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Client Invoices can be printed
any time after they are posted.
Invoices can be printed individually, or in batches
for a range of invoice numbers. A batch of invoices can also be printed
for the same client and a range of invoice dates; this option lets you
print the month’s invoices for one client quickly and easily.
The printed
invoice shows the line items, billing amounts, descriptions, and
notes you’ve entered into the invoices. Each invoice can have its
own set of options and settings (e.g., display options, group and sort,
show or hide totals, etc.) that affect the look of the billing. So printing
a large number of invoices at the same time may show a wide variety
of invoice styles.
Invoices are designed to print on your letterhead. The invoice margins
are customizable, and can be set by choosing Invoice Options from the
Preferences pop-up menu. None of the invoice’s options can be changed
at the time invoices are printed. To change these options you must make
your changes first, then print the invoice. The optional agency billing
address is printed from Agency Information, where it can be changed.
An
invoice can be printed then reprinted any number of times. As an
option, a job cost report can be printed showing costs billed on these
invoices. This invoice detail report can be used to back up the billing
amounts on invoices, if you bill strictly based on costs. If you bill
for more than your costs, don’t print this report -- your client
will wonder why you’re overbilling them.
Unposted invoices will print if they are part of the selection, but
will be printed as “billing previews” until they are posted.
To print client invoices
1 Click on the print
Invoices button, or choose File > Print Invoices.
The Print Invoices window lets you select a batch of invoices selected
by invoice number (e.g., 6006 - 6015), one particular client, and a
range of invoice dates. The currently display invoice’s number
is entered by default, but can be changed.
2 Enter a range of invoice numbers and an optional client number.
Any invoice numbered within the range of numbers you enter will be printed
(or reprinted, in some cases). Enter a client number to print only invoices
added for one client; the option is useful when a client asks for a
reprint of the month’s billings.
3 Enter an optional range of invoice dates and options.
The currently displayed invoice’s date is entered by default. Use
this option only when you need to print a set of invoices added on the
same day or within the same time period.
Use the print invoice detail report option to include a copy of the
job cost report with each invoice. Since job costs and billing amounts
are linked, your clients can easily see the costs billed specifically
on an invoice. The Invoice
Detail Report shows gross amounts only, so clients won’t actually
see what the agency paid for the job’s costs.
Since each invoice can contain up to five distribution names, up to
five copies of an invoice can be printed automatically. Since laser
printers don’t handle multi-part forms, Clients & Profits prints
the distribution name (e.g., Acct Exec, Client, Job Jacket, etc.) at
the bottom of each invoice. The print distribution copies option should
be unchecked when printing invoices on multi-part forms to high-speed
dot-matrix printers.
4 Click Print.
Since an invoice can be reprinted many times, be careful not to mail
out duplicate copies of the same invoice just because it printed again.
To print an invoice as a PDF
file
For clients or shops that like to have their invoicess
e-mailed to them, Adobe Acrobat allows you to save aninvoice as a PDF
file on your hard drive, your shop's file server, or the client's web
server. Creating PDF files from Clients &
Profits is nearly as easy as printing on paper, and involves only a
few extra steps. The hardest thing about creating PDF files is choosing
a name, since each invoice you save will have its own unique file name
(such as, JOB101INV.PDF). You can choose any kind of name for your Acrobat
files, but they all must end with .PDF. The steps you'll take depend
on whether you're using a Windows-based PC or a Mac and whether your
computer supports the Acrobat PDF Writer printer driver. For more information,
see the Making
PDF Tech Note.
To print an invoice as a PDF
file from Clients & Profits in Windows (click here
for a step-by-step tutorial):
1 Open Clients & Profits, then print an invoice as usual.
2 From the Clients & Profits "print report" window, be sure
the "Printer" print-to to option is selected.
3 From Clients & Profits, click the Print button.
4 When the Print Setup dialog box appears, select "Adobe PDFWriter"
from the pull-down dialog menu.
5 Click OK.
6 When prompted, name the PDF then save it to your hard drive.
To print an invoice as a PDF file from Clients & Profits on a
Macintosh (click here
for a step-by-step tutorial):
1 Open the Mac's Chooser, then select the "Acrobat" printer driver.
2 Open Clients & Profits, then print an invoice as usual.
3 From the Clients & Profits "print report" window, be sure
the "Printer" print-to to option is selected.
4 From Clients & Profits, click the Print button.
5 When prompted, name your PDF file and save it to your hard
drive.
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