AccountPro Software Inc
 

FAQ - Invoicing

A Look at AccountPro Platinum Invoicing

Platinum Invoicing is part of the suite of accounting / finance related applications that have been developed by AccountPro Software Inc.

The suite of products developed by AccountPro is modular in design and work together to provide a full management system for various industries. One of the advantages of the AccountPro system is that each ‘module’ is stand-alone but when multiple modules are installed on the same system, they work together to share information and functionality.

This review will look at how AccountPro Platinum Invoicing compares against other invoicing solutions and what the strengths of this module really are when used as a standalone module. What is AccountPro Invoicing Platinum Essentially, AccountPro Invoicing Platinum is an invoicing software package except for a few key features. Firstly, it is part of a powerful modular system integrating many packages and secondly its price when compared to its feature-set rivals many corporate level applications. Invoicing Platinum is a highly effective tool and comprises many features such as Inventory Control, Accounts Receivable, Job Costing and maintaining ledgers. It also makes the whole customer management experience a great deal simpler due to its easy-to-use interface and the way it uses ‘classes’ to define groups of items.

Comparison Invoicing 

  • Invoice Generation Generates Quotations which may be Converted to an Invoice with a single click
  • Prints Packing slips
  • Invoice history
  • Updates Inventory control
  • Updates Accounts Receivable
  • Updates General Ledger
  • Updates Job Costing Parts and or Labor
  • Billings:
    • Multipage Invoices
    • Multiple types of invoices
  • Discounts & Sales Commission
  • Item Classes
  • Custom Invoice Templates.

 

Invoicing Frequently Asked Questions

 
  1. What does it Include ... ?
  2. What are Line Items ... ?
  3. What are Invoice Line Formats ... ?
  4. What are lines per Invoice ... ?
  5. Can we discount only selected Line Items ... ?
  6. Bill for Labor ... ?
  7. Use a different price for service work ... ?
  8. Generate an Invoice for Prepaids ... ?
  9. What are Pre-defined Invoice messages ... ?
  10. Can multiple copies of an invoice be printed ... ?
  11. Which Printers are supported ... ?
  12. What is a Customer Quotation ... ?
  13. What is a Customer ID ... ?
  14. Does the Invoice module print Packing slips ... ?
  15. Are State, County, City, VAT, GST, PST, Local or Municipal taxes calculated ... ?
  16. Which Printers are supported ... ?
  17. What is a Customer ID ... ?
  18. Does the Invenventory module print Shipping slips ... ?
  19. Does the Invoice module update the Accounts Receivable module ... ?
  20. Does the Invoice module update the Equipment Maintenance module ... ?
  21. Does the Invoice module update the General Ledger ... ?
  22. Can a Job or Project be updated with costs and invoice details ... ?
  23. Why Modular Software ... ?
  24. What is stand alone software ... ?
  25. What are the System Requirements ... ?
  26. What are CSV files ... ?
  27. What are ASCII files ... ?
  28. Does AccountPro Integrate with Peachtree Accounting or Quick Books ... ?
   

What is Included ... ?

  • A database to which you may add any number of products or services for billing purposes.
  • License keys for the Invoicing module.

What are Line Items ... ?

  • LINE ITEMS as used in the Invoicing modules represent the item and line (row) on which you entered the item.
  • You may have up to 9,999 line items (rows) in an Invoice.
  • The 'Item' may represent a physical item, labor, a description of service, or just plain text.

What are Invoice Line Formats ... ?

As most businesses have different needs as to what the invoice shows to their customer, INVOICE LINE FORMATS as used in the AccountPro Invoice module will print the details as selected from one of the options presented in the preferences menu.

Some examples fields which may be printed:

  • Print Quantity ordered
  • Print Quantity shipped
  • Print Unit cost
  • Do not print unit costs
  • Print Unit price
  • Do not print unit price
  • Print Item ID
  • Do not print item id
  • etc.

What are lines per Invoice ... ?

  • LINE ITEMS as used in the Invoicing module represent the item and line (row) on which you entered the item.
  • You may have up to 9,999 line items in an Invoice.
  • The 'Item' may represent a physical item, a description of service, or just plain text.

Can we discount only selected Line Items ... ?

  • Yes, a discount may be applied to a single item or several selected items for stock received or issued.
  • The discount may be a percentage or dollar (or whichever currency default your system is using) value.

Bill for Labor ... ?

If your business or customer requires an Invoice showing labor seperately from material the invoice will print the labor portion including number of hours (if required) on a seperate line and a sub-total for labor at the bottom of the invoice.


Generate an Invoice for Prepaids ... ?

The system can handle prepaids.


Use a different price for service work ... ?

Yes you may set different prices (up 7) for a single product.

Some examples:

  1. Best Repeat Customers
  2. Reqular Customers
  3. Contract Extras
  4. Change Order work
  5. Service Work
  6. Contract Clients
  7. Other

What are Pre-defined Invoice messages ... ?

Pre-defined Invoice messages consist of any number of text lines to be printed as the last item (below the items, products, services and other lines of text already added) you are issuing an invoice for.

When an Invoice is created (packing slip or request for quotation) any one of the pre-defined invoice messages may be selected for printing on the Invoice.

