Invoice Expert User Guide
V1.0

Table of Contents
1.0 General Information and System Requirements .................................................................................. 6
1.1 Invoice Expert Overview ..................................................................................................................... 6
1.2 System Requirements ......................................................................................................................... 6
2.0 Getting Started ....................................................................................................................................... 7
2.1 Initial Setup – Company Information .................................................................................................. 7
2.2 Initial Setup – Taxing Settings ............................................................................................................. 7
2.3 Initial Setup – Invoice Templates ........................................................................................................ 8
2.4 Initial Setup – Company Logo ........................................................................................................... 10
3.0 Invoice Expert Settings ......................................................................................................................... 11
3.1 Company Information ....................................................................................................................... 11
3.2 System Options ................................................................................................................................. 11
3.3 Email Settings .................................................................................................................................... 13
3.4 Search Settings .................................................................................................................................. 15
3.5 Invoice Defaults................................................................................................................................. 16
3.6 Tax Settings ....................................................................................................................................... 18
3.7 Quote Settings .................................................................................................................................. 19
3.8 Product Settings ................................................................................................................................ 20
3.9 Manage Employees ........................................................................................................................... 22
3.91 Add Employee ............................................................................................................................. 22
3.92 Edit Employee ............................................................................................................................. 23
3.93 Delete Employee ......................................................................................................................... 23
3.94 Refresh Employee List ................................................................................................................. 24
3.10 Manage Drop-downs ...................................................................................................................... 24
3.11 Custom Fields .................................................................................................................................. 26
3.12 Other Settings Buttons.................................................................................................................... 27
4.0 Understanding the Menus ................................................................................................................... 28
4.1 Quick Menu ....................................................................................................................................... 28
4.2 Full Menu .......................................................................................................................................... 29
4.21 Switch Company.......................................................................................................................... 31
4.22 Import Customers/Products ....................................................................................................... 31
4.23 Export Customers/Products ........................................................................................................ 33
5.0 Customers ............................................................................................................................................. 34

5.1 Customer Categories......................................................................................................................... 34
5.2 Add Customer ................................................................................................................................... 34
5.21 Customer Information tab .......................................................................................................... 35
5.22 Ship To tab .................................................................................................................................. 36
5.23 Account tab ................................................................................................................................. 37
5.24 Contact/Other tab ....................................................................................................................... 38
5.25 Cards and ACH tab ...................................................................................................................... 39
5.26 Notes tab ..................................................................................................................................... 39
5.3 Edit Customer.................................................................................................................................... 40
5.31 Customer tool bar ....................................................................................................................... 41
5.4 Delete Customer ............................................................................................................................... 44
5.5 Export Customers.............................................................................................................................. 44
5.6 Reload Customers ............................................................................................................................. 45
6.0 Products ................................................................................................................................................ 46
6.1 Product Categories............................................................................................................................ 46
6.2 Add Product ...................................................................................................................................... 46
6.21 Product Details tab...................................................................................................................... 47
6.3 Edit Product....................................................................................................................................... 49
6.31 Sales History tab.......................................................................................................................... 49
6.32 Purchase History ......................................................................................................................... 50
6.33 Vendors tab ................................................................................................................................. 51
6.4 Delete Product .................................................................................................................................. 51
6.5 Export Products ................................................................................................................................. 51
6.6 Refresh Products ............................................................................................................................... 51
6.7 Other Buttons on Products Page ...................................................................................................... 51
7.0 Vendors................................................................................................................................................. 52
7.1 Add Vendor ....................................................................................................................................... 52
7.11 Vendor Details tab ...................................................................................................................... 53
7.2 Edit Vendor ....................................................................................................................................... 54
7.21 Purchase Orders tab.................................................................................................................... 55
7.22 Associated Products .................................................................................................................... 56
7.3 Delete Vendor ................................................................................................................................... 56
7.4 Export Vendors.................................................................................................................................. 56

7.5 Refresh Vendors List ......................................................................................................................... 56
8.0 PO’s ....................................................................................................................................................... 57
8.1 Add PO .............................................................................................................................................. 57
8.11 Order Items Tab .......................................................................................................................... 59
8.12 Receive Items tab ........................................................................................................................ 62
8.13 Payments tab .............................................................................................................................. 63
8.2 Vendor Details................................................................................................................................... 65
9.0 Invoices ................................................................................................................................................. 66
9.1 Add Invoice........................................................................................................................................ 66
9.11 Customer Information ................................................................................................................ 67
9.12 Ship To......................................................................................................................................... 68
9.13 Invoice Settings/Other ................................................................................................................ 69
9.14 Items ........................................................................................................................................... 70
9.15 Payments tab .............................................................................................................................. 75
9.16 Notes tab ..................................................................................................................................... 78
9.2 Invoice Toolbar.................................................................................................................................. 79
9.21 Print Invoice ................................................................................................................................ 80
9.22 Print Packing Slip ......................................................................................................................... 80
9.23 Email Invoice ............................................................................................................................... 81
9.24 Void Invoice................................................................................................................................. 81
9.25 Add Discount ............................................................................................................................... 82
9.3 Invoice Batch Operations .................................................................................................................. 83
10.0 Recurring Invoices .............................................................................................................................. 84
10.1 Add Recurring Invoice ..................................................................................................................... 84
10.2 Edit Recurring Invoice ..................................................................................................................... 86
10.3 Delete Recurring Invoice ................................................................................................................. 86
11.0 Quotes ................................................................................................................................................ 87
11.1 Add Quote ....................................................................................................................................... 87
11.11 Customer Information .............................................................................................................. 88
11.12 Ship To....................................................................................................................................... 89
11.13 Quote Settings .......................................................................................................................... 90
11.14 Items ......................................................................................................................................... 91
11.15 Notes tab ................................................................................................................................... 9511.2 Quote Toolbar ................................................................................................................................. 95
11.21 Print Quote................................................................................................................................ 96
11.22 Email Quote............................................................................................................................... 97
11.23 Void Quote ................................................................................................................................ 98
11.24 Convert to Invoice ..................................................................................................................... 98
11.25 Add Discount ............................................................................................................................. 98
12.0 Reporting .......................................................................................................................................... 100
12.1 Reporting List ................................................................................................................................ 100
12.11 Customer Balance ................................................................................................................... 100
12.12 Customer List .......................................................................................................................... 100
12.13 Customer Ship List .................................................................................................................. 101
12.14 Invoice Profit ........................................................................................................................... 101
12.15 Invoices ................................................................................................................................... 101
12.16 Payments Received ................................................................................................................. 102
12.17 Price List .................................................................................................................................. 102
12.18 Product List ............................................................................................................................. 102
12.19 Product Sales........................................................................................................................... 103
12.20 Product Sales Alternate .......................................................................................................... 103
12.21 Product Sales by Customer ..................................................................................................... 103
12.22 Stock Items .............................................................................................................................. 104
12.23 Stock Low Alerts ...................................................................................................................... 104
13.0 Invoice Designer ............................................................................................................................... 105
13.1 Adding Additional Fields to your Template .................................................................................. 106
13.2 Modifying Field Formats ............................................................................................................... 106
14.0 FAQ ................................................................................................................................................... 109i) What are the differences between the Free version of Invoice Expert and the Full paid version? .. 109ii) How do I upgrade Invoice Expert from the Free version to the Full version? .................................. 109iii) How do I Move Invoice Expert to a new computer? ....................................................................... 111iv) How do I configure other currencies on Invoice Expert? ................................................................. 112v) Where is the database file located on my computer? ...................................................................... 112vi) Where are my invoice template files located? ................................................................................ 112

1.0 General Information and System Requirements
1.1 Invoice Expert Overview
fInvoice Expert is a software package to meet the billing, inventory and invoicing needs of your business.
Whether you specialize in professional services, running a retail store, invoicing customers for repair
work, or running an Internet business, Invoice Expert can be used for your needs

1.2 System Requirementsf

To use Invoice Expert, you must have Windows installed on your computer.

2.0 Getting Started
2.1 Initial Setup – Company InformationfUpon downloading and installing Invoice Expert, you will be prompted with a Setup Wizard screen to
populate your company information. Note that any step during this Setup Wizard can be modified via
the Settings function within the program if you need to skip any steps at this point in time.
Complete the information and click “Continue”.

2.2 Initial Setup – Taxing Settingsf

The next screen is for Tax details.
Field

Definition

Default Tax Rate 1 / Default Tax Rate 2

Input the tax expected to be included on yourproducts. If no tax, input 0

Tax 1 Printed Description / Tax 2 Printed
Description

Input how you expect the tax to appear on
invoices (e.g: Tax, VAT, GST, HST etc).

Always show tax 2 on invoices

If you do not plan on using Tax 2, uncheck thisfield so it does not appear on the invoices

Apply Tax 2 including of Tax 1

If Tax 2 is used, check this box off if Tax 2 should
be calculated inclusive of Tax 1 (i.e: Tax 2 will
equal (Product Price + Tax 1) * Tax 2)

Apply Tax 1 to Shipping / Apply Tax 2 to Shipping

Check these boxes off if Tax should be applied to
Shipping costs

Calculate tax by the “taxable total” method

Unselect this box if you would like tax to be
calculated on a per line/product basis vs. total
amount of the sale

Set new products taxable by Tax 1 /Select these boxes if you would like the default ofyour products to have Tax 1 and Tax 2
automatically selected

Set new products taxable by Tax 2

Click “Continue”.

2.3 Initial Setup – Invoice Templatesf

The next screen is for reviewing the Invoice Templates. Review each of the templates to determine
which you would like to use as the Default Invoice template for your Invoices. Refer to the below table
to understand the differences between the templates available.

SKU

Description

X

X

X

X

X

X

X

X

X

X

X

X

Professional 2

X

X

X

X

X

Ship To

PO #X

Bill To

Term

X

Total

Due Date

X

Price

Account #X

Quantity

Invoice #Professional 1

Logo

Template

Comments

Professional 3

X

X

X

X

X

X

X

X

X

X

X

X

Professional 4

X

X

X

X

X

X

X

X

X

X

X

X

X

Professional 4
Blue

X

X

X

X

X

X

X

X

X

X

X

X

X

Same asProfessional 4
but Blue

Professional 4
Green

X

X

X

X

X

X

X

X

X

X

X

X

X

Same asProfessional 4
but Green

Professional 4
Red

X

X

X

X

X

X

X

X

X

X

X

X

X

Same asProfessional 4
but Red

Select the image of the invoice template on the screen. Click “Next”.

