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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.

Invoice Details

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.

General Tab

This is where client-specific information, invoice information, and notes about the invoice are located.

Field Description
Session Client     This is the client in whose name the session was booked. This field cannot be modified without changing the session.
Bill-To-Client This is the name of the person being billed for the session. The default bill-to client is the session client. However, if you wish to change the bill-to client, click the client icon for additional bill-to options.
Invoice Number The invoice number is a unique number assigned by Stratus when the invoice is created and cannot be modified.
Invoice Date The invoice date is the date the invoice was created. Stratus enters this date automatically. 
Invoice Type The invoice type is a description of what the invoice is for. The invoice types are: Session Fees, Initial Order, Re-order, Estimate, Generic, or Credit Memo. See also: Invoicing Overview
Invoice Description  Include a short description of what this invoice is for.
Invoice Classification Stratus's invoice types cannot be changed because they each have specific functionality. If you want to have your own classifications, you can choose them here. Create your own classifications in Maintenance > Invoice > Invoice Classifications. See also: Invoice Classifications
Invoice Status If you want to track your invoices based on additional criteria, create invoice statuses in Maintenance > Invoice > Invoice Statuses. You can then select the status for this invoice from the drop-down list. You can sort the Invoices hub based on these statuses, or use a filter based on invoice statuses to create reports. See also: Using Invoice Statuses
Status Due Date This date is based on the duration set up in your invoice statuses.
Session Date The session date is the date of the actual photography session. The date is automatically supplied by Stratus if you're creating the invoice from a session and cannot be modified by the user. If you're creating a client-based invoice (an invoice that is not linked to a session), this field is blank.
Session No. If this is a session-based invoice, the session number will be listed here.
Sales Rep The sales rep is the individual that created the invoice. You can choose the sales rep from the drop-down list.
Payment Due Date The due date is the date that the invoice is due. You may click on the arrow to select the due date from the calendar, or simply type it in. When typing in the due date, you do not need to enter slashes. For example, 010112 would appear as 01/01/2012.
Approximate Delivery Date (Optional) Use the down arrow to select the delivery date from the calendar or enter it manually.
Delivered Date (Optional) You may use the calendar or type the date in manually. If desired, you may set your invoice posting preferences to post only those invoices that have this date filled in, meaning that the order has been delivered.
Custom Fields You have one short text field and one date field that can be used as you wish.
Shipping Address Click the drop-down to choose the session client, the bill-to client, or the studio as the location to ship to.  
Notes The notes section is a memo field that you can use to enter any information regarding the invoice that is needed. Check the Print box if you want this field to appear on the printed invoice.

Order Detail Tab

The Order Detail tab is where the items, payments, and refunds for this invoice are listed.

The Order Detail tab is broken down into the following sections:

  1. Item Selection WindowThis is a list of all the price list items available for this invoice. See also: Setting up a Price List

  2. Invoice Details This section lists each item on the invoice, a description of the item, the quantity, the unit price, and the extended price.

  3. 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

  4. Charges and Totals - This is where the invoice summary information is located. The summary fields include the following:

Field Description
Subtotal  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.
Invoice Total This is the total amount due for this invoice. It is calculated automatically.
Total Payments This field displays the amount that has been paid on this invoice. It's automatically updated as additional payments are made.
Balance Due 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. 

Images Tab

The Images tab displays the images related to this session.

Tasks Tab

The Tasks tab displays all the tasks for this invoice.

Notes Tab

Property Description
Invoice Notes This is a memo field where you can enter any notes regarding the invoice. Click on the green plus (+) icon to add new notes.
Status Notes Stratus automatically enters status log notes as a read-only field that displays a history of some of the changes for this invoice.



See also

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