Mechanical Contractor Invoicing Platinum overview

All categories, item descriptions, pricing, labor and material units and other details in the database may be changed by the user.

Used as a stand alone invoicing module, no other software or modules are required.

The Mechanical Invoicing module does not require the Inventory Control module to create and maintain a mmechanical database (HVAC, Plumbing, Mechanical, Fire Protection, etc.) for easy billing purposes.

The number of Invoices you may create is unlimited as are the number of transactions and or descriptions and comments you may place into each invoice.

• The Contractor Mechanical Invoicing software module automatically interfaces with and updates the optional AccountPro Accounts Receivable, General Ledger, Inventory Control, Equipment Maintenance, Sales Commission and Job Costing modules.
• Invoice posting details are automatically reflected in the Accounts Receivable, General Ledger, Inventory Control, Equipment Maintenance, Sales Commission and Job Costing modules if installed. These modules may be added at a later date and are not required for the Invoice module to function.
• Invoice transactions may be entered and printed as item details have been entered, or printed at a later date. Transactions in the invoice may be added to, or edited if required, after they have been entered, and reprinted. Reprinting of the invoice is required if changes have been made to the invoice before posting is allowed.
• Text may be entered into an invoice on a line by line bases, or selected by a predefined invoice message id. Text may be entered into an invoice above, below, or between line items.
• Any number of blank lines may be added above, below or between line items or text.
• Multipage invoices are automatically created if the combined number of line items, and or text, exceed a single invoice page size.
• Standard & Service Invoice Formats are supported.
• Service Type Invoice formats print subtotals at the bottom of the invoice for...
  • Material
  • Rental
  • Subcontract
  • Labor
  • Miscellaneous & Freight
  • Other
• Option to suppress quantities, unit pricing, unit discounts and or line totals on the invoice.

• Allows for billings of labor or services rendered, for example labor used in the service, construction or manufacturing industry.
• Ship To... addresses may be predefined by customer in the Accounts Receivable module by Customer ID. Any number of Ship To... addresses may be established per customer.
• Job Location addresses may be predefined by customer in the Accounts Receivable module by Customer ID. Any number of Job Location addresses may be established per customer.

Detail Features

• Supports entry of items into the mechanical invoice or mechanical work order not in the main database or inventory.
• Items may be selected for maintenance or entry into an invoice/order from pop-up windows, or by direct entry of the item ID. When making a selection from a pop-up window, only items for the class (category) selected, are displayed, making it easier to identify and selecting an item ID if the number of items in the database are numerous.
• Items may be identified by an Item ID of up to 20 alpha, numeric or alphanumeric characters and an Item description of up to 45 characters.
• Items may use Unit Pricing to $99,999,999.9999 and Unit Measures from 0.000001 to 999,999.99999
• Facilitates grouping of items by class to control:
  • Inventory
  • Cost of Sales
  • Revenue
  • Tax Rates
  • Item Selection
  • Report & List printing
  • Display in pop-up windows
• Customers may be selected from Pop-up windows or by direct entry of Customer ID.
• Customers not on file in the Accounts Receivable module may be added on the fly.
• Global price changes by Class is supported.
• Handles Sales Tax calculations, exemptions by Class, Customer and Territory, State, Province, County, City or Municipality.
• Calculation of taxes is automatic and are printed on the invoice, broken down by federal, state, province, territory and local tax if applicable.
• Tax calculations may be turned on or off on a customer by customer and item class by item class bases in addition to turning on or off the tax calculations by state or province.
• Automatically warns if Customer credit line has been exceeded and by how much.
• Item messages may be pre-defined (up to 9 lines) by an Item Message ID for items requiring a message, additional description, warranty clauses or warning specific to the item to be printed on the invoice.
• Text may be printed on the invoice using as many lines of text as required.
• Text may be printed above, in between, or below items or services invoiced for and may be repeated as often as required on the invoice.
• Contractor mechanical invoicing software may be used to generate mechanical work orders before invoicing without retyping.
• Turn quotations into mechanical work orders. 

Item Detail

• Item details (partial listing) consist of:
  • Item ID of up to 20 alphanumeric characters
  • Class ID to 8 alphanumeric characters
  • Description up to 45 characters.
  • 7 levels of Unit Pricing to $99,999,999.9999
  • Calculates and displays margins for each of the 7 selling levels
  • Unit Measures from 1 to 999,999.999999
  • Unit weight to calculate estimated shipping weight
  • Supplier Catalog number
  • Preferred Vendor ID
  • Cost
  • Alternate Vendor ID
  • Alternate Cost
  • Manufacturer ID
  • MRP - Manufacturer Suggested Resell Price
  • UPC number

Invoice Formats

• Several predefined Invoice Formats are available, each with several Invoice Line Formats.
• Invoice formats included are layouts to be used on pre-printed 8 1/2 x 11" invoice forms, or blank 8 1/2" x 11" paper.
• Each Invoice can handle up to 9,999 lines.
• Up to three levels of taxes may be printed at the bottom of the invoice.
• Service Type Invoice formats have the option to suppress quantities, unit pricing, unit discounts and or line totals turned off, and will print sub-totals at the bottom of the invoice categorized by:
  • Material
  • Rental
  • Sub-Contract
  • Other
  • Labor
  • Miscellaneous
  • Freight

Printing Invoices

• Invoices may be printed as the order is completed, or printed at a later date.
• Pre-defined Item messages (unlimited number of lines per message id) are printed automatically below the mechanical invoice line Item (or Serial Number line if the item required a serial number) if the Item has an Item message ID associated with it.
• A pre-defined Invoice Message (up to 99 lines per message id) may be printed below the last Invoice Item Line (or Serial Number line if the item required a serial number) if an Invoice Message ID is specified.
• Print multiple copies of an invoice eliminating the need for NCR type invoices.
• Pre-printed invoice forms are not required.
• Generates multi-page invoices automatically if the number of invoice lines exceed the selected invoice format page size.

Reports

• Invoice proofs may be printed on blank paper for, approval, editing or a second copy of the invoice before actual invoices are printed.
• A list of items in the master file may be sorted in a number of ways before printing.

Optional Modules and Interfacing with:

General Ledger module

• If the General Ledger is installed, general ledger accounts may be specified for each combination of a Class and State/Province/Territory ID, to track Revenue, Cost of Sales and any applicable Sales Taxes as they apply for each of the classifications (categories) and State/Province/Territory combinations.
• The General Ledger Financial reports will immediately show a full accounting from postings in the Invoicing module and does not require month or period end closings to print up-to-date information.

Job Costing module

• Posting from the Contractor Mechanical Invoicing software module to Job Costing may update the Billings and or Items invoiced for. Either option may be turned of or off from the module.

Inventory Control module

• Using the optional Inventory Control module, invoice transactions are automatically posted to the Inventory Control module.

Accounts Receivable module

• Using the optional Accounts Receivable module, billings are automatically posted to the Accounts Receivable module.

Import module

• Using the optional Import module, you can import customer, vendor and product lists from ASCII or CSV files.

Optional add-on modules:

Invoicing add-on module

• The optional Invoicing add-on module provides additional options complementary to the Invoicing Platinum module.