2.4 Initial Setup – Company Logof

Select your company logo. Click “Finish”.

3

3.0 Invoice Expert Settingsf

3.1 Company Informationf

If you have any updates to the company information from 2.1, or if you want to “Include Company
Name on Invoices”, you can check this box at this time, or make any other company information
updates. Be sure to click “Update Settings” after you have made your updates.

3.2 System Options

Update the fields on this screen, per below table, as required:
Field

Definition

Application Options
Confirm on Exit

Select this box if you would like the program to give a prompt-box toconfirm exiting Invoice Expert when you exit out of the program. If
not selected, Invoice Expert will close automatically.

Don’t notify when updates areavailable

Select this box if you do not want to be notified when Invoice Expert
releases a new version of its program. If not selected, you will
receive a prompt box when you start Invoice Expert, if a new version
has been released.

Invoice and Customer
Numbers
Next Invoice #Input the number/ID for the next invoice which will be used tonumber all invoices. Do not use any special characters (e.g: -, /, \, %,@, or any other character that cannot be in a Windows file name)

Next Quote #Input the number/ID for the next quote which will be used tonumber all quotes. Do not use any special characters (e.g: -, /, \, %,@, or any other character that cannot be in a Windows file name)

Next Customer #Input the number/ID for the next customer which will be used tonumber all customers. Do not use any special characters (e.g: -, /, \,%, @, or any other character that cannot be in a Windows file name)

Invoice # Prefix

Character(s) to use at the beginning of each invoice. Do not use any
special characters (e.g: -, /, \, %, @, or any other character thatcannot be in a Windows file name)

Quote # Prefix

Character(s) to use at the beginning of each quote. Do not use any
special characters (e.g: -, /, \, %, @, or any other character thatcannot be in a Windows file name)

Customer # Prefix

Character(s) to use at the beginning of each customer. Do not use
any special characters (e.g: -, /, \, %, @, or any other character thatcannot be in a Windows file name)

Next P.O #Input the number/ID for the next PO which will be used to number
all POs. Do not use any special characters (e.g: -, /, \, %, @, or any
other character that cannot be in a Windows file name)

P.O # Prefix

Character(s) to use at the beginning of each PO. Do not use any
special characters (e.g: -, /, \, %, @, or any other character thatcannot be in a Windows file name)3.3 Email SettingsfUpdate the fields on this screen, per below table, as required:
Field
Email Server

Definition-

Custom Email Server

Use invoice expert email server: Using this setting will send
emails from our email server
Use custom email server: Selecting this will require you to
input details under “Custom Email Server”. Example of email
servers that would be used: Gmail, Outlook etc.

This is only populated if you have chosen “Use custom e mail server”-

SMTP Server: Indicate the SMTP mail server
Port: Indicate the email port
Username: Input the email address associated to this mailserverPassword: Input the password associated to this email
address
Use CRAM: Check this off if your email uses CRAM
Use SSL/TLS: Check this off if your email uses SSL/TLS

Company Email Address

Input your email address in this field

CC me on all outgoing emails

Check this off if you would like to receive an email for all email sentfrom Invoice Expert software

Invoice Settings
Invoice Email Subject

Input the subject line that you would like on all outgoing invoices sent
via Invoice Expert

Invoice Email Body

Customise this field to reflect the wording you would like on all
outgoing invoices sent via Invoice Expert*

Quote Settings
Quote Email Subject

Input the subject line that you would like on all outgoing quotes sent
via Invoice Expert

Quote Email Body

Customise this field to reflect the wording you would like on all
outgoing quotes sent via Invoice Expert*

Customer Statement Settings
Statement Email Subject

Input the subject line that you would like on all outgoing customer
statements sent via Invoice Expert

Statement Email Body

Customise this field to reflect the wording you would like on all
outgoing customer statements sent via Invoice Expert**The following fields can be used to reference items from your invoice/quote/customer statements:
Field

Usage

{Customer_Name}

Name of your customer{Invoice_Number}

Invoice number{Balance_Due}

Balance due by the customer{Date_Due}

Due date of the invoice/quote{Quote_Number}

Quote number

3.4 Search Settings
f

Field

Definition

Default Customer Search
Search Field

Select the search field that you want the Customer search to default
on when requiring to do a search on the Customer page

Search Type

Select the search type that you want the Customer search to default
on when requiring to do a search on the Customer page

Default Product Search
Search Field

Select the search field that you want the Product search to default on
when requiring to do a search on the Product page

Search Type

Select the search type that you want the Product search to default on
when requiring to do a search on the Product page

Default Invoice Search
Search Field

Select the search field that you want the Invoice search to default on
when requiring to do a search on the Invoice page

Search Type

Select the search type that you want the Invoice search to default on
when requiring to do a search on the Invoice page

Default Quote Search
Search Field

Select the search field that you want the Quote search to default on
when requiring to do a search on the Quote page

Search Type

Select the search type that you want the Quote search to default on
when requiring to do a search on the Quote page

3.5 Invoice Defaults
f

Field

Usage

Default invoice template

Select the invoice template you would like the program to default towhen creating a new invoice. Refer to section 2.3 Initial Setup –Invoice Templates

Set All button

Select this first “Set All” button if you want to set all invoices within
the software to the “Default invoice template” selected

Default payment type

Select the payment type you would like the program to default towhen creating a new payment.

Default payment terms

Select the payment terms you would like the program to default towhen creating a new invoice.

Set All button

Select this second “Set All” button if you want to set all invoices within
the software to the “Default payment terms” selected

Create/Update customers
from invoices/quotes

Check this off if you would like the ability to modify customer
information from the Invoice or Quotes page

Create items frominvoices/quotes

Check this off if you would like the ability to add new products to thesoftware from the Invoice or Quotes page

Invoice PrinterSelect your default printer for invoices

Statement PrinterSelect your default printer for customer statements

Include on the last page ofevery invoice

Input the text you would like to appear on the bottom of all invoices

Invoice Display Texts
SKU/Code Show as:

How you want “SKU/Code” to appear on invoices. Default: SKU

Description Show as:

How you want “Description” to appear on invoices. Default:
Description

Quantity Show as:

How you want “Quantity” to appear on invoices. Default: QTY

Account # Show as:

How you want “Account #” to appear on invoices. Default: Account #Due Date Show As:

How you want “Due Date” to appear on invoices. Default: Date Due

Subtotal Show As:

How you want “Subtotal” to appear on invoices. Default: Subtotal

Balance Show As:

How you want “Balance” to appear on invoices. Default: BalanceTerms Show As:

How you want “Terms” to appear on invoices. Default: Terms

Sales Rep Show As:

How you want “Sales Rep” to appear on invoices. Default: Sales Rep

Shipping Show As:

How you want “Shipping” to appear on invoices. Default: Shipping

Location Show As:

How you want “Bin location” to appear on invoices. Default: Bin
LocationLine Price Show As:

How you want “Price” to appear on invoices. Default: RateLine Total Show As:

How you want “Total” to appear on invoices. Default: Total

Date Show As:

How you want “Invoice Date” to appear on invoices. Default: Inv Date

Bill To Show As:

How you want “Bill To” to appear on invoices. Default: Bill To

Ship To Show As:

How you want “Ship To” to appear on invoices. Default: Ship To

Total Show As:

How you want “Total” to appear on invoices. Default: Total

Payment Show As:

How you want “Payment” to appear on invoices. Default: Payment

Inv # Show As:

How you want “Invoice #” to appear on invoices. Default: Invoice #PO Show As:

How you want “PO #” to appear on invoices. Default: PO #Past Due Show As:

How you want “Past Due” to appear on invoices. Default: PAST DUE

3.6 Tax Settings

Field

Usage

Tax 1 Number

Input a number in this field if you are required to track your Tax 1
number.

Tax 2 Number

Input a number in this field if you are required to track your Tax 2
number.

Update customer databasewith new tax rates button

If you update the tax rates to a new tax rate after initial setup, thisbutton will update the tax settings for all customers in the database.

For all other fields on this page, please refer to section 2.2 - Initial Setup – Taxing Settings.

3.7 Quote Settings
f

Field

Usage

Default quote template

Select the quote template you would like the program to default towhen creating a new quote. Refer to section 2.3 Initial Setup – Invoice
Templates

Set All button

Choose this button if you want to set all quotes to have this default
quote template

Quote PrinterSelect your default printer for quotes

Include on the last page ofevery quote

Input the text you would like to appear on the bottom of all quotes

Quote Display Texts
SKU/Code Show as:

How you want “SKU/Code” to appear on quotes. Default: SKU

Description Show as:

How you want “Description” to appear on quotes. Default: Description

Quantity Show as:

How you want “Quantity” to appear on quotes. Default: QTY

Subtotal Show As:

How you want “Subtotal” to appear on quotes. Default: Subtotal

Line Price Show As:

How you want “Price” to appear on quotes. Default: RateLine Total Show As:

How you want “Total” to appear on quotes. Default: Total

Date Show As:

How you want “Quote Date” to appear on quotes. Default: Date

Total Show As:

How you want “Total” to appear on quotes. Default: Total

Quote # Show As:

How you want “Quote #” to appear on quotes. Default: Quote #Valid Until Show As:

How you want “Quote Valid until” to appear on quotes. Default: Valid
Until

Account # Show As:

How you want “Account #” to appear on quotes. Default: Account #3.8 Product Settingsf

All updates on this screen will assist with calculating Product Pricing.
Product Markup Pricing from CostYour Product Price will be updated accordingly for your Product, depending on the Mark up Percentsindicated on this screen. Update the “In Between” Costs and “MarkupPercent” depending on how you
would like your Product Pricing calculated for your products.
For example:

If your product cost is $90, the table indicated shows that the price should be marked up by 150% (asthe $90 falls between the $50 and $99.99 row). Thus, $90 * 150% = $135, so the price of your productwill be $90 + $135 = $225.
Product B / C / D Pricing
Field

Usage

Calculate From: Retail or
Cost

This field is used on the Products page, if you would like to set
different pricing for your product, depending on the existing price ofthe product, where a price B, C, or D will be calculated based on the
Retail price of the product or the actual Cost of the product,
depending on what is selected in the drop-downMark Up/Down

This field determines if your Price B, C, or D pricing on the product will
be marked up or downPrice B %Product Pricing B will be calculated using a combination of the %indicated in this field of your product retail or product cost, dependingon what is selected in the first field. E.g: If your Product Cost is $10,
and 10% is indicated in this field, and it is listed as “Mark Up”, Price B
will be $11
If it is listed as “Mark Down”, Price B will be $9

Price C %Product Pricing C will be calculated using a combination of the %indicated in this field of your product retail or product cost, dependingon what is selected in the first field, along with the mark up/down
selection

Price D %Product Pricing D will be calculated using a combination of the %indicated in this field of your product retail or product cost, dependingon what is selected in the first field, along with the mark up/down
selection

3.9 Manage Employeesf

Use this section in order to keep track of the details of your employees working for you. These names
can be utilised to add a “Salesperson” to an invoice if needing to identify sales people by invoice.

