18 May 2023 | Windward Software
Invoice Layers
This webinar discussed how to you can generate layers on the fly when you are creating invoices within Windward System Five.
- The webinar was moderated by Ivory and presented by Annabel, a software specialist with Windward Software.
- The topic of discussion was Invoice Layers, a feature in the System Five software that helps in creating and managing invoices.
- Layers in an invoice are similar to the sheets in Excel and are useful in situations where customers purchase different things that need to be separated.
- Annabel demonstrated the use of several options available under the invoice layers, such as creating new layers, printing layers, showing all layers, importing invoices to new layers, and undoing layers.
- Annabel also showed a live demonstration of creating an invoice, adding layers, and moving items between layers.
- A Q&A session followed the presentation where Annabel answered various queries regarding the usage and functionality of Invoice Layers.
- The webinar also provided information about the resources available for further assistance, including the Help Center, Customer Care Portal, Windward Learning Academy, and Professional Services.
- Annabel clarified that the Invoice Layers feature is used to separate items and not for making payments or splitting invoices. The feature allows for importing existing work orders into a new one but does not duplicate them.
- The webinar concluded with an announcement of the next webinar topic and an invitation to participants to join.
0:21
Hello, good afternoon, everybody. Thank you for joining us on our webinar today. My name is Ivory, and I'll be your moderator for today's presentation.
0:32
At the end of this presentation, we'll take some questions. You may want to enter them into the question box, but make sure that they are detailed and specific. And just in case, is a question coming from something that we go over at the start of the presentation. And that will make sure that we know exactly what you're talking about. Any questions that we can't answer today, we can answer them offline afterwards Or you can e-mail support at winward software dot com or support, and support can be able to help you out with any questions you have.
1:02
And also, now you can access past webinar presentations on the website. All of the presentations are in there at WWW dot winward software dot com slash webinar.
1:13
You'll be able to see everything in there for the past presentations.
1:18
So for today's presentation, we're going to be discussing Invoice Layers, which is really a great topic and our speaker for today is Annabel. And she is one of the tenured software specialist with Windward Software and she is already with a company for over five years now. So let's get started and take it away, Annabel.
1:41
Thanks, Ivory. Hi, everyone. Yes, I will be the presenter for today's webinar about invoice layers. So on this webinar, we'll be discussing how you can generate layers on the fly when you are creating invoices, and we'll also discuss one day use layers on invoices.
2:08
OK, so, invoice layers, so, layering is a feature within the system five that will assist you guys integrating invoices. So, it is actually, very similar to the sheets in Excel, or in eagan separate items. So, layering can be an extremely useful feature. Especially in those situations where end customers are purchasing different things, and you want to separate them out.
2:38
So, when you actually create an invoice, there is a layer S option at the top, so, And there are different options under the layers. So, first one is new layers. So, this option will allow you to create a new layer.
2:56
Second one is Layer print option.
2:58
So this will, this option is on how the layer invoices printed. So it includes the following options to select from, Print items, with quantities, prices, and layers subtotal. Print items, with quantities and layer subtotal, and print layers, subtotal only.
3:20
All right, so the next option is show all layers. So when you click this option, you will go back to the summary and then you can see all of the layers.
3:32
The next one is import invoice to new layer, so this option will allow you to import an invoice to the layer. For example, you have an invoice and you wanted it to be added to another invoice which has a layer, then we can use this option to import that invoice.
3:56
The next option is an layer invoice, So this option will undo the layers if you wanted to remove the layers.
4:03
This is the option that we need to click to do so. The next one is Move item to layer. So this option, to allow you to move an item from one layer to the others. So like, let's say you have added an item to like incorrectly, or so you can just move, can use this option to move that item to another layer.
4:25
And the other one is Move blocked item is.
4:27
So layers aleks, let's say there are multiple items that you wanted to move to a layer, so you can just block them, and then the ones to move them all to another layer. So we can use this option, Move Block Items, to a layer.
4:44
So, we can proceed with the de live demonstration.
4:49
So, right, so, when we create an invoice, so we go, you sail, so, let's say we select the, any type of invoice, and let me just see here, clicking, OK.
5:06
So, when you create an invoice, you can see, at the top, or, and you have a Layers option, So, when you click on this, click on New Layer to add a layer, So, you'll get a prompt to enter the name of the layer one. So, like, let's say, for example, you wanted to separate the parts into LIBOR. So, let's say, the layer one is parts.
5:36
Layer two is LIBOR.
5:39
All right, so as you can see, it will show at the bottom right here. So we are currently under the Labor layer, as he can add all your items right here. So for example, for, like for this example, you can add all the laborers. And when you click on parts, you can add all the items.
5:56
So when you go to summary, this will actually show all of the layers.
6:01
So, they have, You have the description right here, which is parts and labor as a like let's say we add a part, I'll just add one.
6:16
Are as if we Add a part in here. So we go back to the summary. It will show the the total amount of the total on on that particular layer, so let. Let's say part, so we have a total of 10 in here, and if you add labor as well, it will be included, or I'll be showing in here. So what I've mentioned earlier, there is an option, like, let's say, for example, you are on the sports Parts layer. When you click on Show All Layers, you'll be back to this summary. So, that's the purpose of that option and Done.