This allows for consistency and is also a great time saver for insertion of standard clauses or notes to be added to an Invoice.

The user may create multiple pre-defined invoice messages (multi-line if neccessary).

Some examples of pre-defined invoices messages a user may define:

  • All items include a 90 day warranty
  • Hazardous material. Code: 1234567890
  • Pricing include discounts as qouted

Can multiple copies of an invoice be printed ... ?

Yes simply set the number of copies to be printed from the preferences menu.

From the preferences menu you may also specify which printer is to be used for the first copy (maybe in color for the customer) and another printer for subsequent copies either for additional customer copies or internal filing.

Predifining how many copies and to which printer the output is to go is a great time saver as the user only has to click the print button.


What is a Customer Quotation ... ?

If a customer request a quotation for an item or any number of items, the AccountPro Invoice module can print the items entered in the transactions menu by simply clicking on the Quotation button in the transactions screen.

Once accepted by the customer, a quote may be turned into an invoice with a single click.


Which Printers are supported ... ?

Can we use our Dot Matrix Printer?

The invoice program will print to any printer supported by the version of Microsoft windows (see System Requirements) you have installed.


What is a Customer ID? ... ?

  • A Customer ID is use to identify the customer or company name. A customer id may be numbers and or letters (alphanumeric). For example, A-101 would be a customer id.
  • A Customer ID may have up to 12 alphanumeric characters.
  • Using a Customer ID in AccountPro modules make for quicker entry and or section of customers and is less prone to data entry errors.

Are State, County, City, VAT, GST, PST, Local or Municipal taxes calculated ... ?

  • Yes, Taxes as they apply for each of the classifications (categories) are calculated for the country and locality to which they apply
  • Tax calculation my be turned on or off for each product classification (product category), country and locality to which they apply.
  • Using a Customer ID in AccountPro modules make for quicker entry and or section of customers and is less prone to data entry errors.

Does the Invoice module print Packing slips ... ?

Yes packing slips may be printed as required.

Does the Invoice module update the Accounts Receivable module ... ?

Accounts Receivable if installed is updated automatically from the Invoicing Platinum module.


Does the Invoice module update the Equipment Maintenance module ... ?

Yes the program allows for an Equipment ID to be selected to indicate the invoice is for parts and or service of the equipment.


Does the Invoice module update the General Ledger ... ?

Yes the Invoice program updates the general ledger module if installed when the invoice is posted.

This allows for details to be added to an Invoice without affecting the general ledger until such time the invoice gets posted.

Invoices may be posted immediatly after generating an invoice or at a later date as dedicated by operating procedures.


Can a Job or Project be updated with costs and invoice details ... ?

With the Job Costing modue installed all details from the invoice module will update job costs (including units such as quantity or hours) and revenue.

A Job phase and sub phase may be specified in the invoice module for each line of the invoice.


Why Modular Software ... ?

  1. Modular software allows you to purchase only the module or modules you need.
  2. All-in-one software packages are often very limited in the amount of details they provide. For example, the Platinum Invoicing module provides for seven price levels. In the Accounts Receivable module each Customer may be assigned one of these pricing levels.
    1. Customer A may get pricing level 1
    2. while Customer B gets pricing level 5.
    3. Setting the pricing level to 0 for a customer will allow a custom price to be entered at the time the invoice details are entered for this customer.
  3. Any module may be purchased and run as a standalone module without the need for any other software, or additional Platinum Software modules.
  4. Many companies are already using an all-in-one accounting package but may find that one area of the package does not totally fulfill their needs. This is just one example where a standalone software module more specific and detailed may fill that gap.
  5. If multiple modules are installed, the modules will automatically interface with each other without any special setup.

What is stand alone software ... ?

Standalone as it relates to Platinum software modules means that A) no other AccountPro modules are required, and B) no other software is required other than one of Microsoft Windows operating systems with current updates is installed.


What are the System Requirements ... ?

  • Windows 10, Windows 8, Windows 7, Vista, XP.
  • Memory 512mb (preferred 1gb) ram.
  • 50mb free disk space for the first module (varies depending on what is installed), 25mb for each additional module.
  • Screen Resolution 1024 x 800 or better.
  • Internet Connection for software downloads and upgrades (not required to run or install the program).

Linux or MAC operating sytems are not supported.


What are CSV files ... ?

  • CSV stands for Comma Separated Values, sometimes also called Comma Delimited. A CSV file is a specially formatted plain text file which stores spreadsheet or basic database-style information in a very simple format, with one record on each line, and each field within that record separated by a comma.

What are ASCII files ... ?

  • ASCII is the abbreviation for American Standard Code for Information Interchange.
  • ASCII files are those composed of simple text information with no formatting.
  • ASCII (pronounced askee) is an acronym for American Standard Code for Information Interchange. It is a simple text format that does not use formatting specific to any particular application. Because of this, documents saved as an ASCII (or text file) can be used across all platforms.

Does AccountPro Integrate with Peachtree Accounting or Quick Books ... ?

  • Due to the fact that the level of detail in all AccountPro modules it would not be feasable to interface with Peachtree Accounting or 3rd Party software.
  • All AccountPro modules print transaction details which may be used for entry into other systems. Details may be filtered by range.