3.91 Add Employee
Clicking the Add Employee button will allow you to add new employees to the
database. Upon clicking this button, the below will pop-up for you to input allnecessary fields related to the employee including name, address, phone:

3.92 Edit Employee
Clicking the Edit Employee button will allow you to edit any existing employees data
within the database. Upon selecting the employee name within the employee list,
the same window as the “Add Employee” functionality will appear.

3.93 Delete EmployeedClicking the Delete Employee button will allow you to delete an employee from theemployee database. Upon selecting an employee, per screenshot above, and clicking
the “Delete Employee” button, you will then be prompted to confirm deletion of the employee
from your database:3.94 Refresh Employee Lists

Clicking the Refresh Employee List button will refresh the employee list table, in theevent that any changes were made to employees that have not yet been refreshedon screen.

3.10 Manage Drop-downsa

Use this section to add additional Payment Types, Shipping Types, or Payment Terms that will appear for
all Invoices, Quotes, or Purchase Orders.
Clicking the “Add” Button in any of the sections will bring up a dialog-box asking you to input
the name of the new item you would like to add. Example:

Type the new value
you would like to
add in this box

Once the value has
been inputted, click
this Save button

If you no longer
want to input a newvalue, click Cancel

Clicking the “Edit” Button in any of the sections will bring up a dialog-box asking you to input
the new value of the item selected to edit. Example:
Select the value that you would liketo edit/modify. Click Edit.

Type the new value
you would like to
add in this box

If you no longer
want to edit thevalue, click Cancel

Once the value has
been inputted, click
this Save button

Clicking the “Delete” button in any of the sections will bring up a dialog-box asking you to
confirm that you want to delete the selected value. Example:
Select the value that you would liketo delete. Click Delete.

If you want todelete the selectedvalue, click Yes

If you no longer want
to delete the selectedvalue, click No

3.11 Custom Fields
There may be some additional fields that you would like added for your customers, products, or invoicesthat are not available as standard fields on screen. You can use this screen to add additional details toeach section (Customer, Product, Invoice) if needed.

Field

Usage

Field <X> show as:

Input the name of the field as you would like it indicated on thescreen. The text inputted in this field will be the label for the fieldthat displays on screen. For example, if you input field to show as“Customer Promo Card”, this will display on screen as such within thecorresponding section that the custom field has been selected for.

Note that up to 5 custom fields can be added to the Customer, Product, or Invoice screen. If thecheckbox is selected beside the corresponding field, the field will be displayed on screen in the indicatedsections. (i.e: Customer Screen -> Contact/Other tab will be where the custom fields are displayed,
Product Screen -> Product Details tab will be where the custom fields are displayed, Invoice Screen ->Invoice Settings/Other tab will be where the custom fields are displayed).

3.12 Other Settings Buttons
This ensures to save all settings, however also clicking the “Exit” button will also save all
settings before closing the Settings pop-up box.
Reload the settings screen.

This will create a back up of your database, in the event there are any issues with yourcomputer. Be sure to back up your database frequently so that you have a backup coy of
all your data.
This button will restore a previous version of your data/database, if you would like torevert to a previous version of your database. When clicking this button, it will firstcreate a backup of your existing database, and then it will ask you to select the database
version you would like to restore

This button will bring you to the help section of the Invoice Expert website.

This button will save any changed settings, as well as close the Settings pop-up box.

4.0 Understanding the Menus
4.1 Quick Menu
The quick menu displays the key components you will utilise in a concise menu bar.

Menu Button

ActionSelect this button if you would like to see graphs of Current Aging Invoices,
Product Sales by Category and Product Profit by Category
Select this button to open up the Invoice Expert Settings (Section 3) of the
program.
Select this button to navigate to the Customers within the program.

Select this button to navigate to the Products within the program.

Select this button to navigate to the Vendors within the program.

Select this button to navigate to the Purchase Orders within the program.

Select this button to navigate to the Invoices within the program.

Select this button to navigate to the Recurring Invoices within the program.

Select this button to navigate to the Quotes within the program.

Select this button to navigate to the Reporting within the program.

Select this button to navigate to the Invoice Designer within the program.

Select this button to navigate to the Help section of our website.

Select this button to close Invoice Expert program.

4.2 Full Menu
The full menu displays all available features within Invoice Expert.

dMenu Button

ActionSelect this button if you would like to see graphs of Current Aging Invoices,
Product Sales by Category and Product Profit by Category
Select this button to open up the Invoice Expert Settings (Section 3) of the
program.
Select this button if you have more than one company maintained by Invoice
Expert, or if you would like to create a new company. Refer to Section 4.21 formore details.
Select this button if you have a tab delimited file to import bulk customers.
Refer to Section 4.22 for more details.
Select this button if you would like to export to a tab delimited file all of yourcustomers currently in the program. Refer to Section 4.23 for more details.
Select this button if you have a tab delimited file to import bulk products. Refer
to Section 4.22 for more details.
Select this button if you would like to export to a tab delimited file all of yourproducts currently in the program. Refer to Section 4.23 for more details.
Select this button to navigate to the Customers within the program.

Select this button to be automatically brought to the dialog-box in order to add
a new customer to the program.

Select this button to navigate to the Products within the program.

Select this button to be automatically brought to the dialog-box in order to add
a new product to the program.
Select this button to navigate to the Vendors within the program.

Select this button to be automatically brought to the dialog-box in order to add
a new vendor to the program.
Select this button to navigate to the Purchase Orders within the program.

Select this button to be automatically brought to the dialog-box in order to add
a new Purchase Order to the program.
Select this button to navigate to the Invoices within the program.

Select this button to be automatically brought to the dialog-box in order to add
a new invoice to the program.
Select this button to navigate to the Recurring Invoices within the program.

Select this button to be automatically brought to the dialog-box in order to add
a new recurring invoice to the program.
Select this button to navigate to the Quotes within the program.

Select this button to be automatically brought to the dialog-box in order to add
a new quote to the program.
Select this button to navigate to the Reporting within the program.

Select this button to navigate to the Invoice Designer within the program.

Select this button to navigate to the Help section of our website.

Select this button to close Invoice Expert program.

4.21 Switch Company
If you are utilising Invoice Expert for more than one company, you will use this button to switch backand forth between companies. Once selecting this button, the following dialog box will appear:

Use this button to create
a new company
file/database.

This display will show you
all of the recent company
files that you have opened

Once you have selected a company file
to open in the recent files, click thisbutton to switch to this company fileIf you have saved acompany file in a specificfolder, you can use thisbutton to navigate to thefile.

4.22 Import Customers/Products
If importing customers or products to Invoice Expert, it is best to start with the exported version ofthese files so that you can see the headers required to successfully complete an import. Otherwise, tostart a new template:1) Open excel2) a) For Products, ensure that you have the following headers in Row 1:
SKU
ProductName
Description
Category
Stock
LowLimit
Price
Cost
TaxableTaxable2
Service
BinLocation

The columns Taxable,Taxable2 and Service are True/False fields. True/False are case sensitive. The
import won't work if you use true/false or TRUE/FALSE. It must show as “True” or “False”, without
quotes in those columnsb) For Customers, ensure that you have the following headers in Row 1:
CustomerNumber
CustomerName
BillToName
BillToStreet1
BillToStreet2
BillToCity
BillToState
BillToZip
BillToCountry
ShipToName
ShipToStreet1
ShipToStreet2
ShipToCity
ShipToState
ShipToZip
ShipToCountry
CCName
CCNumber
CCExpMonth
CCExpYear
ContactName
ContactPhone
ContactPhone2
ContactFax
ContactEmailContactTitle
CustomerNotes
3) Once the headers are in place select File -> Save As from Excel and for format, choose "Text (Tabdelimited) (*.txt), then click the Save button.
4) Click Import Products or Import Customers, depending on what is being imported

5) Click Select File and navigate to the file you would like to import. You will then be shown adisplay of what is to be imported:

6) Click “Finalize Import” and your customers or products will then be imported and you should
receive the following confirmation:If, however, there are errors in your import (e.g: format incorrect for the text value), errors will behighlighted in red to show you what is required to be fixed in your import file before trying to importagain:

4.23 Export Customers/Products
Upon clicking the export customers or products button, you will be shown a dialog box indicating thatthe export has been completed and location of the export:

5.0 Customers
The Customers screen is where you will manage all of your customers.
Use this section to search yourcustomer database, using thedrop-down to choose what you
want to search by, and if justActive and/or In-Active Customers.
Click “Search Customers” to searchand the results will appear in thedisplay list.

This section will display the
Customer Information, including
address, and contact information,
as well as outstanding balance byage, of the customer selected in
the display list.

Use this section to complete a Customer Batch Operation:
1)
2)

Delete Customers – All “Selected” Customers (I.e: Customers with acheckbox beside their name) will be deleted if you “Run Customer Batch”
Update Category - All “Selected” Customers (I.e: Customers with acheckbox beside their name) will be updated with the Category Namethat is selected under “Category Name” selection after you click “Run
Customer Batch”

Selecting Check All will select every customer
in the display list.

4.0

Selecting Un-Check All will de-select any
selected customers in the display list.

This Display List will show the entire list of Customers that are part of your company
database upon first navigating to this screen, as well as the results of a Customer Search,depending on the Customer Search section.

