you're going to be you if basically all your payment terms are the same for all your customers so if they're all it's a blanket payment term for all your customers then you can just use a text box foreign if you've got different payment terms for different customers you might want to use a data field so that might be where you want the terms of the individual customer record to pull through but you want to add your own label or text before the actual data field and then next question that might be where you want the terms of the customer record to pull through with a label so you don't have to add in that extra text box so let's move on to the demonstration and let's have a look at how these three options look I'm just going to pop over to my software the first thing I'm going to cover is I cover on every session when I've done these report design Basics is you always want to be changing the name and saving a copy of a standard layout and that's because you can't save over the top of a standard so what we're going to do first is we're going to go into invoices and credits you want to highlight any invoice doesn't matter which one it is it's just so you get the option to get to print to be able to get access to the layouts so I've got this one here I'm just going to click print foreign you can see I've already got one one there we'll delete that one um but let's have a look this this is the one I'm going to use to start with so you can see I've got it favorited at the moment but if you're clicking layouts you have got the choice of using all of these ones in here to start with so I'm going to use the one that's in my favorites let's preview it just so we can see what it looks like originally so if I just click preview this is what we're working with at the moment so if we you can see I've got the the name of my business at the top every school at the very bottom you can see I've got the the information the pricing at the very bottom right but that's pretty much all I've got on there at the moment to edit the layout you can either do it from within preview you can see you've got edit along the top or you can right click on your mouse and it'll bring up the option to edit that layout or you can click edit along the top left here so I'm going to edit this layout here foreign and you can see here it's opened up in report designer for me so the first thing we're going to do is we're going to change the name of the layout and make sure we're saving a copy so that we can edit that layout and make it customized so the first thing we're going to do is change the name so we're going to go to report in the along the top and then into report properties and here you can change the report name and the description I'm just going to change this to AP demo and Solutions include payment terms so you can see they're pretty identifiable what this layout is going to contain again you can put whatever you want to call it that's entirely up to but that's what I'm going to call mine for today well they're going to click ok and you can see there that is changed the name of the layout there the next thing we're going to do is we're going to save it as a copy because you can see at the moment my save icon is grayed out and that's because I'm trying to work with a standard layout which you can't save over the top so you're going to go to file in the top left and do save as you now want to name the file so I'm going to call exactly the same so AP demo Solutions then we'll add Solutions including payment terms and then you click save and that's going to save it in the right location so you don't have to worry about where it's saving to as it does pick up the default location once you're happy with that I'm just going to close this down just want to show you how you can add it to your favorites so we close that down there and if we go back into layouts in here so what we might need to refresh the list since we've created a new one so I'm just going to close that list down I'm going to reopen print again I'm going to go into layouts and down the left hand side you should see the name has changed so I'm just going to scroll all the way down to locate that new one in the list so we can see it there AP demo and solutions including payment terms and you can see as well just above my mouse you can see it's also changed the file name for me as well I'm going to do is I'm going to favorite that one so now when I go into my favorites I can see it in the list what I'm going to do now is I'm going to edit that one because I want to add some payment terms to this layout so we're going to click edit again to open it back up so the first one I'm going to show you is how to add it as text so this is if it is blanket terms for all your customers it doesn't need a change and it's just what you want as a standard text so what you can do is you've got the add text option in the toolbar along the top or you can go to toolbox and you can select add text from here as well I'm going to add it from the toolbar so if we click on the toolbar on add text you can see it's now orange that means that I've now got that option selected I can then come to my layout and draw a text box now you can copy and paste this from somewhere else or you can free type it in so I'm just going to put payment terms 30 days later once you're happy with that you can play around with a little bit you can change the text so I'm just going to maybe change my font in the toolbar along the top I'm going to change mine to Homer I might want to make it a little bit bigger so it's more clearer to see you can change the size of the box as well you can also drag it as long as you've got those four arrows in the different directions you can pick it around move it align it with other parts of the invoice once you're happy with that you can pre a recommend previewing it so you make sure you know it's in the right place so you can preview it either from preview down the bottom along the bottom here or you can go into view and then into