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Itemized invoice example for Product Management

welcome to studio clothes video tutorial on invoice management we're going to go ahead and walk through it right here we're on the invoice thing as before we start we just want to remind you that if you see anything in the video tutorial that is different than your program go ahead and refer to the written documentation we keep that up to date where when we have new products released whereas the video tutorials do take a little bit more time to be released okay in this window right here we're looking at different invoices the invoice date the client associated invoice the total amount on the invoice and the balance due you can archive the invoice which means that you're done with it completely you don't want to touch it anymore you have you can add a payment directly from this window you can create a project from or in order for this invoice please refer to the project management tutorial on that you can email the sim boys directly from here just by clicking that button you can print it you can edit it either by clicking that button or you can just double click it and here we have an edit invoice right here let's actually go and start from the scratch using a brand new invoice and over here on the right is where you have your product service and packages by default set to view all items but you can sort of to view only specific items you can also come in here and type in that in the names and I'll show those or if you have a barcode scanner you can just click right there and then you can start scanning barcodes and it'll start out any things automatically to the invoice right here we have different characteristics for the product service of packages the name we have the price right there listed the quantity the quantity only applies if you're doing inventory management then over here it's blank if it's a package if it says P it's a product and it says s it's a service you can come in here and change between different product lists it does change the pricing as well right like that you could just be able to view all so desire to add something to be your voice you can either double click or you can drag and drop either way it works you can right here lets you attach a thumbnail to the to this item so if there's a photo attached to it you can just click there and attach it and that will be printed on the invoice you can attach it you can also attach a file name you can do notes if you want to there's a description which if you have a description for the product it will automatically be added here and then you can edit that you can change tax standard means that that item will be tax tax exempt means it's it will not be tax and see your taxes the tax associated with a blue canada then we have quantity which if you just come in here you could just change the quantity like that just type it in there you could change the price here on the fly as well well we have down here on the right side the subtotal so you can see it right there line item discounts we'll show you that in a second we have a discount this is called a global discount you use come in here you see I want to give it two dollar discount or you say I want to do a percentage of the subtotal which is 2 percent or percentage of subtotal and line item discount so which means that it take the subtotal and you reduce it by the amount of discount you give then you apply the discount there this is shipping and handling is endure the five dollars would be the example and you see right over here taxes by default you'd have a you'd have a default tax that you'd use you could switch between your different tax cross that profiles if you use them that would be applicable for in the US if you have a few if you go across to different state lines and you have to have different taxes for those or if you have a stout out-of-state customer that doesn't pay tax or some I doubt I mean that's not how you do that there and this gives you a breakdown of all the tax related stuff then you have your total do and the balance - right here you select your client you need the W double click on that to select them and then you could attach them to an event which is useful for financial tracking so you can link how much money you made for different calendar types or our sub calendar types and get different type of financials from it so it is a useful thing to do let's go ahead and remove that and show you the other options here you can type you can create a brand-new client in an automatically a server there another option is you can edit the selected client or if the client doesn't have the right event associated with them and you can add that client to that event right from there right here we have the payment option and you have the client here you can select which type of category if it is credit card and you have rich warehouse you can process it this button is disabled because this account does not have it merchants warehouse account associated with it this is for bookkeeping and this is also for bookkeeping so if you're not easy so you've got the bookkeeping you just give to skip over those two options the date of the payment and the amount that they're paying you type mean don't you want you just go ahead and save it there I here so you can print to receipt to right there you can add new payment plans and add new payments to quickly walk through those you put the name of the client you type how they're gonna pay and these two would also be for the bookkeeping section if you have a merchant where he'll house that client you can click this button and it will automatically charge their credit card if it's a dime file the outstanding balance right now is zero because we just added that payment otherwise it would show the 1892 and 44 cents and then you would create the payment plan but coming here in general payment plan anyway to put all the payments down here and when you click Save yeah we just add them here or you can do each one manually so you do that public notes are notes that are printed on the invoice private notes are notes that are internal and they're saved in your own leave you will here not shun to the customer invoice date at the date of the invoice by default stood will auto-generate the invoice number to be the next one in line and we click Save you can't override that this would also be useful if you decided that you want to start doing your invoices that certain number do that once then every one after that point would be the next number higher by default inventory is updated when you add things to it and save it you can add employees by just clicking here this is useful for commissions and then you can print the invoice and/or be invoice is a PDF invoice and you can also email out seen PDF invoice and the invoice is customizable we'll go ahead and walk over I want to show you that in a little bit option two you do if you want to do line-item discounts I you have to add in the columns and just refer to refer to our different art tutorials that's by dollar values 5% and you type in the amount over there then you could do different these are to add or remove different items for the invoice once you