5.1 Customer Categories
Customer Categories can be modified within this section as required.
This button will add a new category to the category list, enabling you to categorise customers withthis new category created.
This button will give you the ability to edit the name of the category selected in the category list.
This button will give you the ability to delete the category selected in the category list.

This is the Category Name list box, which displays a list of all available categories for you to choose
to assign customer’s to. This is also the list where new categories will be added, as well as where
you have the option to edit existing categories or delete existing categories.

5.2 Add Customer
The Add Customer box enables you to add new customers to the database. Clicking thisbutton will open up the following screen:This display list will provide you with a list of all Invoices, Recurring
Invoices, Payments, Quotes, and Notes associated to this specificcustomer. When creating a new customer, the add/edit invoices,
recurring invoices, payments, and quotes functionality is disabled
until the “Add/Update Customer” button has been selected to savethe customer to the database.

Once all of the appropriate details have been populated for the customer, be sure to click “Add/Update
Customer” to save the customer details to the database.

5.21 Customer Information tab
This is the main tab that provides key contact information on the customer.
Field

Definition

Customer Name

Input the name of the customer

Billing To Name

Input the name of whom will be billed toBilling Address

Input the address of whom will be billed to

City

Input the city where the customer resides

State

Input the state where the customer resides

PostalInput the postal where the customer resides

Country

Input the country where the customer resides

Customer Number

Input the customer number associated with the customer, if any

StatusSelect if it is an active customer or inactive customer (I.e: no longer
doing business with this customer)

Category

Select the category you would like to associate with this customer, if
you would like to sort your customers by category. Refer to section
5.1 on Customer Categories

Phone Number

Input the phone number of the customer

Email Address

Input the email address of the customer

5.22 Ship To tab
This tab can be used if the customer has different shipping information.

Field

Definition

Same as Bill To information

Select this box if the Ship To information should be the same as theBill to Information. If selected, the information on this form will beread-only and will automatically populate with the Bill to information
details from the Customer Information tab.

Ship To Name

Input the name of the customer to ship to, if different than the Bill To
details

Ship To Address

Input the address of whom to ship to, if different than the Bill To
details

City

Input the city where the customer resides for shipping information

State

Input the state where the customer resides for shipping information

PostalInput the postal where the customer resides for shipping information

Country

Input the country where the customer resides for shipping
information

5.23 Account tab
This tab provides invoice specific details on the customer.

This section will provide abreak-down, by age, of any
outstanding balances owed
by the customer

Field

Definition

Invoice Template

Select the invoice template you would like to default to when creating
invoices for this customer. By default, this invoice template is set tothe invoice selected in Section 2.3 – Initial Setup Invoice Templates or
Section 3.5 Invoice Defaults. For reference on the different types of
invoices, please refer to Section 2.3 – Initial Setup - Invoice Templates

Quote Template

Select the quote template you would like to default to when creating
quotes for this customer. By default, this quote template is set to thequote selected in Section 3.7 – Quote Settings

Payment Terms

Select the payment terms you would like to default to when creating
invoices for this customer. By default, the payment terms is set to thepayment terms selected in Section 3.5 Invoice Defaults

Payment Type

Select the payment type you would like to default to when creating
payments for this customer. By default, the payment type is set tothe payment type selected in Section 3.5 Invoice Defaults

Default Pricing Level

Select the pricing level that the customer would use as the default
product price when adding products to the customer’s invoice.

Options include: A, B, C, D Refer to Section 3.8 Product Pricing
Settings
Tax

Input the tax rate that would be applied for all invoices related to thiscustomer. By default, the tax in this field is set to the tax inputted in
Section 3.6 Tax Settings

Tax 2

Input the tax rate 2 that would be applied for all invoices related tothis customer. By default, the tax in this field is set to the tax 2
inputted in Section 3.6 Tax Settings

Tax Exempt

Select “No” if this customer has tax included on invoices created forthem by default. Select “Yes” if this customer will not have tax
included on their invoices by default.

Tax Number

Input the customer’s tax number, if applicable

5.24 Contact/Other tab
Additional contact information can be inputted for the customer, if required.

Field

Definition

Contact Name

Name of customer or additional contact nameContact Title

Customer’s title

Phone 2

Additional phone number for customer, if applicable

Fax

Fax number for customer, if applicable

Other Custom Details*If you selected in the Custom Fields Settings for Custom fields to be
used for Customers, they will appear on this tab

Custom Field 1 - 5

Input the data you require based on the custom field you have added
to the screen, if any.

5.25 Cards and ACH tab
Use this tab to store customer payment information, if necessary.

Field

Definition

Name on Credit Card

Input the name on the customer’s credit card for payment purposes

Credit Card Number

Input the credit card number of the customer

Expiration

Input the expiry date of the customer’s credit card

CCV #Input the CCV code on the customer’s credit card

Routing Number

Input the routing number of the checking account

Account Number

Input the customer’s account number

5.26 Notes tab
At the bottom of every customer details form, there is a Notes tab where you can input any specificnotes regarding the customer for reference.

5.3 Edit Customer

The Edit Customer box enables you to edit the selected customer from the display list. Oncea customer has been selected from the display list, clicking this button will open up the same
screen from Section 5.2 Add Customer, however the screen will be populated with thecustomer’s details. You can edit any of the fields, per Section 5.2, on screen and clicking “Add/Update
Customer” will save the edited details back to the system. Note that double clicking on any customer
listed on the customer display list on the Customer screen will also bring you to the customer’s profile toedit.

5.31 Customer tool bar
After you click “Add/Update Customer”, you’ll notice that a few more buttons become active/enabled,
including the toolbar below:

ButtonDescription

This statement will give you a listing of all unpaid invoices prior to the statement run
date. See Section 5.312 Customer Statement to see how the statement looks.
This statement will give you a list of all invoices related to the customer. See Section
5.313 Invoice History to see how the report looks
This will allow you to send an email from the program, with the customer statement
attached, to the current customer. See section 5.314 Email Customer to see theemail functionality.
This brings you to the “Add Invoice” functionality of the program, automatically
populating the chosen customer as the invoice recipient. See section 9.1 on Add
InvoiceThis brings you to the “Add Recurring Invoice” functionality of the program,
automatically populating the chosen customer as the recurring invoice recipient.
See section 10.1 on Add Recurring Invoice
This brings you to the “Add Quote” functionality of the program, automatically
populating the chosen customer as the quote recipient. See section 11.1 on Add
Quote
This button will update any active records for the customer (i.e: any active invoices,quotes, or recurring invoices) with any customer information updates you havemade on screen. Example: If the customer’s address has changed, clicking thisbutton will update the address on any active records.

5.312 Customer Statement

Your company details

Customer details

Date of when thestatement was run.
Statement will only show
any outstanding balances
for invoices due prior to
the statement date.

Outstanding balance owing by
the customer for any invoices
due prior to statement dateThis lists all the outstanding
invoices that make up the total
Balance.

This breaks down the balance
outstanding by the age of each
outstanding balance. i.e: 1-30
days overdue, 30-60 days
overdue, 60-90 days overdue, or120+ days overdue

5.313 Invoice History

Your company details

Customer details

Date of when thestatement was run.

Outstanding balance owing by
the customer for any invoices
due prior to statement dateThis lists all the invoices
associated to this customer.

This breaks down the balance
outstanding by the age of each
outstanding balance. i.e: 1-30
days overdue, 30-60 days
overdue, 60-90 days overdue, or120+ days overdue

5.314 Email Customer

Your company email
To send email to customer

Modifiable subject
line of the email
Customer’s email address

Feel free tocustomise this email
body as required, as
this will be theverbiage included in
the email to thecustomer.

PDF attachment of the customer
statement. You can click the“Preview Statement” button to
see the statement being sent tothe customer.

To close this window, once
email has been sent or if you nolonger want to send an email.

5.4 Delete Customer
This button will delete the customer that is selected (example below) in the customer
display list. When you click “Delete Customer”, you will get a prompt to confirm if you want
to delete the selected resource from your database.

4

5.5 Export Customers
This button will export to excel all customers and fields/details displayed in the customer
display list.

5.6 Reload Customers
This button will refresh the screen/customer list, in the event that you have made customer
updates in another section of the program. Example: If you change a customers details likename or contact details via the invoices section of Invoice Expert, the customer page does
not get automatically refreshed live on-screen, unless you press the “Refresh Customers” button; at thispoint in time, the list will update with the latest details.

6.0 Products
The Products screen is where you will manage all of your products.
Use this section to search yourproducts database, using the dropdown to choose what you want tosearch by, and if just Active and/or
Products and/or Services. Click“Search Products” to search andthe results will appear in thedisplay list.

This section will display the
product details, including SKU,
product number and name, as wellas cost and price (A,B,C,D) of the
product and stock level.

Use this section to complete a Product Batch Operation:
3)
4)

Delete Products – All “Selected” Products (I.e: Products with a checkbox
beside their name) will be deleted if you “Run Product Batch”
Update Category - All “Selected” Products (I.e: Products with a checkbox
beside their name) will be updated with the Category Name that isselected under “Category Name” selection after you click “Run ProductBatch”

Selecting Check All will select every product inthe display list.
Selecting Un-Check All will de-select any
selected products in the display list.

This Display List will show the entire list of products that are part of your company
database upon first navigating to this screen, as well as the results of a Product Search,depending on the Product Search section.

6.1 Product Categories
Product Categories can be modified within this section as required.
This button will add a new category to the category list, enabling you to categorise products withthis new category created.
This button will give you the ability to edit the name of the category selected in the category list.
This button will give you the ability to delete the category selected in the category list.

This is the Category Name list box, which displays a list of all available categories for you to choose
to assign product’s to. This is also the list where new categories will be added, as well as where
you have the option to edit existing categories or delete existing categories.

6.2 Add Product
The Add Product box enables you to add new products to the database. Clicking this button will
open up the following screen:Once all of the appropriate details have been populated for the product, be sure to click “Update
Product” to save the product details to the database.