preview so then you can scroll to the bottom and you can see exactly what that's going to look like on your layout it might be worth as well printing it so then you can see what looks like you might have specific paper you want to use you want to make sure it sits right on your on your layout there so you can also have the option to print it to go back into the report designer if you want to make any further changes you either want to click close here or you want to go back to the designer part along the bottom here you don't want to be closing it in the top right as that will close report designers down and you may lose the changes that you've made so I'm just going to click close along the top and it's going to take me back into the report designer so I can see there so all I'm going to do now is I'm going to click save then that will have saved the layout for me and I can close down the report design if that's just as simple as adding a text box next I want to be showing you how to add a data field into an invoice so the data fields and expressions come from the customer record so if I just go into the customer record I'm going to go into ABS garages I'm going to go into Credit Control so in here this is where you can add your credit limit Your settlement due your payment due uh payment due from and things like that now we did have a session this morning that Jackie did cover that recorder should be available shortly and that was all about credit control for your customers if you did want to check that out but what what we're going to be covering today is this one here so trading terms text so it's this part here that we're going to be pulling through into your invoice layout so if we go back into the layout so I'm just going to close that down I'm going to go into invoices and credits and I'm going to go back into my layout and I'm going to make sure I pick up that payment terms layout so if I click edit again now we don't have to rename it this time we can't just save over the top of what we've done it's just if you start from scratch and you're creating a new layout so we're going to scroll to the bottom and what I'm going to do this time is I am just going to delete the text out for you so it's back to how we had it before so it might be that you want to pull your uh your data field so that it is net from the customer record but you might want to have a bit of a description in front of that data field and you want to have that across the board for your customers so we're going to add a text box again so I did that again add a text and then drew a text box you can see I've got that text box now I'm just going to copy and paste some information so I want to add in this information here so I've got let payments may be subject to interest charges at 10 per month and then I've got payment terms in a colon at the end now I just want to change that so it matches the rest of my invoice so again I'm going to change my text make it a little bit bigger so then I've got that there decided another text box there there we go I'm just going to adjust that slightly now to add your data field which is going to hold the information so that if you were to update this at any time in the customer record you then don't have to come in and amend your layout as well it will automatically pull from that customer record so we're going to add a data field so you've got that option in the toolbar along the top you've also got the option in toolbox as well if you've got a toolbox and add a data field so if we click on the data field draw a box it's going to bring up this box here this window here so you can either look for it in the options here so you would go to sales Ledger find that option there click on the plus now this bit is a little bit of a long-winded way and then you would look for terms in the list so you can see that there alternatively you can type in terms in the top so that option there and click the Green Arrow it's a lot quicker to find it that way you would then just click terms and click ok and you can see it does put in the word terms but when we preview that it's going to make it a little bit smaller it might box a little bit longer actually because it's got a little bit longer text in there so then you would align it up exactly how you want it you can also move the text box over with the arrow keys as well so then I've got that in position I click preview I scroll to the bottom and you can see I've got two separate boxes so this is my text box that I added and then this is my data field where it's pulled that just that text from the customer record so that's how you add the data field to go back into the designer and then you can then save that as well now the expression is slightly different so the expression is a little bit more uh the best way to describe it is the expressions are a little bit more complicated but we have helps and articles which provide you with the exact information that you need so I'm going to get that up for you and I'm going to show you how easy it is to add an expression so I'm just going to close this down I'm just going to go into my help center so in version 29 I've got the option in the top right if you're on version 28 and below you do have the option for the help center here and you can search for the same article so I'm just going to open help and I'm just going to search for ad payment terms and I'm going to search and whether you're on the web browser looking for this article as well you will find it it's called report designer how to add payment terms to your invoice layout and I'm just going to scroll down to the first section as this is what we need so this is what we're adding but we're using an expression so I'm just going to drag this just to the right here just before I get my layout back up so I'm going to go back into invoices and credits but if I click on print I'm going to go back into editing that layout so I'm going to scroll back to the bottom I'm just going to delete these options out here