This section covers the process of creating a Job Project Client Invoice in SapphireOne. This functionality allows you to bill Clients for Job/Project purchases and resource transactions, ensuring accurate invoicing and financial tracking. The steps are as follows:
- Navigation – Go to Job Projects > Job Projects > Data Entry and then select the Job Project Client Invoice item. SapphireOne will display the Job Project Client Invoice Entry screen, ready for data entry. Note that data entry on the Details and Lines pages will require immediate input.
- Details Page – This is the first page displayed when entering a Job/Project Client invoice.
- Job Project Details area – The cursor will default to the ID data entry field. Enter the Project ID directly, or use wildcard search options to locate the correct Project ID.
- Text Details area – Upon entering a valid Project ID, the Text Details field will be auto-populated. You may add, modify, or delete text in this field as required.
- Attach Documents – Use the Document Paperclip icon to scan and attach any supporting documents relevant to this transaction.
- Instructions Area – Enter any notes or specific instructions related to this invoice.
- Standing Transactions Area – This section should only be configured if the invoice is intended to become a standing transaction for the Job/Project..
- Client Details Area – If a Client is already linked to the Job/Project, SapphireOne will automatically populate the Client ID. If no default Client exists, the user must manually enter a valid Client ID to associate the invoice with the Job/Project.
- Text area – The Client’s mailing address will automatically populate from the Client’s master file into the text area below.
- Tabs Area – Once a valid Client ID is entered, the system will automatically retrieve and display the Client’s details—including outstanding balance and credit limit—within the Client tab.
- Other Areas – Review all remaining sections of the Details page and enter any additional required data accordingly.
- Lines Page – This is the second page of a Job/Project Client Invoice, where all necessary data must be entered to finalise the invoice.
- Transaction details – When the user selects the Load, Look, or Auto buttons, this area will display any transactions already allocated to the Job/Project.
- Adding Inventory – Use the Control/ key combination or the green buttons to add or remove Inventory items from the Job/Project Client Invoice.
- Data Entry – Data entry follows the same process as when entering any invoice that includes Inventory items.
- Reviewing Data – Carefully review all entered information for completeness and accuracy.
- Saving – Click the green tick button on the main toolbar to save and finalise this Job/Project Client Invoice.
For more detailed instructions, please refer to the Job Projects > Job Projects > Job Project Client Invoice article.