PLEASE NOTE:
The majority of the contents in this guide apply to both StudioPlus Spectra AND myStratus Desktop.
In most cases, instructions referring to "Spectra" also apply to myStratus Desktop.
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Home > Invoices > Invoice Maintenance > Invoice Statuses
Invoice Statuses

Create your own custom invoice statuses and then use them to track the status of each invoice. See also: Invoices 

Examples

  • Order Placed
  • Out to Lab Pending
  • Back from Lab Pending
  • Packaging Pending
  • Order Ready, Pickup Pending
  • Order Complete

Enabling Invoice Statuses

If you want to use invoice statuses, you'll first need to "turn on" this feature. Follow these steps:

  1. To activate the Invoice Status feature, go to Maintenance > Preferences > Company (Studio) Preferences and select the Invoicing tab.

  2. Check the Display Invoice Status on Invoice Screen option. See also: Company (Studio) Preferences - Invoicing

  3. Click OK to save your preferences.

Setting up Invoice Statuses

After you've enabled the invoice status feature in your Company (Studio) Preferences, follow these steps to set up your invoice statuses:

  1. Go to Maintenance > Invoice > Invoice Statuses to open your list of invoice statuses.
  2. Click New to add a status and complete the following:

    • Description - Enter a short description for the invoice status. 

    • Default Duration - Enter the number of business days this step normally takes. The software uses the duration to calculate a status due date that appears on the invoice. You can use status due dates to see what items are overdue and catch things that may be falling through the cracks.

    • Initial/Final Status - Your invoice workflow cycle must have one step that is the Initial Status and one step that is the Final Status. To change your selection, just choose a new step as the initial/final status and the software will reassign it. Note: A newly created invoice will default to the initial status. If you're using InSpiredByYou for online orders, you can choose a different initial status for those orders. See also: Setting up InSpiredByYou

  3. To maintain your invoice statuses, you may also want to:

    • Make a Status Inactive - Make a status inactive by checking the Inactive box on a status in the list.

    • Delete a Status - Highlight the status and click Delete on the ribbon.

    • Rearrange the List - Highlight a status and use the Move Up and Move Down tools on the ribbon.

    • Hide Inactive Statuses - Click Hide Inactive on the ribbon to hide (or reveal) any inactive statuses.

    • Print the List - Click Print on the ribbon to generate a printed report of your session statuses.

    • Export the List - Click Export to PDF/Excel to export a file.

  4. Close the invoice status list when finished.

Invoice Status Triggers

    
NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and myStratus Desktop.

For each invoice status you can also set up various triggers to automatically send emails and SMS text messages, print letters, generate phone calls, or create tasks based on the payment due date or the status due date. See Triggers for more information. 



See also


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