This quick video shows you how to reset the invoices for a job site. You can choose to recreate no invoices, all invoices or all except the last.

http://www.avontus.com/products/quantify/videos/ResetBilling/resetbilling.html

In addition to rent, Quantify allows you to bill your customer for additional and product charges.

Additional charges are the customer charges for items you don’t wish to inventory and other charges, such as freight. 

Product charges are 1) the cost of repair or replacement for damaged and missing parts and 2) per-item delivery charges and return credits.

These charges are billed in Quantify as follows:

· If a shipment has a rental delivery or a rental return and has charges, Quantify bills the charges on the invoices with the rent according to the billing cycles.  This applies to returns with charges, even when there is no additional rent to charge.

· If a shipment has no rental deliveries or rental returns, Quantify bills the charges on the next invoice.

· If a shipment has a delivery charge or return credit, Quantify invoices the charges with the rent according to the billing cycles.  This applies to return credits, even when there is no additional rent to charge.

· Product charges other than delivery charges and return credits are billed on the next invoice.

The 2011 version of Quantify has been published to the update server. Being a major update, this version has numerous new features and enhancements.

New Features

• When returning goods you can now return damaged and missing items as well as bill for these items. There are three status', Damaged, Damaged Beyond Repair, and Lost/Scrap. The labels for these statuses are customizable in Global Options. To turn on 'Out of Service' items, edit your branch office or laydown yard and check the box for tracking these items.
• Quantify can now be used for managing small tools. The main grid can easily support the display of a million or more items, and a shipment can handle tens of thousands of serial numbers. There is also a new setting that enables servicing items upon return, via service tickets. Service tickets are used to restock items that require servicing after returning them.
• Tracking by order has been enhanced to include work orders, which are assigned to purchase orders. These purchase and work orders are represented by a treeview combobox on both the job site and scaffold tag.
• There is now the ability to subscribe to email notifications so that you can receive only the ones you want to receive. When location-based security is turned on you'll only receive notifications for the locations that you're assigned to.
• In addition to email notifications, all notifications are now saved and can be viewed in Quantify on the Notifications button on the toolbar.
• There is a new item on the File menu ('Change my notifications') that allows the user to subscribe to these notifications.
• There is a new 'Product Activity' report that shows the history of a selected part on all shipments.

Enhancements

• The digital certificate for Quantify has been updated. If you've previously synchronized with QuickBooks, or have trusted the old Avontus digital signature for some other reason, you will need to re-establish the relationship between Quantify and this product.
• The average cost for items on a transactions is now recorded at the time of the transaction. This can be seen in the transactions product pivot.
• When clicking on a corporate structure (blue node) in the treeview the total quantity is now displayed.
• Removed the cost from the 'Selected Product Quantities by Location' report since this report is available to most roles. This value is still available in the Pricing pivot.
• Added totals to 'Selected Product Quantities by Location' report
• When working in rate profile mode, you can now edit the rent rates on a shipment by checking the box in Global Options to edit the rent rate on the shipment.
• Serialized parts are now always displayed on a shipment individually. (Previously, to select a serialized part to be included you had to select a button and then check the item to be included from a list.) Now, the list is shown in line with your regular inventory, separated by a serial number. The textbox search filtering now also includes the serial number in the filter.
• If you're tracking serialized assets, the serial number for the parts is now displayed in the Shipment pivot report for the jobsite.
• Added a new note in Global Options that will appear on all shipments. This note does not appear on the return pick ticket for the jobsite, for which there is a separate note option.
• Addresses are now copied from the parent job site (or job site group) when creating a new job.
• Accounting item types are now broken out into individual charge types on the invoice. This allows for unlimited flexibility when syncing with accounting software using the Quantify API.
• We now allow the date (day) to be removed from the product history. You can drop the year and month to see totals by these ranges as well.
• The subscription for serialized part notifications has been moved from the checkbox on the user to the list of subscriptions. If you previously had this checkbox checked, you will need to edit your notifications (file menu) and re-subscribe to it.
• The starting address for the driving directions on a jobsite now defaults to the parent branch office or laydown yard shipping address.
• You can now add a serial number and stock it at a branch office from within the branch office adjustment dialog box. Before, you had to add it in the catalog, then purchase it through a transaction.
• In QuickBooks a zero invoice marked as Paid is voided. Quantify now recognizes this and properly sets the invoice to voided.
• The old product reports contained within the product catalog have been combined into the new report control, plus a new product pivot has been added that allows you to filter and move around columns to sort and group data.
• The treeviews for the customers and vendors now display the total number of customers or vendors in a status bar below the tree. Number of contacts is also displayed.