6.21 Product Details tab
This is the main tab that provides key information on the product.
Field

Definition

Product Status

Product can either be Active (still available as part of your company)or Inactive (no longer available)

Product Category

Select product category associated to the product (refer to Section 6.1
Product Category to change any categories in this drop-down list)

Product Name

Input the name of the productProduct Number

Input the product number

Product SKU/Barcode

Input the SKU/barcode of the productProduct Bin Location

Input the bin location of the product

BarcodeThis is automatically generated based on the SKU/barcode inputtedPrinted Product Description

Input the description of the productInternal Product Notes

Input any notes related to the product for your own reference

Product Image

Add a product image via the “Select Image” button related to the
product. If you no longer want the product image, click “Clear image”

Stock Level

Input the amount of stock available for the product

Low Level

Input the number that you would like to consider to be “low” on stock
to be notified on if it reaches this number (utilised in the Stock Low
Alerts report if the product goes below this low level)

Is Service

Select “Yes” if this product is considered a Service. Select “No” if thisis not a service.

Taxable – Tax 1

Check this box off if this product is taxable with tax 1

Taxable – Tax 2

Check this box off if this product is taxable with tax 2

Product Cost

Input the cost that this product costs you

Product Price

Input the price you are selling this product for

Product Price B

Input the price you are selling this product for if requiring additional
product price if the product is sold at different price points todifferent customers

Product Price C

Input the price you are selling this product for if requiring additional
product price if the product is sold at different price points todifferent customers

Product Price D

Input the price you are selling this product for if requiring additional
product price if the product is sold at different price points todifferent customers

Prc Button

This button will set the price of your product, depending on the
Product Markup Price settings that you in the Product Settings of
Invoice Expert

BCD Button

This button will set the B, C, D price of your product depending on theB, C, D settings that you set in the Product Settings of Invoice Expert

Custom Fields*If you selected in the Custom Fields Settings for Custom fields to be
used for Products, they will appear on this tab

Custom Field 1 - 5

Input the data you require based on the custom field you have added
to the screen, if any.

6.3 Edit Product
The Edit Product box enables you to edit the selected product from the display list. Once a
product has been selected from the display list, clicking this button will open up the same
screen from Section 6.2 Add Product, however the screen will be populated with the
product’s details. You can edit any of the fields, per Section 6.2, on screen and clicking “Update
Product” will save the edited details back to the system. Note that double clicking on any product listedon the product display list on the Product screen will also bring you to the product’s profile to edit.

6.31 Sales History tab
This tab will show you a list of all sales made associated to this product.

Use this button toexport the sales
history of this productto excel
Display list
indicating all
sales madeagainst thisproduct

Shows the total sales,
cost and profit against
this product (Profit =Sales – Cost)

6.32 Purchase History
This tab will show you all purchases made to purchase this product.
Use this button toexport the purchasehistory of this productto excel
Display list
indicating allpurchases
made forthis product6.33 Vendors tab
This tab will show you all vendors that you purchase the product from.

6.4 Delete ProductThis button will delete the product that is selected (example below) in the product display
list. When you click “Delete Product”, you will get a prompt to confirm if you want to delete
the selected product from your database.

6.5 Export ProductsThis button will export to excel all products and fields/details displayed in the product display
list.

6.6 Refresh ProductsThis button will refresh the screen/product list, in the event that you have made productupdates or stock updates in another section of the program. Example: If you add stock to a
product via the PO section of Invoice Expert, the product page does not get automaticallyrefreshed live on-screen, unless you press the “Refresh Products” button; at this point in time, the list
will update with the latest details.

6.7 Other Buttons on Products Page
You will notice that on the Products page, there are also navigation buttons for: Product Vendors andPurchase Orders. These buttons will bring you to the Vendors and Purchase Orders sections of Invoice
Expert, similarly to the buttons on the Quick and Full Menu.

7.0 Vendors
The Vendors screen is where you will manage all of your vendors.
Use this section to search yourvendor database, using the dropdown to choose what you want tosearch by. Click “Search Vendors”
to search and the results willappear in the display list.

This section will display thevendor’s details, including
company name, contact name,phone # and email address.

This Display List will show the entire list of vendors that you work with as part of yourcompany database upon first navigating to this screen, as well as the results of a Vendor
Search, depending on the Vendor Search section.

7.1 Add Vendor
The Add Vendor box enables you to add new vendors to the database. Clicking this button will
open up the following screen:Once all of the appropriate details have been populated for the vendor, be sure to click “Add/Update
Vendor” to save the product details to the database.
d7.11 Vendor Details tab
sThis is the main tab that provides key information on the vendor.
Field

Definition

Company Name

Input the name of the company/vendor

Contact Name

Input the name of the contact at the company/vendor

Address

Input the company/vendor address

City

Input the city of the company/vendor

State

Input the state of the company/vendor

PostalInput the postal of the company/vendor

Phone Number

Input the phone # of the company/vendor

Fax Number

Input the fax # of the company/vendor

Email address

Input the email address of the company/vendor

Website address

Input the website URL of the company/vendor

Account Number

Input the vendor’s account number

State Tax Number

Input the vendor’s state tax number

Federal Tax Number

Input the vendor’s federal tax number

Payment Terms

Select from the drop-down the payment terms with the vendor

Credit Limit

Amount of credit available with the vendor

Date Started

Input the date you started working with this vendor

Last Charge Date

Last date that the vendor was charged

Last Charge Amount

Last amount that the vendor was charged

Last Payment Date

Last date of payment made to the vendor

Last Payment Amount

Last amount of payment made to the vendor

Current Balance

Current balance you owe to this vendor, based on any outstanding
purchase orders.

7.2 Edit Vendor
The Edit Vendor box enables you to edit the selected vendor from the display list. Once a
vendor has been selected from the display list, clicking this button will open up the same
screen from Section 7.1 Add Vendor, however the screen will be populated with the vendor’s
details. You can edit any of the fields, per Section 7.1, on screen and clicking “Add/Update Vendor” willsave the edited details back to the system. Note that double clicking on any vendor listed on the vendor
display list on the Vendor screen will also bring you to the vendor’s profile to edit.

7.21 Purchase Orders tabfThis tab will show you a list of all purchase orders associated to this vendor.

Display list
indicating allpurchaseordersrelated tothis vendor

7.22 Associated ProductsdThis tab will show you all products associated to this vendor.

Display list
indicating all
products
associatedto thisvendor.

Last cost of the
product purchasedfrom the vendor andthe average cost of
this product from thevendor.

7.3 Delete VendordThis button will delete the vendor that is selected (example below) in the vendor display list.
When you click “Delete Vendor”, you will get a prompt to confirm if you want to delete theselected vendor from your database.

7.4 Export Vendors
2

This button will export to excel all vendors and fields/details displayed in the vendor display
list.

7.5 Refresh Vendors ListsThis button will refresh the screen/vendor list, in the event that you have made vendor
updates in another section of the program. Example: If you add update vendor information
via the PO section of Invoice Expert, the vendor page does not get automatically refreshedlive on-screen, unless you press the “Refresh Vendors List” button; at this point in time, the list will
update with the latest details.

8.0 PO’ss

The PO’s (purchase orders) screen is where you will manage all of your purchase orders.
Use this section to search your purchase orders database, using
the drop-down to choose what you want to search by. Click“Search Purchase Orders” to search and the results will appear in
the display list.

This Display List will show the entire list of purchase orders that you have created as partof your company database upon first navigating to this screen, as well as the results of a
Purchase Order Search, depending on the Purchase Order Search section.

8.1 Add PO
dThe Add PO box enables you to add new purchase orders to the database. Clicking this button
will open up the following screen:4) Click“Add/Update PO”
to begin adding
items to this PO3) Select the
Payment Terms
and input the Tax if
applicable1) Select thevendor you
would like tocreate thepurchase orderfor from thisdrop-down
2) Afterselecting thevendor, theVendor details
and vendor
address
information willautomatically
populate basedon the vendor
details in the
Vendor section

Once the purchase order box has opened, you:
1) Need to select the vendor that the purchase order is related to using the drop-down box.
2) Once you have selected the vendor, the vendor details and vendor address will automatically
populate.
3) Input the Payment Terms and Tax rates, if applicable4) Before you are able to continue with creating the purchase order, you must click the following
button:Once clicking this button, the PO # will automatically populate (based on recommended PO # numberingin the Settings tab), as well as Order Date is populated with today’s date, as well as Date Due. If the Date
Due needs to be updated, please be sure to update the date as required.
See screenshot below for an example of the details populated after clicking Add/Update PO:d8.11 Order Items Tabs1) In order to create the PO, you need to begin by adding products to the PO. This can be done byselecting the Product Number cell and selecting the item(s) to be added to the PO. Whenclicking in the cell, the products will appear as a drop-down. Or, if you are familiar with the
product numbers, you can begin typing the first letter of each product number, and the box will
begin to populate with the product required. If the product is not available in this drop-down,
you will need to navigate to the Product section of Invoice Expert to add a new product to the
database.

2) Once you add a product, the quantity will default to “1” and the Cost will populate based on thecost inputted for this product in the Products section of Invoice Expert. If you need to update
the quantity, be sure to update it to the expected number of the product required. Per below
screenshot, you will notice that the Balance has now also been updated based on the productprice, tax if applicable, and total balance.

3) If you are getting a discount on this product, you can add it one of two ways:
a. Via Dollar Amount: Input the discount $ amount you are receiving in the Discountcolumn. Make sure that the “Disc %” column is de-selected. In the below example, you
can see that it has now reduced the cost from $50 to $40 due to the $10 discount addedin the Discount column.

b. Via Percent Discount: Input the % discount in the Discount Column, and then be sure toclick the “Disc %” column so that it is selected. In the below example, you can see that a
10% discount of a Cost of $50 has been applied (I.e: a $5 discount), utilising the %discount functionality of the software:4) Repeat steps 1 – 3 for the number of products required to be included on this PO.

5) Click on the “Ship To” tab and input the necessary details there, including:
Field
Definition
Ship To Name

Input the name of individual whom the products you areordering/receiving should be shipped to

Ship Address

Input the address of where the products you areordering/receiving should be shipped to

City

Input the city of where the products you areordering/receiving should be shipped to

State

Input the state of where the products you areordering/receiving should be shipped to

PostalInput the postal of where the products you areordering/receiving should be shipped to

Ship By

Input the method of shipping the products you areordering/receiving should be shipped to. If a value is missingin this drop-down, update via the Settings tab, per Section
3.10 Manage Drop-downs

Ship Other

Input any other shipping information

Ship Costs

Input the cost of shipping the products you areordering/receiving. This will be included as part of the overall
Total cost of the PO6) Click the “Print PO” button

in order to print a copy of the PO for the vendor:

8.12 Receive Items tab
sThis tab is used in order to confirm that you have “Received” the items from the vendor. To receive theitems, you can do this one of two ways:

1) If you have only received a partial amount of the order, you can directly select the items fromthe drop-down and update the quantity received as required:

2) If you have received the entire order, you can click the “Receive All” button and the received
items will automatically populate with all items part of your PO:

*Note: After receiving the items, you will notice that the products “stock” will also increase by thequantity received. You can view the Products page, and by clicking the “Refresh Products” page.

