Navigating the Invoice Form

The invoice form is the central screen for creating, editing, and managing invoices in AccuArk. This guide walks through every area of the form so you know exactly where to find each feature and what it does.

Opening the Invoice Form

To create a new invoice, navigate to Business > New Invoice from the main menu. To open an existing invoice, go to Business > Invoice List and double-click an invoice to open it.

The invoice form opens within the main application window inside the main AccuArk application. You can have multiple invoices open at the same time.

Main Toolbar

The toolbar at the top of the invoice form contains the primary action buttons. These buttons are always visible and provide access to the most frequently used operations.

Save

Saves the current invoice without closing the form. Use this frequently while editing to avoid losing work. The save button validates all required fields and displays an error message if anything is missing.

Print

Opens the print menu with three options:

• Invoice -- Prints the full invoice with all financial details including prices, discounts, tax, and totals
• Packing Slip -- Prints a shipping document listing items and quantities without pricing information
• Work Order -- Prints a job document showing line items and line item notes without any financial information, designed for field teams

Email Dropdown

The email button includes a dropdown that lets you choose what to email to the customer:

• Email Invoice -- Sends the full invoice as an email with the invoice details
• Email Packing Slip -- Sends only the packing slip information

The system uses the email settings configured for the current location. If email has not been configured, the button will display a warning.

Receive Payment

Opens the payment recording form where you can enter a payment amount, select a payment method (cash, check, credit card, etc.), and record the payment against the invoice. The invoice's balance updates immediately after a payment is recorded.

Refund

Opens the refund form to process a full or partial refund against payments that have already been recorded on the invoice. The refund amount cannot exceed the total payments received.

Schedule Payments

Opens the payment scheduling form where you can create a series of expected payment dates and amounts. This is useful for installment plans or progress billing. Scheduled payments serve as reminders and tracking tools -- they do not automatically collect funds.

Unlock

When an invoice is in an edit-locked status, the form becomes read-only. The Unlock button allows authorized users (those with the appropriate permission) to temporarily unlock the invoice for editing. This is useful when corrections need to be made to an invoice that has already progressed through the workflow. The unlock is controlled by role-based permissions, so not all users will see this button.

Toolstrip Buttons

Below the main toolbar, a secondary toolstrip contains additional action buttons. These buttons are related to workflow operations and are visible based on the user's role and permissions.

Create PO

Creates a new purchase order pre-populated with the line items from the current invoice. This streamlines ordering from vendors when you need to procure items to fulfill the invoice. The button opens the Purchase Order form with the items already filled in.

Assign Team

Opens the team assignment dialog where you can assign one or more teams to this invoice. You select a team, set the scheduled start and end dates, and save. The assignment appears on the Assigned Teams tab on the invoice form and on the team captain's My Team Dashboard.

Status History

Opens the Status History form showing every status change the invoice has gone through. Each entry shows the previous status, the new status, the date and time of the change, and the user who made it. This provides a complete audit trail of the invoice's workflow progression.

Request Approval

Opens the Customer Approval form where you record the customer's approval for the order. This button is visible when the current order status requires customer approval. You enter the approver's name, confirm the approval, and save. Once approved, the order can advance to the next status.

Confirm Delivery

Opens the Delivery Confirmation form where you record delivery details. Enter the name of the person who received the delivery, the delivery date, and any notes. If the current order status has an auto-advance status configured, confirming delivery will automatically move the invoice to the next status.

Order Status Dropdown

The order status dropdown is located in the header area of the invoice form. It displays the current order status and allows you to change it.

Changing the order status triggers any configured inventory actions (reserve, subtract, or release), checks for deposit requirements, checks for customer approval requirements, and records the change in the status history. The dropdown only shows statuses that are valid transitions from the current status based on your workflow configuration.

Header Area

The header area contains the identifying information for the invoice:

• Invoice Number -- Automatically generated when the invoice is created. This number is unique across the system.
• Date Entered -- The date the invoice was created. Defaults to today but can be changed.
• Due Date -- The payment due date for the invoice.
• Delivery Date -- The expected or actual delivery date for the order.
• Customer -- Select an existing customer from the dropdown or search. The customer's billing and shipping addresses populate automatically.
• Billing Address -- The customer's billing address. Auto-populated from the customer record but can be edited for this invoice.
• Shipping Address -- The customer's shipping address. Auto-populated from the customer record but can be edited for this invoice.

Line Items Grid

The line items grid occupies the center of the invoice form and is where you add the products and services being sold. Each row in the grid represents one line item with the following columns:

To add a line item, click into the empty row at the bottom of the grid and begin typing an item name. The system searches your inventory and presents matching results. Select an item to populate the price and tax fields automatically. You can also type a custom item name that does not exist in inventory for ad-hoc services or miscellaneous charges.

To attach a note to a line item, right-click the row and select the line item notes option. Notes appear on work orders and can communicate special instructions to the team handling the job.

Financial Summary

Below the line items grid, the financial summary displays the invoice totals:

• Subtotal -- The sum of all line item subtotals before invoice-level adjustments
• Discount -- Any invoice-level discount applied (separate from per-line discounts)
• Tax -- The total tax amount across all line items
• Shipping -- Shipping or delivery charges added to the invoice
• Total -- The final invoice total after all adjustments
• Paid -- The total amount of payments recorded against this invoice
• Balance -- The remaining amount due (Total minus Paid)

These fields update in real time as you add, remove, or modify line items and payments.

Notes, Terms, and Memo

Below the financial summary, several text fields provide space for additional information:

• Notes -- General notes that appear on the printed invoice, such as special instructions or thank-you messages
• Terms -- Payment terms or conditions that appear on the printed invoice (e.g., "Net 30" or "Due on receipt")
• Memo -- Internal notes that are saved with the invoice but do not appear on any printed or emailed documents. Use this for internal communication about the order.
• Tech Notes -- Technical or job-specific notes that can be referenced during fulfillment

Assigned Teams Tab

The Assigned Teams tab shows all teams currently assigned to this invoice. Each assignment displays:

• The team name
• The scheduled start date
• The scheduled end date
• The assignment status

From this tab, users with the Teams Captain permission can access two additional buttons:

• Progress -- Opens the progress tracking form where team captains can log updates, report issues, note needs, and mark tasks as complete
• History -- Opens a read-only view of all progress entries logged against this invoice, showing the full journal of updates and issue resolutions

The Assigned Teams tab is only visible when the invoice has team assignments or when the user has permission to assign teams.

What to Read Next

• Understanding Invoice Types -- Learn how different invoice types affect form behavior
• Saving, Closing, and Reopening Invoices -- Understand the save and close lifecycle
• Order Status Workflow -- Configure the statuses that appear in the order status dropdown