Bug Fixes

• Fixed issue with product history exception in rare situations with an invalid stocking location.
• Made the resolution of negative job balances recognize permissions, which uses the same permission to adjust inventory at a branch office. When location-based permissions are on, user must be assigned to both the job and the branch office.
• When viewing by customer in the tree, selecting the customers now shows all of the equipment contained within the jobs for this customer.
• When creating a jobsite group on another group, the subgroup wasn't inheriting the permissions from the parent it was created from.
• Improved performance loading customers and vendors in the treeview.

This post will show you how to edit the rental rates on a shipment. While the rate profile is set on each job site’s Billing tab, you can change the rates charged on an existing shipment by selecting a different rate profile (change) or editing the existing rate profile (update).

 

 

If you want to keep the same rate profile but make updates to it, first edit the rate profile. (From the Billing menu, select Rate Profiles. Select the rate profile you want to edit, make your edits and click “OK”.) Next, update the shipment(s). On the Shipping tab, select the shipment(s) you want to update. From the Change dropdown menu, select “Change/Update Rate Profile on Selected Shipments”. Select the Rate Profile you are using and click on the “Change” button. (If you don’t want to accept your change, click on “Close”.) Invoices generated after updating the shipment(s) will use the edited rates. Existing shipments will not be affected unless they are updated this way. New shipments using this rate profile will, however, use the edited rates; when a shipment is created, the rent rates that exist in a rate profile at the time of the shipment will remain in effect until you intentionally change/update the shipment’s rate profile.

If you want to use a different rate profile for your shipment(s) than the rate profile assigned to the job site, select the shipment(s) you want to update and, from the Change dropdown, select “Change/Update Rate Profile on Selected Shipments”. Select the Rate Profile you want to change to and click the “Change” button. If the job site uses the rate profile A, for example, and you change a shipment to use the rate profile B, note that this change does not affect the job site, which will retain the Rate Profile A; new shipments to this job site will continue to use the rate profile A.

History - You can view the changes made to a shipment by clicking on the History tab for the selected shipment. Below you’ll see that the rate profile for this shipment was changed from the “New customers” to the “Dawson Rate”.

For the typical scaffold company with hundreds or thousands of billable jobs, integration with accounting software is often a chore. The sheer volume of data creates a tedious, error-prone, and often expensive task in even the most efficient accounting department. Quantify and QuickBooks communicate with each other seamlessly, eliminating the burden of manual data entry. Invoices that are created by Quantify are automatically added to QuickBooks in a single step. What’s more, the jobs and customers associated with the invoices are linked to these items in QuickBooks, giving you instant and accurate job costing, receivables, commission tracking, posting of taxes due, and other vital financial data. Quantify does this by 'synchronizing' data with QuickBooks. Synchronization is a two-way process in which information is linked between QuickBooks and Quantify. Invoices in Quantify are updated with payment status and other data as they change in QuickBooks. This synchronization occurs automatically with new invoices and continues until the invoices are paid and jobs are closed.

Setup

To set up the communication link between Quantify and QuickBooks, first start both programs. From within Quantify, open Global Options from the Tools menu. On the Accounting tab under Accounting Integration, select QuickBooks and your QuickBooks company file. Then test the connection by clicking the Test Settings button. QuickBooks will display a certificate dialog box and ask you if you’d like to allow Quantify to connect. Select the item 'Yes, whenever this QuickBooks company file is open' and then press the Continue button.

Rental and Additional Charges

When an invoice is created in QuickBooks a single invoice line item is added for the total of the rental on the Quantify invoice, as well as for each additional charge. These line items are matched by name and can be renamed after the linkage occurs. Rental is mapped through the “Rent item name” in Global Options (on the Accounting tab, under Rent invoice options), while additional charges are mapped by Accounting ID. When you attempt to synchronize an invoice you will be notified if an additional charge cannot be found. The invoice won’t synchronize and you’ll be able to correct the issue by adding the item in QuickBooks and resynchronizing in Quantify.

Quantify Invoice Line Items

Corresponding QuickBooks Invoice Line Items

Synchronizing Invoices and Credit Memos

Sychronization is easy and accomplished in a single button click. Once you have created invoices in Quantify click the ‘Synchronize Invoices’ menu item from the QuickBooks toolbar button on the Invoices tab. After synchronization is complete you will see a summary dialog box that shows you the details of what was added and updated.