8.13 Payments tab
s

The payments tab allows you to manage payments against this PO:

8.13a Add PaymentsdClicking “Add Payment” brings you to the following screen in order to add a new payment to this PO.
Input the date thepayment is being madeBalance Due is the total
amount on the PO thatis still outstanding
Select the payment typebeing made from thedrop-down. If a type ismissing, this can be
added via Settings, per
Section 3.10 Manage
drop-downs

Input the Check/Money
Order #, if applicable

Click this button inorder to add payment
to the PO

Click this button toclose the payment box.

Payment Amount will default to the balanceon the PO, however if you are only going tostart with a partial payment, you can
update the amount in this box with thepayment amount you are currently paying.

Once you have added the full payment to the PO, a few things will happen:
Status will change to“Paid”, if full amount ofPO has been paid out

Payments will reflect
the total payments
made to the PO

Balance will update to$0 if full amount has
been paid, or otherwise
will show theoutstanding balanceremaining on the PO to
be paid

8.13b Edit PaymentdSelecting the “Edit Payment” button allows you to modify an existing payment already added to the PO,if perhaps some changes need to be made to the existing payment. The payment that requires editing
first needs to be selected prior to clicking “Edit Payment”:

You will then be brought back to the same payment window as “Add Payment”. You can make thenecessary adjustments and update payment:

8.13c Delete Payment
1

The Delete Payment button will enable you to delete a payment added to the PO altogether. You firstmust select the payment line you would like to delete, and then click “Delete Payment”. Clicking thisbutton will bring up a pop-up requesting that you confirm deletion, as deleting the payment can not bereversed:

8.2 Vendor Detailss

The Vendor Details button will bring you to the Vendors window, per section 7.11 Vendor Details
tab. You can use this button to refer to any vendor details, or past POs or associated products as
required to help you create the PO.

9.0 Invoicess

The Invoices screen is where you will manage all of your invoices.
Use this section to search your invoice
database, using the drop-down to choose
what you want to search by, and if just Paid
(i.e: invoices fully paid), Pending (i.e:invoices not yet fully paid) and/or Voided(i.e: invoices that have been voided)
invoices. Click “Search Invoices” to searchand the results will appear in the display list.

This section will display
the Invoice Information,
including invoice date,status, and customer
address, of the invoiceselected in the display
list.

This will display the
invoice total $ amountas well as the invoicebalance remaining.

You can run 1 of 3 batch
operations with invoices. 1)
Print multiple invoices 2)
Email multiple invoices 3)
Bulk pay multiple invoices

This Display List will show the entire list of invoices that are part of your company
database upon first navigating to this screen, as well as the results of an Invoice Search,depending on the Invoice Search section.

This section at the bottom of the page will provide further details of the selected invoice
including a listing of all items associated to the invoice and price per line item.

9.1 Add Invoice
The Add Invoice box enables you to add new invoices to the database. Clicking thisbutton will open up the following screen:9.11 Customer Information
2

1. Select from thedrop-down thename of thecustomer the
invoice is for. If thecustomer ismissing, add themin the Customer
page, Section 5.2

2. Customer details
will populate
based on thedetails that reside
for the customer
on the Customer
section of Invoice
ExpertIf there is asalesperson
involved in thissale that you needto record, selecttheir name fromthis drop-down. If
the name is notfound, refer to
Settings -> Manage
Employees

3. Invoice # will
populate with thenext invoice
sequence, as
selected in 3.5
Invoice Defaults
The invoice datedefaults to today’sdate.
The date due
defaults to thesame date as
today if noPayment Term(under Invoice
Settings or set
during 3.5 Invoice
Defaults) has beenchosen9.12 Ship To
2

Use this tab in order to update any shipping details related to the customer and their invoice:If the Ship To
information is thesame as the Bill
to/Customer
information, selectthis box and it willautomatically
populate theshipping contact
details

Field

Definition

Ship To Name

Input the name of individual whom will receive your products

Ship Address

Input the address of where the products should be shipped to

City

Input the city of where the products should be shipped to

State

Input the state of where the products should be shipped to

PostalInput the postal of where the products should be shipped to

Ship By

Input the method of shipping the products. If a value ismissing in this drop-down, update via the Settings tab, per
Section 3.10 Manage Drop-downs

Ship Other

Input any other shipping details requiredShip Costs

Input the cost of shipping the products you areordering/receiving. This will be included as part of the overall
Total cost of the Invoice

9.13 Invoice Settings/Other
3

Use this tab to update any other invoice settings, including payment terms, PO number associated to theinvoice and taxes, as well as add any custom field details if you have selected to add custom fields on
this screen via the Custom Fields Settings:

Field

Definition

Payment Terms

Select the payment terms for this invoice. By default, the payment
terms is set to the payment terms selected in Section 3.5 Invoice
Defaults

PO Number

Input the PO number that this invoice is related to, if requiredTax and Tax 2

Input the tax associated to this invoice. By default, the tax is set to
the tax inputted in Section 3.6 Tax Settings

Custom Fields*If you selected in the Custom Fields Settings for Custom fields to be
used for Invoices, they will appear on this tab

Custom Field 1 - 5

Input the data you require based on the custom field you have added
to the screen, if any.

9.14 Items
2i) Add Item3

Items can be added to the invoice one of two ways:i.

Selecting the drop-down will display a list of items to choose from your products inventory.

After selecting the product, the price of the product will show on the line item. Quantity can be updated
directly on the line, if more than 1 item is being purchased. You will also notice that the totals will also
update on the invoice each time an item is added or quantity updated.
Totals will
updateautomatically
based on items
added/quantities and if there istax and shipping
costs

Quantity can be updated on screen for the items, as well as the tax checkboxes
selected/de-selected depending on if tax should be applied on the productii.

Selecting the following button
products to your invoice:
Use this section if you
would like to search the
database for a specificproduct by name,category, number, SKU,
description or location.
Type a portion/all ofwhat you are looking
for in this box and click“Search Database”.

A new box will pop up
with your results. Clickon the product you
would like to add andclick “Select Item”.

will bring up the below screen to allow you to add

Alternatively, you can also use the following drop-down to select products to add to your invoice if you
do not want to add via the search database functionality:

Clicking on this dropdown will enable you toselect the product fromthe list of all products
available in yourdatabase.

Once the product is selected via the Search function or via the selection from the drop-down, theproduct details will populate.

Select thepricing level, if
not the default,that this item isbeing sold for
Details of the
product autopopulate in thissectionUpdate the quantity
to how many
products are being
sold in this section.

Once you have updated the details accordingly, click “Update Item” and it will add the product to yourinvoice list. If you would like add additional items to your invoice, click “Add Another Item”. Once you
have added all items to your invoice as needed, click the Exit button at the bottom of the screen and you
will be brought back to the main invoice page. Details on screen can be updated the same way as
shown in i) if anything needs to be adjusted.
ii) Edit Item2

If you would like to edit one of the items on your invoice (e.g: change the name or item number), you
can do so by:i) Clicking in the cell you would like to edit on screen until the flashing cursor appears and you can
modify the name as needed.

Flashing cursor
indicating you cantype in the cellii) Clicking the “Edit Item” button once you have selected the product line you would like to edit. You
will be brought back to the same window when you clicked “Add Item”. Make the necessary updates,
click “Update Item” and then Exit the window.

iii) Delete Item2

If you have added an item to the invoice that was incorrect, select the line item you would like toremove and click the following button:
You will be prompted to confirm you would like todelete this record from the invoice.
Click “Yes” to remove the item from the invoice.

29.15 Payments tab
3

The payments tab allows you to manage payments against this invoice:i) Add Payments
2

Clicking “Add Payment” brings you to the following screen in order to add a new payment to thisinvoice:Input the date thepayment is being madeBalance Due is the total
amount on the invoicethat is still outstanding
Select the payment type being madefrom the drop-down. If a type ismissing, this can be added via Settings,
per Section 3.10 Manage drop-downs

Input the Check/Money
Order #, if applicable

Click this button inorder to add payment
to the invoice

Payment Amount will default to the balanceon the invoice, however if you are only
going to start with a partial payment, you
can update the amount in this box with thepayment amount you are currently paying.

Input the credit card
information for thepayment, if being paid bycredit card.
Notes can also be added
to the payment if
required.
Click this button toclose the payment box.

Once you have added the full payment to the invoice, a few things will happen:

Status will change to“Paid”, if full amount of
invoice has been paid

Payments will reflect
the total payments
made to the invoice
Balance will update
to $0 if full amount
has been paid, orotherwise will show
the outstandingbalance remaining
on the invoice to bepaidii) Edit Payment
2

Selecting the “Edit Payment” button allows you to modify an existing payment already added to theinvoice, if perhaps some changes need to be made to the existing payment. The payment that requires
editing first needs to be selected prior to clicking “Edit Payment”:

You will then be brought back to the same payment window as “Add Payment”. You can make thenecessary adjustments and update payment.
iii) Delete Payment
3

The Delete Payment button will enable you to delete a payment added to the invoice altogether. You
first must select the payment line you would like to delete, and then click “Delete Payment”. Clicking
this button will bring up a pop-up requesting that you confirm deletion, as deleting the payment can not
be reversed:

9.16 Notes tab
3

The Notes tab can be used to input any specific notes regarding the invoice for reference.

