Home > Invoices and Payments > Invoice Reference
The Invoice record is used to store all the invoice information and to display payment information regarding the invoice. Invoice information includes invoice number, date, type, sales rep, due date, detailed sales information, payment information, digital image selection, sales presentation, slideshows, and open balance information.
Use the invoice record to quickly and efficiently generate an invoice for a client while the client is either in your studio or on the phone. After the client leaves (or after the call), you'll be able to enter a detailed production order for your lab and/or other vendors. This process allows you to invoice the client quickly and receive payment immediately, without delaying the client while the production details are entered. After an invoice has been generated, a payment can be applied to the invoice by clicking Payment or Refund in the New group on the ribbon. Invoices can easily be turned into a credit memo by changing the invoice type. Refunds can then be issued from the credit memo.
Detailed information about the invoice can be found on the tabs across the bottom half of the invoice record. Each tab holds
corresponding information about the invoice.
This is where client-specific information, invoice information, and notes about
the invoice are located.
The Order Detail tab is broken down into the following sections:
Item Selection Window - This is a list of all the price list items available for this invoice. See also: Setting up a Price List
Invoice Details - This section lists each item on the invoice, a description of the item, the quantity, the unit price, and the extended price.
Payment Information and Item Details -
The Payment & Refunds tab gives you a quick glance at the payment history of this particular invoice. The list will include the date the payment or refund was made, the method of payment, and the amount paid. It will also list any future payments that have been planned, but not processed. Double-click on any payment or refund in this area to open the payment screen. See also: Payment How To's
Use the Item Detail tab to create a line item discount and to enter notes about the item. See also: Discounting an Invoice
Charges and Totals - This is where the invoice summary information is located. The summary fields include the following:
The subtotal shows the total of all the items listed in the Invoice Detail section.
Discount % and Discount Amount
To discount the entire order, enter a percentage in the smaller box and let Stratus calculate the discount, OR type in a fixed dollar amount in the box on the right. See also: Discounting an Invoice
Sale Tax Rate
Applies the appropriate sales tax to the invoice based on the sales tax method and tax rates you've set up in Company Preferences. Sales tax is not applied to non-taxable items. Sales tax is applied after any discounts have been subtracted from the subtotal. You can select a sales tax rate from the drop-down list. See also: Sales Tax Settings
Sales Tax Amount
This is the total tax applied to the items of this invoice, automatically
calculated by Stratus. We recommend creating an exempt rate of 0% in
the tax table for tax-exempt orders. See also: Sales Tax Settings
Shipping & Handling
Enter the amount (if any) being charged for shipping and handling.
This is the total amount due for this invoice. It is calculated automatically.
This field displays the amount that has been paid on this invoice. It's
automatically updated as additional payments are made.
This field shows the amount still owed on this invoice. It's automatically
updated as additional payments are made.
Total Pending Payments
If you have created a payment plan for this invoice or added some future
payments, the total will appear here.
The Images tab displays the images
related to this session.
The Tasks tab displays all the
tasks for this invoice.