Go back to Invoices FAQ Index Answers to Frequently Asked Questions about the Invoices module Latest update: 26 April 2001 Timebills tab I can't seem to delete a timebill. Why? Only Open timebills can be deleted. Timebills that have been assigned to an invoice cannot be deleted. To delete an open timebill: 1. Click on the Timebills tab, and then on the "Open timebills" sub-tab. 2. Click on the timebill to open it for editing. 3. Click on the "Delete" button. (Note: The "Delete" button will not appear if the timebill has been assigned to an invoice.) *Note: If the timebill you want to delete has already been assigned to an invoice, you must delete the invoice itself. Any timebills associated with the deleted invoice will once again be listed in the "Open timebills" listing and can be deleted from there. Go back to Invoices FAQ Index Invoices tab How can I apply sales tax to my invoices? To apply sales tax to your (new) invoices: 1. In the Account section, check the "Taxable..." box for the relevant services and expense items you want to make taxable. 2. Create timebills using those services and/or expense items. 3. To set the tax rates:    a. Click on the "Layout" tab.    b. Enter the service tax rate (if applicable) and/or the expense item tax rate (if applicable) in their respective fields.    c. Click on "Save." 4. Assemble the taxable (and other) timebills into an invoice. The invoice total will reflect the subtotal plus the tax calculated for the taxable items. If you have an existing invoice and want to add tax to it: 1. Select the relevant invoice from the "All Invoices" list. 2. Click on the "Delete" button. This will "free" the invoice's timebills, which will return to the "Open invoices" list. *Note: You cannot delete an invoice that has had a payment made against it. 3. Follow Steps 1 - 4 in the "How to apply taxes to a new invoice" instructions above. Go back to Invoices FAQ Index How do I combine multiple timebills into a single invoice? To include multiple timebills within a single invoice: 1. Click on the "Invoices" tab. 2. Click on the "Create..." drop-down menu and select "invoice." 3. Select a client from the drop-down menu. You should get a list of all the open timebills for that particular client. 4. Select the timebill(s) to be included in the invoice. 5. Click on "Create the invoice." 6. You will see the created invoice. Go back to Invoices FAQ Index How do I allow my clients to view their invoices online? There are two principal ways to let your clients view invoices: Email them the invoice, and/or give your client guest view privileges. If you send your invoices in the form of e-mail messages, what your clients actually receive is the link to their particular invoice on the OpenAir.com site. To email an invoice: 1. View the invoice a. click on the "Invoices" tab. b. click on "Unpaid invoices" (or "All invoices" if the invoice is paid already). c. click on the "View" tab. 2. Click on "Email Invoice." You can also allow your clients to view their statements online. If you do this, your online invoices will contain a link to your clients' particular statements. To allow clients to view their statements online: 1. Click on the "Account" tab. 2. Click on "Clients." 3. Click the name of the client in the "Clients" list. This will bring up the "Edit client" form). 4. Mark the "Client can view statements" checkbox at the bottom of the form. 5. Click "Save." To give your client guest view privileges: 1. Click on the Account tab, and then select "Role" from the "Create..." drop-down menu. 2. Select a name for the new role, such as "guest" or "client," and then select "Guest" from the adjacent drop-down. This will limit the privileges your clients will have when accessing information via your OpenAir account. 3. Be sure to check "view invoices" as one of the guest privileges, and then click on "Save." 4. In the account tab, select "User" from the "Create..." drop-down list. Enter the name of the client to whom you want to assign the guest role, and select from the "Role" drop-down the name of the guest role you created. Click on "Save." (Note: Depending on your service plan, you may be billed for adding a client as a guest-role user.) 5. Fill out the other fields in the truncated guest-user dialog, and click on "Save." Go back to Invoices FAQ Index How does one delete an invoice created by mistake? To delete an invoice: 1. Click on the "Invoices" tab 2. Click on "Unpaid Invoices" to view a list of unpaid invoices (or if the invoice is paid, click on "All Invoices" instead). 3. Click on the invoice number on the list. This will bring up the "Edit invoice" form. 4. Click on the "Delete" button on the button of that form. This will delete the invoice, which means that the timebills of the invoice will become open again, so you can use them for creating another invoice. Go back to Invoices FAQ Index How can I get my company logo to appear on my invoices? To have your company logo appear on your online and printed invoices: 1. Go to the My Account module, click on the Company tab, and then on the Logos sub-tab. 2. Type in or use the "Browse" button to locate and upload your company logo. 3. Click on "Save." Your logo will now appear on your invoices in the upper left corner. 4. A "Remove [logo path/name]" checkbox will appear that will enable you to chnage or delete your logo if necessary. Note: In order to render properly as a PDF file a GIF file must have a "LZW minimum code size" of 8 bits. An image which contains more than 128 distinct color values will always qualify (e.g., a full 8-bit color palette with 256 entries). If your logo does not appear, try the following in Adobe Photoshop: load the GIF image and change the image color mode from "indexed" to "RGB". Now change the image color mode back to "indexed", choosing a color palette with more than 128 entries, for example the Mac or Windows system palette or the Web palette. Go back to Invoices FAQ Index