have a layout you like you can just like save as default and it'll say that layout so every time you create a new invoice for anybody know how to layout you can request to e payment what this will do is a generated email that you can send to the customer where they can click on a link and pay their invoice with the paid for add-on caught alerts you can have this automatically go out of certain time frames as well where they can pay online this does require a merchant miles account you can generate a contract or document for them to sign you can print a HTML version of the of distant voice although we don't recommend it just because it the PDF one we can guarantee the the look and feel where as an HTML one we can you can email the HT one invoice to the client as well we also do not recommend doing that we're doing doing the PDF one so that you can guarantee the being Boyce you send is the same invoice if a customer sees you can record we create orders from the invoice refer to the project management tutorial on how to do that and you can also import items from Pro select this is the old style of doing things we have a new in a seamless integration with pro select which automatically sends it over the cloud and so we recommend you do this tutorial now on let's go in and go to the settings so in this location right here this would have to be how you set up your products you just come in here click new product and then you type in the name description price and the cost and then you can you cannot there's a few different options to calculate prices based on cost and stuff like that in you and enable inventory tracking right here if you're going to do it and then you could choose a different type of tax with that one then you could also generate a barcode as well here if you're using a barcode scanner or if you want to you could just type in a barcode right there if you want to and you can select the product um now that is only used in the cloud proofing it is not used in the test tube management software you can't import these using a CSV file usually a CSV file from right there and then you can duplicate if you have a lot of similar products you just took a duplicate button and will add them there now packages package they type in the description you can generate a barcode similar to the other two products you can calculate a price or you can just type in a price and you just drive it drag and drop a cross what is in this package and when you're done you click Save and let's go ahead and move to priceless we have the examples here it's the way the price this work is you just type in the name of the price list example price list and then you come over here and you select the different items that go in that priceless and then you come in here and you would type in the whatever the dollar amount you want to be for this price list of that item then you remove it by clicking here if you don't want there the calendar type applies if you're using the cloud booking this is how the prices are associated with an appointment and then you can generate a barcode PDF or just a normal PDF to doesn't have barcodes or you can email the price list all right there you can manage your check cash credit card if you have other options you can add them here right here is the logo by default well you would need to come in here and select a logo from the computer I'm at that point it uploads that logo so it is shared across to all the computers however it is not loaded by default when you open up the program for the first time so you do need to come in here and click the load logo for studio after you've uploaded at once the reason why we do that is that sometimes a company might have different logos or different brands so it different computers can be used to print off different brands examples of that would be if you a photography business and you have a once idea the portrait side of the photography business of just one logo and then on the other side you have the wedding side of the business which might have a different logo right here let's go ahead and go through the customize options here we have the different colors you can change these are all to change the look and feel of the printed invoice you can have a signature on there an additional information this is where you'd put your terms of agreement or anything else that you want to print it on every single invoice and this is this is all for this is this this is not the items they've ordered the items the order right here and these are this is what this is in the table and you can go ahead and change those there and then we change the size as well if you do this all the items in the package will be printed on the invoice as well yeah unselected they will not and then if you do a this is only for a payment receipt so after they've another payment and if you want to print out receipt this is how you'd customize that payment receipt in here you have the options of changing the currency symbol this only changes up for the printed invoice it doesn't change the currency symbol in the program and then some of these other things are used throughout the program as well such as the font size you can change the font size of the program as well as the date format if you have a particular format whether it's month month day year year or however it is you can change it there right here by default the PDFs are views viewed and Studio cloud if you have a if you did not prefer that you can change that to view in a PDF Reader outside of student club wording this is how you change the wording in the program for the printed invoice you come in here and actually select a different wording if you so desire different languages and you could type in the like for example if you don't want the file name do Shawna Forde in Boise but you want to have something like image number so that you can type it in right there and that will change the actual wording and you can do the same thing for the estimate here we have a right now this visit these are the invoice and tax settings if you have this enabled it will automatically invoice and when you click Save it will automatically add a payment to your bookkeeping this right here is your shipping and handling if you want it to be taxed if you know there's that if you want to have the tax status officers so you can switch between it and the invoice you can enable out there this is the combo box that on each line item and then there's piggyback taxes which is for I believe Canada and then this is the default tax profile where you didn't or in there and this would be by default applied to every single invoice you could show your tax ID on the on the invoice you type it right here some locations do require that moving are the tax profiles so what you do for tax profile is is insert an example well you deter the neighborhood maybe it's a out-of-state customer and you enter the name and the value like that and you just Pudd'nhead tax you just say it and then now when you edit the invoice you can go ahead and select that that example tax well that the tax profile you created and that's a quick overview on the inventory in studio class if you have any other questions refer to the written documentation