we'll add it as an expression so if we just pull this back over so we can have it to the side here so all we're going to do this time is we're going to go to the toolbox along the top we're going to go down to add expression I'm going to draw a box it's going to bring up this window here for me now this is where you come to step four what you're going to do is highlight from the speech marks all the way to the very end now you if you're on the internal help center here you can't do right click and copy so you will have to do control and C on your keyboard and then we're going to come into this expression editor and we're going to press paste right click and paste so it's going to what basically what this is telling you it's going to put payment terms in front and then it's going to pull that 30 days net from the customer record so it's going to do payment terms plus that Plex box so if we click ok it won't show it when it's in the designer but if we just close this article down put it in position and click preview you can see there it's added that in it's put payment terms in the front and then it's added 30 days in it and again when you come to if you you wouldn't have to come into the layout if you use expression or a data field you can just update the customer record and that will update the invoice layout for you but if you are going to use a text box then you will need to come in and manually edit the the layout so once you're happy with that again you would just click save and then close so that is how you add your payment terms in to your layout now what I'm going to do now is I'm just going to pop back to my slides and I'm going to summarize the session but please do keep your questions coming throughout we've got a couple of more things to to cover here so I'm just going to pop back to my slides if you're not sure how to ask a question you do have a questions puddled on the right hand side if you don't say it expanded like it is in this example you do need to click on the speech bubble with the question mark in the middle okay so to summarize the session you're going to select the layout you wish to use and edit you're going to change the name by going to report and then report properties you're then going to do file and save as and you're going to change the file name as well you're then going to make your relevant changes so add a logo add text or data fields you will then save the report or layout and then close report designer and then adding to favorites is optional and again you can follow these exact same steps to add your logo or text or anything to to the likes of your sales orders your purchase orders remittances delivery notes you follow these exact same steps just while we're waiting for any other questions to come through I'm just going to cover some upcoming webinars so what this is what we've got coming over the next couple of weeks so we've got improve Bank fees 29.2 so we've been doing that over the course of October October August and September so we have still got sessions coming for this for the rest of September there so if you aren't able to attend the one on Wednesday we do have other sessions as well we've also got get paid online with opio so that's formerly known as CHP that's also tomorrow afternoon if you do want to check that out and get registered for that other sessions include important customer records cash flow option company archive we've also got a quick learn on email and invoices so very basic email settings get paid online with invoice payments so that's if you use stripe or PayPal we've also got another quick learn on importing product records as well what I'll do as well is I'll also show you how to find those earlier sessions that we've been doing on these report design and you can do that from within your software so I'm just going to pop back over to my slides to my slides to my software sorry and on your home page you should see a tile here for free webinars you click on more info that's going to open up in the browser so in here is going to bring you to the registration page for upcoming sessions but if you just click on view recordings you can actually find these sessions in here so you can find let's have a look so if we just do control and F we can actually look for let's find the ones for logo there we go report designer so that's found the article the article the webinar session recorded session for how to add a logo to your layouts and statements you can also find the ones as well for adding text such as Bank details so there's loads that you can find here regarding report designer if we've just popped back to the registration page as well if you've got any topics that we haven't yet covered and you want to see us cover on the bottom of the registration page we do have a suggested topic for new topic form so do get that filled out if you do have any ideas of things that you would like to see us cover okay so that does bring us to the end of today's session so please feel free to stay around for if you've got any questions to ask who are waiting for an answer to a question if you've got what you need to do and you want to leave the session you will receive an email in around an hour or so with links to both the webinar schedule and today's recorded session for you to refer back to if needs be put X in the session you will see a survey at the end if you could please let us know any feedback regarding the session what I'm going to do is I'm just going to put myself on mute just for a minute just to see if there's any any questions to come through and then I'll wrap up the session okay so what I'm going to do this there's no outstanding questions so what I'll do is I'll wrap this session up I want to say thank you to Jackie not Jackie Tina sorry and Michael who's been on hand today and thank you to all of you for your participation just a reminder we've got plenty sessions over the next couple of weeks so don't be shy and get registered so I want to say another thank you and take care