The invoice module is a center for invoices in Decorus. It can be used to create invoices and credits, allow you to view and edit your invoices before they are posted to Sage, sent invoices to customers among other things.

Within the ‘General’ tab, click on ‘Invoice Preferences’

A new window will appear

If this is ticked, it will send a printed invoice by default to residential tenant schedule

If this is ticked, it will send a  printed invoice by default to commercial tenant schedule

If this is ticked, it will automatically create invoices in Sage as posted and create transactions in the audit trail.

If this is unticked. You will then have the option to send scheduled unposted invoices to either Decorus or Sage

If you choose Sage, this will post as normal from the ‘Recurring Charges’ window into Sage, but as unposted, therefore you can amend in sage and update

If you choose Decorus, this will post them from the ‘Recurring Charges’ window into the Decorus ‘Invoice’ module

You have 2 options - Invoice date set by user prior to posting (Defaults to Today)

- Invoice transactions posted on Invoice date rather than due date

Default Invoice Template

Detail – this is the standard invoice layout used for printing or emailing invoices, ie Rent Income – Ground Rent, etc. therefore from the drop down menu, select ‘Standard Invoice’

Page 2 & 3 – Supplementary pages to use for terms, notices etc.

Invoice Footer – when you click on this, you can enter text to appear at the foot of the invoice

Page 2 – when you click on this, you can enter text to appear on the 2^nd page, i.e. terms and conditions etc.

Page 3 - when you click on this, you can enter text to appear on the 2^nd page, i.e. terms and conditions etc.

Attachments – when you click on this, you can attach additional documents to emailed invoices

Once all information is entered and defaults set, click ‘OK’

* If you have selected the invoices to be posted to Decorus, you will now have an extra tab in your main screen ‘Invoices’

When you ‘Post’ Transactions’ from the ‘Recurring Charges’ window, the invoices will now appear in the ‘Invoice’ module as unposted

From this module, you can either create a new invoice or edit the invoice before posting.

To create a new invoice, click on ‘New Invoice’

A new window will appear, enter the ‘Contact’ ‘Invoice Date’ ‘Order No’ ‘Invoice Ref’ – the ‘Property’ will prefix once you have added an item - (if multi company, select ‘Company’ from drop down menu) and then click ‘Add Item’

If you have selected a landlord who has multiple properties, you can select a property from the drop down menu, and when you add another item to a different property, in the field ‘Property’ on the main screen, it will display the following

Enter the details, if you click on the box at the side of the ‘Description’ this will open a new window where you can create a list of items to select

If you click on ‘Job’ you can select a job to charge

‘Charge Type’ - this if for Agent version only, select if you want it to appear on a statement or charge direct

Once you are happy, click ‘Save’ and the invoice will appear in the invoice list, unposted

To edit an existing invoice, click into it

You can add an item by clicking on ‘Add Item’

If you have selected a landlord who has multiple properties, you can select a property from the drop down menu, and when you add another item to a different property, in the field ‘Property,’ on the main screen, it will display the following

Enter the details, if you click on the box at the side of the ‘Description’ this will open a new window where you can create a list of items to select

If you click on ‘Job’ you can select a job to charge

‘Charge Type’ - this if for the Agent version only, you can select who you want the charge to go to Landlord or Agent

Once you are happy, click ‘Save’ and the item will be added to the invoice

’Edit’ and ‘Delete’ allows you to ‘Edit or ‘Delete an item

Once your invoice is complete, you can ‘Update’ in to Sage within the invoice individually

Click ‘Yes’ to that, then ‘OK’ to the next window, then ‘Save & Exit’

You will now notice that this invoice has an invoice number against it (this is generated by Sage and will be created in the Sage invoice module)

You can also update the invoices on a mass basis, by clicking on ‘Update Invoices’ in the main menu

When you click on this a new window will appear with a list of all the invoices waiting to be updated

You can select or de-select the invoice and if ‘Print Invoices’ and Email Invoices’ is ticked and the contact record has a valid email, you can print or email the invoice to the relevant contact

Click ‘Update Invoices’, click ‘Yes’ to the next window

Once it has run through the process, it will display the invoice to be printed

You will now see on the main screen all invoices have been updated and allocated an invoice number from Sage

You can also view them in Sage

You can also ‘Print’ or ‘Email’ the invoices on a mass basis, select from the main menu

Print Invoices

When you click on this, a new window will open, in here you can select the ones you wish to print

You can also select who you wish to view the invoices for, either by ‘All’ or choose from the drop down menu

When you click ‘Print Invoices’ it will ask

Once it has run through the process, it will display the invoice to be printed

Email Invoices

When you click on this, a new window will open, in here you can select the ones you wish to email

You can also select who you wish to view the invoices for, either by ‘All’ or choose from the drop down menu

When you click ‘Email Invoices’ it will ask

They will then appear in your ‘Queued Emails’ in the ‘Email’ module to be sent