9.2 Invoice Toolbar
2

There are a few buttons related to an invoice:

ButtonDescription

This button will display the invoice to you in the invoice format selected for the
invoice. See section 9.21 for a sample of the view.
This button will display the packing slip for your invoice. See section 9.22 for asample of the view.
This button will allow you to email the invoice in PDF form to your customer. See
section 9.23 for a sample of the email.
This button will void the invoice and make it no longer applicable. i.e – The invoice
is no longer active and if there are any payments on the invoice, they will be
removed and any items on the invoice will be put back into stock. See section 9.24
for the message you will receive after clicking this button.
This button will allow you to add new items to the invoice you are creating. Refer tosection 9.1d on adding items to the invoice.
This button will allow you to add a “discount line” to your invoice, if you are offeringa discount to your customer on the total invoice. Refer to section 9.25 for moredetails on adding discounts to the invoice.
This button will allow you to add a payment to the invoice, if a payment has been
made towards the invoice by your customer. See section 9.1e for more information
on adding payments to the invoice.
This button will take you to the full customer details screen for the customer the
invoice is related to, per Section 5.2 – Adding Customer.
This button will take you to the Customer Statement for the specific customer the
invoice is related to, per Section 5.312 Customer Statement
This button will close the invoice details box.

9.21 Print Invoices

Depending on the invoice template selected, the following is a sample of the invoice that will display
when the Print Invoice button is selected:

9.22 Print Packing Slip2

The following is a sample of the packing slip that will display when the Print Packing Slip button is
selected:

9.23 Email Invoice
2

This button will provide you with the ability to send a copy of the invoice in PDF form to the customer.

Your company email
To send email to customer

Modifiable subject
line of the email
Customer’s email address

Feel free tocustomise this email
body as required, as
this will be theverbiage included in
the email to thecustomer.

PDF attachment of the customer
invoice. You can click the“Preview Invoice” button to see
the invoice being sent to thecustomer.
To close this window, once
email has been sent or if you nolonger want to send an email.

9.24 Void Invoice3

If you realise that an invoice should no longer be applicable, and should be voided, use the “Void
Invoice” button. This will change the status of the invoice to “Void”. Any payments associated to theinvoice will be removed, and any items associated to the invoice will be put back into stock.

9.25 Add Discount2

Discounts can be added to your invoice, if you are offering a discount to your customers. After clicking
the “Add Discount” button, the below window will pop-up.
You have the option of adding the discount one of two ways:
1) Discount %: If you put a number in this field and click “Calculate”, the discount will be calculated
based on the total amount on the invoice. E.g: If your invoice was $70 and you inputted “10” in Discount% field, clicking Calculate will populate $7 in the Discount Amount field.
2) Discount Amount: If you would like to input a specific $ amount for discount, you can leave Discount% 0 and then input the exact $ amount in the Discount Amount field. E.g: If you are discounting thecustomer $10, input “10” into the Discount Amount field

Used for inputting apercent discountamount. Click“Calculate” after
inputting % to calculate
the discount amount.

Select this once all discountfields have been populated.

Used if inputting a
specific amount fordiscount
Input name of how
this discount should
appear on the invoice

Select these fields if there is tax
on the invoice, and tax should
also have discount applied

Input description of
discount if required

Once Apply Discount has been selected, the discount will appear on the invoice as follows:

Click this button if you
would like to exit and nolonger apply discount on theinvoiceYou will also notice that the Total amount is also now inclusive of the discount amount.

9.3 Invoice Batch Operations

Within the Invoice Batch Operations, you can perform one of three operations:
1) Print Invoices
a. Select the invoice(s) you would like to print either via the “Check All” button (which will
select all invoices on screen) or via the “Selected” column in the first column of theinvoice screenb. Click “Run Invoices Batch”
c. Each Invoice will appear on screen, where you can then select to print each of them as
required2) Email Invoices
a. Select the invoice(s) you would like to email either via the “Check All” button (which will
select all invoices on screen) or via the “Selected” column in the first column of theinvoice screenb. Click “Run Invoices Batch”
c. Each Invoice selected will then be emailed to the appropriate customer as required3) Bulk Payment
a. Select the invoice(s) you would like to apply payment to either via the “Check All”
button (which will select all invoices on screen) or via the “Selected” column in the firstcolumn of the invoice screenb. Click “Run Invoices Batch”
c. Each Invoice selected will automatically have their full payment applied to them, andwill have their status turned to “Paid”

10.0 Recurring Invoices
2

The recurring invoices screen will allow you to create recurring (I.e: repeating) invoices for a set time.
This section will display the details regarding
the invoice (i.e: customer details and total
invoice amount)

This button is used togenerate therecurring invoice.

This section will display the list of invoices,
depending on tab selected (i.e: currently due list of
invoices, or list of all recurring invoices)

Any upcoming invoices will appear on the “Currently Due Invoices” tab. If you would like the recurring
invoice to be generated into an invoice that will move to the Invoices tab, ensure that the invoice has acheckbox beside “Select” and then click “Generate Recurring Invoice”. This will then create an invoice
for this recurring invoice.

10.1 Add Recurring Invoice
3

The Add Recurring Invoice functionality works the same way as the Add Invoice functionality in thesoftware, with one exception – there is an additional tab called Recurring Settings that will enable you to
set the recurrences of the invoice.
For details on filling out the Customer Information, Ship To and Invoice Settings tab, please refer to
Section 9.0 Invoices for further details, as well as to add/edit/delete items from your invoice.

Recurring Settings Tab
This tab is used to set the recurrence you would like for the invoice.

Field

Definition

Recurrence

Select from the drop-down how frequently you would like the invoice
to recur (e.g: Daily, Weekly, Bi-Weekly, Every 3 weeks etc.)

Next Invoice

Set the date that you would like the next invoice to occur

Final Invoice

Set the date that you would like the final invoice to occur. If you do
not want to input a final date, select the “Recur until voided”
checkbox so that the invoice will continue to recur until you havevoided the invoice.

Generate new invoices <X>days before next invoice
date

Input the number of days that you would like the next recurring
invoice to be created before the next invoice date. E.g: if 0 is inputtedin this field, the next invoice will be created on the “next invoice”
date. If 2 is inputted in this field, the invoice will be created 2 days
before the “next invoice” date.

10.2 Edit Recurring Invoice3

To edit a recurring invoice, double click on it from the recurring invoice tab, make updates as required
and then click “Add/Update Invoice”

10.3 Delete Recurring Invoice2

To delete a recurring invoice, select the invoice you would like to delete from the recurring invoice tab,and click Delete Recurring Invoice. You will then be prompted to confirm deletion of the record.

11.0 Quotes
2

The quotes screen is where you will manage all of your quotes.
Use this section to search your quote
database, using the drop-down to choose
what you want to search by, and if just
Posted (i.e: completed quotes/created as
invoice), Pending (i.e: quotes not yet
converted to invoice) and/or Voided (i.e:quotes that have been voided) quotes. Click“Search Quotes” to search and the results
will appear in the display list.

This section will display
the quote Information,
including quote date,status, and customer
address, of the quoteselected in the display
list.

This will display thequote total $ amountof your selected quote.

This Display List will show the entire list of quotes that are part of your company
database upon first navigating to this screen, as well as the results of a Quote Search,depending on the Quote Search section.

This section at the bottom of the page will provide further details of the selected quote
including a listing of all items associated to the quote and price per line item.

11.1 Add Quote
2

The Add Quote box enables you to add new quotes to the database. Clicking this button will
open up the following screen:2

11.11 Customer Information

1. Select from thedrop-down thename of thecustomer the quote
is for. If thecustomer ismissing, add themin the Customer
page, Section 5.2

2. Customer details
will populate
based on thedetails that reside
for the customer
on the Customer
section of Invoice
Expert3. Quote # will
populate with
the next quote
sequence, as
selected in 3.7
Quote Settings
The quote datedefaults totoday’s date.
The valid until
date defaults tothe same date as
today. This datecan be updated
depending on
length of timethat the quote isvalid for.

11.12 Ship To
2

Use this tab in order to update any shipping details related to the customer and their invoice:If the Ship To
information is thesame as the Bill
to/Customer
information, selectthis box and it willautomatically
populate theshipping contact
details

Field

Definition

Ship To Name

Input the name of individual whom will receive your products

Ship Address

Input the address of where the products should be shipped to

City

Input the city of where the products should be shipped to

State

Input the state of where the products should be shipped to

PostalInput the postal of where the products should be shipped to

Ship By

Input the method of shipping the products. If a value ismissing in this drop-down, update via the Settings tab, per
Section 3.10 Manage Drop-downs

Ship Other

Input any other shipping information as neededShip Costs

Input the cost of shipping the products you areordering/receiving. This will be included as part of the overall
Total cost of the Quote

11.13 Quote Settings
2

Use this tab to update any other quote settings, including payment terms, PO number associated to theinvoice and taxes:

Field

Definition

Payment Terms

Select the payment terms for this quote.

PO Number

Input the PO number that this invoice is related to, if required

Tax and Tax 2

Input the tax associated to this invoice. By default, the tax is set to
the tax inputted in Section 3.6 Tax Settings

11.14 Items
3i) Add Item
3

Selecting the Add New Item button will bring up the below screen to allow you to add products to yourinvoice:
Use this section if you
would like to search the
database for a specificproduct by name,category, number, SKU,
description or location.
Type a portion/all ofwhat you are looking
for in this box and click“Search Database”.

A new box will pop up
with your results. Clickon the product you
would like to add andclick “Select Item”.

Alternatively, you can also use the following drop-down to select products to add to your invoice if you
do not want to add via the search database functionality:

Clicking on this dropdown will enable you toselect the product fromthe list of all products
available in yourdatabase.

Once the product is selected via the Search function or via the selection from the drop-down, theproduct details will populate.

Select thepricing level, if
not the default,that this item isbeing sold for
Details of the
product autopopulate in thissectionUpdate the quantity
to how many
products are being
sold in this section.

Once you have updated the details accordingly, click “Update Item” and it will add the product to yourinvoice list. If you would like add additional items to your invoice, click “Add Another Item”. Once you
have added all items to your invoice as needed, click the Exit button at the bottom of the screen and you
will be brought back to the main invoice page.
After adding the product, the price of the product will show on the line item. The totals will update on
the quote each time an item is added or quantity updated.
Totals will update
automatically
based on items
added/quantities
and if there is tax
and shipping
costsii) Edit Item2

If you would like to edit one of the items on your invoice (e.g: change the name or item number), you
can do so by:
Clicking the “Edit Item” button once you have selected the product line you would like to edit. You will
be brought back to the same window when you clicked “Add Item”. Make the necessary updates, click“Update Item” and then Exit the window.

iii) Delete Item
3

If you have added an item to the quote that was incorrect, select the line item you would like to remove
and click the “Delete Item” button. You will be prompted to confirm you would like to delete this record
from the invoice. Click “Yes” to remove the item from the invoice.