Quantify invoices are now linked to the newly created invoices in QuickBooks and their details are updated upon all subsequent synchronizations. Columns in the grid that are related to QuickBooks will appear once synchronization has started. The invoice due date, total in QuickBooks, and status (paid, not paid, etc), are displayed in blue text. The invoice status, payment date, and other details are updated with QuickBooks values until they’re fully paid in QuickBooks (note that a partially paid invoice will display a ‘Not Paid’ status in Quantify).

You can filter the list of displayed invoices by status by clicking on an item in the Filter menu. The Quantify invoice number will be updated to the number that is auto-assigned by QuickBooks when the invoice or credit memo is added to QuickBooks. In Quantify this number is required to be unique and a case can arise in which QuickBooks assigns a number that is in use by another Quantify invoice. If this occurs then the invoice is saved in QuickBooks but the Quantify invoice will be assigned a new number. You can change the invoice number in Quantify and QuickBooks but the invoice number must be unique. This behavior also occurs for credit memos.

Rental credits are created in Quantify when they are due for early returns and other situations. These rental credits are created with a single rental item and should not contain any additional charges. If a credit memo contains additional charges you will receive a warning to remove them. To issue a credit for previously invoiced additional charges, create a credit memo within QuickBooks.

The status for a credit memo will display the text 'Not Paid' when it has any unapplied amounts in QuickBooks. When the amount of the credit in QuickBooks has been fully applied to customer payments the credit will display a status of 'Paid'.

To remove the link between QuickBooks and Quantify for an invoice, highlight the invoice in Quantify and select the ‘Reset Synchronization’ menu item. If there is an invoice (such as a zero invoice) in Quantify that you don’t wish to import into QuickBooks, highlight the invoice and select the ‘Do Not Sync’ item prior to synchronizing. Invoices with a status of ‘Do Not Sync’ are ignored.

After an invoice is synchronized with QuickBooks it cannot be changed in Quantify. If needed, changes must be made in QuickBooks. You can, however, reset the synchronization in Quantify, void or delete the invoice in QuickBooks, then edit the invoice in Quantify and synchronize again. Doing these steps will re-add the invoice in QuickBooks. Keep in mind that the invoice number in QuickBooks may change.

Customers

Customers are required on invoices in both QuickBooks and Quantify. Once synchronization occurs Quantify will match customers by name and ‘link’ them. Unlike most other data, a customer is required to be set up in QuickBooks first and invoicing won’t proceed without a matching customer. This is so that you can maintain the QuickBooks relationship with other software, such as CRM and Point Of Sale. If you attempt to synchronize and a customer name isn’t matched you will receive a warning similar to the one below.

If a matching customer is found, Quantify will 'link' the customer with an underlying ID that is stored and reused in later synchronizations. This link is established so that you can rename the customer in Quantify or QuickBooks and maintain the relationship. Although the link will still work, it is recommended to keep these names similar at all times.

If for some reason a customer cannot be found in a later synchronization (such as if it was deleted in QuickBooks), Quantify will detect this condition and remove the link so that it can be reestablished. You will see a warning similar to the one below when this happens.

Job Sites

Unlike customers, Jobs are automatically added to QuickBooks if a matching job (by name) isn’t found. By default, in QuickBooks, the sales rep from the customer is added to the job so that you can track commissions.

If Quantify attempts to fetch a job in QuickBooks and it’s not found for some reason (due to deletion, for example) then Quantify will remove the link so that it can be reestablished. You will be notified of this condition when it happens as shown below.

The billing address on the Quantify job site is added to the QuickBooks job.

Quantify Job Site

Corresponding QuickBooks Job Site

Taxes

If using Quantify and QuickBooks for taxes, only the first tax code is used in Quantify. Once a tax code is matched between Quantify and QuickBooks it is linked. The taxes on an invoice are posted to tax agencies in QuickBooks from a Quantify invoice. For items that have multiple tax agencies (such as state and county) set up a tax ‘group’ in QuickBooks and associate multiple tax rates per that group. Use a single tax code in Quantify with the combined rates (add them together) and name it the same as the QuickBooks tax group. Quantify expects your QuickBooks installation to have two tax codes: taxable and non-taxable. Upon synchronization Quantify will use the first taxable and non-taxable codes that it finds. Please contact Avontus if you’re using more than one taxable or non-taxable code and would like to use the non-default one.

Near the top of the request list for Quantify is the ability to multi-select and either print or save invoices. You can now accomplish both of these tasks in the new version. Previously, save and print were only available through the print preview window for each invoice. This meant that if you needed to save PDF files for 15 invoices, you had to preview and save each one individually.

This blog article starts with saving and printing a selection of invoices. For a discussion on how to multiple-select see the ‘List Selection’ section that follows.

Multi-Save
To save the selected list of invoices click on the reports menu then click the ‘Save Selected Invoices to File’ flyout menu. You’re given a choice of what file format you’d like to save to: Excel or PDF. When you click these your invoices will be saved to this file type and the file location where you’d like them to be saved is opened.

 

If you haven’t specified a file location you will be given the choice to do this when you click the menu, specified in My Options.

Multi-Print
Multi-Print displays a dialog box first so that you can select which printer you’d like the invoices to be printed to.

 

Clicking the Print button will print to the printer selected and display the progress. 

List Selection
So, a little background on some standard Windows list selection behavior is explained here first. If you’re pretty efficient with Windows, you can skip this section.

Single Select
As you may know, you can select an invoice in a list and then perform an action with the selected invoice. Actions include displaying the invoice in a print preview window, editing the invoice, and others. You can tell what item is selected by its blue background color. Shown below, invoice number 04 is selected. To select invoice 05 or 03 you simply click anywhere its row.

Multi-Select
Quantify follows normal Microsoft Windows list-selection behavior by combining actions with your mouse clicks in combination with the Shift and Ctrl keys on your keyboard.

Select All using Keyboard
If you have a situation in which you wish to select all of the invoices in the current view of the list, such as when a jobsite is pre-selected, first click on the invoice list to set focus, then hold down your Ctrl key and press the A button.

Select All – Between First and Last Selected
Shown below are invoices 07 through 10 selected. To accomplish this, first click on invoice 07 to select it, then, while holding down the Shift key, click invoice 10.
 
Include/Exclude from Selection
An alternative to using the Shift key, which selects everything between a start and end, is to use the Ctrl key while clicking your mouse. Using the Ctrl key preserves whatever is currently selected, then adds or removes the item you click on to the selection. In the example below, invoices 07 through 10 were selected as show above; then the Ctrl key was held down and invoice 08 was clicked, which removed it from the list of selected invoices.

The latest version of Quantify includes a return address on all three of the invoice styles (detailed, summary, and summary with rent lines), which is used to tell your customer where to send payment.

This address comes from the 'Billing' address of the parent branch office (or laydown yard) that the job belongs to.

You can have different addresses for each of the different branch offices within your company if they're each responsible for managing their own receivables. Alternately, if your company uses a single address, simply enter the same billing address for all branch offices.

Notice also that the label above the address says "Send payment to:". This label can be changed to show different text, such as "Remit To". To change this label, click on the Tools menu, then in Global Options click on the Reports tab and change the text for this label.

Quantify includes the option to add sales tax to your invoices.

To include sales tax, go to Global Options under the Tools menu and click on the Accounting tab.

Under Tax options, select “Use tax rate on job” and click OK.  (If you have more than one tax, such as State and County, select both rates and enter the appropriate name for each.)

 
Next, go to the job site’s billing tab and select "Charge tax on rent". Create a new sales tax rate by clicking on the green plus sign or use the drop-down list to select an existing tax rate.

Taxes are automatically calculated on each invoice run, depending upon the settings at each job site as well as whether each unit price or rental item is selected to be taxable.

If you’ve generated invoices but have not set up taxes, you can edit invoices to include them. Select the invoice in the list & click on the edit button (double-click will display the invoice print preview). Select “charge tax on rent” and/or set the unit price checkbox to taxable, then select the appropriate tax rate.

The June 15 release contains several new enhancements and updates.

Job Site Number on Shipment
If a number is entered on a job site, it is now appended to the name on the shipment.

Order Number on Job Site and Invoice
It is common to include your customer’s order number on your invoice. While this occurred in earlier versions of Quantify, if your job site contained only a single order number you previously had to enter this order number on every shipment and make sure that the order number was the same for a specific job. To make this easier, you can now choose an order number at the job site level.

 

Other Fixes and Enhancements

• Return balance quantities are now negative on the shipment pivot for a job site.
• Moved the customer address box on the summary and summary with rent lines invoices to fit in an envelope that has a window in the lower left corner.
• Improved the performance of setting the rate profile on multiple shipments at once, as well as the detection and skip of shipments that are in voided status.

It's common to bill for items that you don't track in inventory. These are handled using a generic 'unit price' in Quantify. Examples are freight, charges for PE stamped drawings, 2x4's, 9 wire, etc.

Got 5 minutes? Watch our How-to video on how Quantify handles non-inventory and service items.