11.15 Notes tab
3

The Notes tab can be used to input any specific notes regarding the quote for reference.

11.2 Quote Toolbar
3

There are a few buttons related to a quote:ButtonDescription
This button is used to update/save the open quote to the database.

This button will display the quote to you in a printable format. See section 11.21 fora sample of the view.

This button will allow you to email the quote in PDF form to your customer. See
section 11.22 for a sample of the email.
This button will void the quote and make it no longer applicable. i.e – The quote is
no longer active and will change the status of the quote to “Void”. See section 11.23
for the message you will receive after clicking this button.
This button will convert the quote to an invoice for you, and will add the invoice tothe Invoices tab. See section 11.24 for the message you will receive after clicking
this button.
This button will allow you to add a “discount line” to your quote, if you are offering a
discount to your customer on the total quote. Refer to section 11.25 for moredetails on adding discounts to the quote.
This button will allow you to add new items to the quote you are creating. Refer tosection 11.1d on adding items to the quote.
This button will take you to the full customer details screen for the customer the
invoice is related to, per Section 5.2 – Adding Customer.
This button will take you to the Customer Statement for the specific customer the
invoice is related to, per Section 5.312 Customer Statement

This button will close the quote details box.

11.21 Print Quote
4

The following is a sample of the quote that will display when the Print Quote button is selected:

11.22 Email Quote
3

This button will provide you with the ability to send a copy of the quote in PDF form to the customer.

Your company email
To send email to customer

Modifiable subject
line of the email
Customer’s email address

Feel free tocustomise this email
body as required, as
this will be theverbiage included in
the email to thecustomer.

PDF attachment of the quote.
You can click the “Preview
Quote” button to see the quote
being sent to the customer.

To close this window, once
email has been sent or if you nolonger want to send an email.

11.23 Void Quote
3

If you realise that a quote should no longer be applicable, and should be voided, use the “Void Quote”
button. This will change the status of the quote to “Void”.

11.24 Convert to Invoice3

After clicking the Convert to Invoice button, the quote will turn into an invoice, and a dialog box will
notify you of the invoice # that has been generated. The status of the quote will also change from“Pending” to “Posted”.

11.25 Add Discount2

Discounts can be added to your quote, if you are offering a discount to your customers. After clicking
the “Add Discount” button, the below window will pop-up.
You have the option of adding the discount one of two ways:
1) Discount %: If you put a number in this field and click “Calculate”, the discount will be calculated
based on the total amount on the invoice. E.g: If your invoice was $70 and you inputted “10” in Discount% field, clicking Calculate will populate $7 in the Discount Amount field.
2) Discount Amount: If you would like to input a specific $ amount for discount, you can leave Discount% 0 and then input the exact $ amount in the Discount Amount field. E.g: If you are discounting thecustomer $10, input “10” into the Discount Amount fieldUsed for inputting apercent discountamount. Click“Calculate” after
inputting % to calculate
the discount amount.

Used if inputting a
specific amount fordiscount
Input name of how
this discount should
appear on the invoice

Select this once all discountfields have been populated.

Select these fields if there is tax
on the invoice, and tax should
also have discount applied

Input description of
discount if required

Once Apply Discount has been selected, the discount will appear on the quote as follows:

You will also notice that the Total amount is also now inclusive of the discount amount.

Click this button if you
would like to exit and nolonger apply discount on theinvoice12.0 Reporting
2

There are various canned reports available within Invoice Expert that you can choose from in order toprovide reporting on different components.
Report list to choose
from, depending onreport you’d like to run

Date range for thereport selected to run

Ability to export the reportand data to excel to modify
format as needed

Toolbar to perform
on report as required(e.g: print)

Thumbnail display
pan of all the pagesof the report that you
can selectView of data run
from the report3

12.1 Reporting List
3

The following is a list of all reports available in Invoice Expert, and the data headers that are included aspart of the report:

12.11 Customer Balance2This report will indicate a list of all customers, and their balance due by age.

12.12 Customer List
2

This report will show you a list of all of your customers with their bill to address and their total balance.

12.13 Customer Ship List
2

This report will show you a list of all your customers with their shipping address, and their total balance.

2

12.14 Invoice Profit
2

This report will show you any profit and loss by invoice, including costs incurred by invoice and balanceremaining on the invoice.

12.15 Invoices
2This will show you a list of all invoices, including payments and balance against each invoice.

12.16 Payments Received
2

This report will show you all payments received, including payment type and totals.

12.17 Price List
2

This report will show you a list of all of your products, including description, stock, price and cost.

12.18 Product List
2

This report will show you the worth of all of your products by price being sold at and actual cost.

12.19 Product Sales
2

This report will show you total sales by product, including cost and profit.

12.20 Product Sales Alternate
2This report will show you another view of product sales, however with additional details, including
invoice # and customer.

2

12.21 Product Sales by Customer
2

This report will show you a breakdown, by customer, of each customer’s sales by product.

12.22 Stock Items
2This report will show you a list of all products in-stock.

2

12.23 Stock Low Alerts
2This report will show you a list of products that are below their low limit set on the product.

13.0 Invoice Designer
2

The invoice designer is utilised in order to customise the various templates (i.e: customer statement,
customer history, invoices, quote, PO or packing slip) to suit your company’s needs. Only one example
of customisation will be shown below, however the concept can be utilised across all templatecustomisations.
Select the template you would like to customise, per list below and click “Edit Invoice”.

The following designer will appear that will allow you to make modifications to your invoice template.
The designer allows for full customisation of your template, however we will only show you a few key
functions on the invoice designer:
This is the toolbar used to modify
font/colour/format of yourinvoice text. You can also Preview
and Save the template

This tool box allows you
to add different controls
to what you aredesigning. E.g: Rich Text
can be used to add
additional standard dataon the template

This is where you
will be making all of
your modifications

This is where you
will select different
fields to add to yourtemplate if required

These are additional
controls formodifyingappearance of a tool

13.1 Adding Additional Fields to your Template2

If you notice that a field that is currently part of the software is not shown on your template, however
you would like this field to appear, please follow the following steps:
1) If we want to add, for example the customer phone number to the template, navigate to the “Field
List” tab2) Locate the desired field (in this case, Contact Phone) and then drag it onto the template, as shown
below

13.2 Modifying Field Formats
2

You have the ability to also modify field formats using this designer. For example, if you would like tomodify the number of decimal places, or format of a number on your template, select the field tomodify and click the little white arrow on the field:

A pop up will appear providing you additional formatting abilities on the field.
Click the “…” beside Format String.
The following dialog box will appear allowing you to modify the format of the field (e.g: using 2 decimal
places, no decimal places, or custom format). Update your format accordingly and click “OK”

Similarly to above, if you have a field that contains multi-lines of text (e.g: your notes on an invoice), you
can ensure that all lines appear by selecting the “Multiline” checkbox.

If required to change a date format, select the field to format, Format String “…” and then select thedesired DateTime format:

14.0 FAQ
i) What are the differences between the Free version of Invoice Expert and the Full paidversion?
Within the free version, you are limited to only 100 entries (i.e: customers, products, invoices) total
added to the database. As well, you do not have access to the Invoice Designer, Import functionality ofthe software, or the Invoice Bulk Operations (i.e: Bulk Printing/Emailing/Payments).

ii) How do I upgrade Invoice Expert from the Free version to the Full version?
2

1. Open your browser and go to www.invoiceexpert.com then log into your account using the username
and password we emailed you after payment:

2. Open up Invoice Expert and click the Upgrade button:

3. Copy your installation code by highlighting the code, right clicking and selecting copy.

4. Go back to your browser, scroll to the bottom of your invoiceexpert.com account page to the Create
New Serial Number section. Paste your install code (right click, select Paste). Then click Create Key:

5. You will now see your newly created serial number in the available keys as seen below. Copy the serial
number (select, right click, select copy):

6. Paste your serial number into Invoice Expert and Click Register:7. Invoice Expert will now close for the changes to take effect.
8. Go to the Start Menu or Desktop and open Invoice Expert. You are now upgraded.

iii) How do I Move Invoice Expert to a new computer?
1) Download Invoice Expert and install it on your new computer. Log in to your account on our website.
2) Click the deactivate link beside your old license on the website (this is reversible).

3) Create a license for your new computer by following the directions in question ii.
4) To copy your database to the new computer, locate where the database file is located on yourcomputer (refer to question iii). Back up and copy this database file into a new folder on your newcomputer.
5) Once on the new computer, use the “Switch Companies” functionality in Invoice Expert to locate thedatabase file that was copied over to the new computer and refer to Section 4.21 Switch Company tounderstand how to navigate to your database.

6) To import your invoice templates, take all the files from your old computer in directory:"C:\ProgramData\Invoice Expert\Invoice Reports" and copy them into that same directory on the newcomputer (make a backup of the folder first)iv) How do I configure other currencies on Invoice Expert?
Invoice Expert can only support one currency at a time. Our system reads your windows regionalsetting. You can change the currency symbol by going into your Windows Control Panel then Regional
Settings. Search for “Date, time, or number formats” setting.
Within this window, update the “Format” to the required region of currency. Click “OK”.
Once you have updated your Windows settings, please close and re-open our software for the changes
to take affect (you may also need to restart your computer).

v) Where is the database file located on my computer?
First find your database file by opening Invoice Expert and look at the very bottom of the screen:

Usually it's located in: C:\ProgramData\Invoice Expert\PCInvXE.vdb4vi) Where are my invoice template files located?
When you edit an invoice template with the invoice designer, the template files are stored in the folder:
C:\ProgramData\Invoice Expert\Invoice Reports\
For example, the "Professional Invoice 1" template is stored in:
C:\ProgramData\Invoice Expert\Invoice Reports\Professional Invoice 1.repx
The Quote template file is stored in:
C:\ProgramData\Invoice Expert\Invoice Reports\Professional Quote 1.repx
If you want to copy all the templates from one computer to another, please copy all the files from:
C:\ProgramData\Invoice Expert\Invoice Reports\
From the first computer (with the new templates) to the second computer (with the old templates) andreplace all the template files.