6:55
Let us try to add, see if I have a label right here.
7:02
OK.
7:06
So Alright, so let's go to the next option from here is the Layer of Print Options. So you have three options. So the first one is Print items would quantities prices and layer subtotals. So it will actually print everything, our show everything. So we select that.
7:25
So I'll select Yes.
7:28
Go Print in Preview.
7:34
So, as you can see, four parts, it has the the item, it has a price and into total. And for laborer, it has take the total for the labor and then it has the details below it.
7:53
If you will select the other options like let's say for example, you don't want to show the the prices. So all niche that you wanted the items would quantities and then layer subtotals and this will be the second option.
8:10
You can, you will get this message if you wish to set this for all for all your layers, like that print option. If if it's only for one invoice against like no, but if it that will be the setting for the rest of the layered invoices and you can select Yes, they can just change at any time as well. So, when we print.
8:33
Let's review it.
8:37
So, as you can see, it doesn't show the price on each item, so it will just show you the, the Summary, like the Total, under the, the layers of four parts.
8:49
It has the total, which is 10, and then, below that, it will show the items that, it doesn't have the price of the item and the LIBOR. It also has the labor. It has the it doesn't have the other price as well.
9:06
The last option is it will show the layers, subtotals only, a launch chaux de items.
9:13
So, it, it's like, this one right here, or any of the Layer 1 and 2 parts and Labor Hours, if we will select.
9:23
Hmm, Your print Preview.
9:30
So, there we go. So, it always showed the, the, the layers with the subtotal ASO for Part C have 10 for our labor or you have the 100.
9:42
All right, so, the option, the other option right here there, say, import invoice to layer two new layer option. So like let's say for example, you wanted to add an invoice in here.
9:55
So if you select that option import, invoice, and new Layer, so we need to select the Invoice.
10:03
I wonder if there is an Envoy, so like, let's say, for example.
10:08
Um, this one, believe it doesn't have anything, where let me just take block.
10:20
So as you can see after, we imported though, it doesn't have anything. It added a new layer N here. And then the name of the layer is actually the invoice number which is a ticket 0, 0, 0, 0 wise. If there is an item on that invoice it, it will also show right here.
10:40
And let me send you out of the customer.
10:47
Let's just add an item on that invoice that I can show you.
11:02
So, let me just add an item in here, and then let's import it again to the other invoice.
11:21
OK, so let's go back and And then select an option again.
11:33
Select the Envoys.
11:39
So, it adds the other layers, so I just need to click on another artist summary or another layer for it to update.
11:47
So, when you take a look at that in your, it showed all of the items, and when you go back to the invoice, it will show that quantity change, too.
12:02
Googlebot right here itself has outlined.
12:08
So, these are the the options, like let's say for example, you wanted to undo the layer. You don't want to layer them anymore. So when you click on Layers, you just need to select and layer invoice.
12:24
So when you click on this, you will get this information, and layer, invoice, layer information will be lost.
12:31
So when you click on Yes, so the, all the items will be on one.
12:38
So there will be, there will be no layer anymore. So Jessica Irregular invoice, or any, have added all the items.
12:49
And the next option is Move item to a layer.
12:54
So, because if, for example, you wanted to, layer, you wanted to add a layer and move the item at the same time. So, whatever is highlighted, and you select this option, move item to layer, you clicked on New Layer.
13:12
You'll be asked to enter a name, so let's see what's LIBOR.
13:23
Sorry? Click OK.
13:26
Layer two, parts.
13:31
OK, so, now is the hour today.
13:38
OK, so now are the, uh, So, like, let's say, you have the other items right here, and this should not be in the labor part. So, we just need to move them. So, let's just.
13:58
Oh, let's just block them And, uh, two parts. So we select Move, block items, a layer, and then we select Parts.
14:11
And then there you go, they are added under departs.
14:20
And that should just do it for the live demonstration for the invoice layers. So, before we proceed with your question, we'll just like to inform you guys that we also have resources available which includes the Help Center. So, it is available on windward software dot com slash help.
14:46
We also have a customer care portal wherein you can search our knowledge base. You can submit and track support tickets. And the URL for that is support: darwin word software dot com, and we also have Windward Learning Academy were, and you can spin up new employees in its cell lesson based topics. And you can access that through Academy dot when word on cloud dot com. And, we also have one word, professional services. So, if you wanted to get guidance from one of our professional services specialist wherein, you can have like an in-depth discussion on certain topics.
15:25
You can contact them through when a word software dot com slash professional does services, or you can contact your Account Manager for a quote, or call at 114635750.
15:39
And for, we also have an emergency support hotline, so the following situations qualify for emergency support. Let's say you have entire system down, You're unable to take payment, cannot login into system five, or you're recovering from a power outage. You can submit an emergency support, requested one word software dot com slash emergency.
16:04
And the last one is we do have webinar archives. So, we can go to when word software dot com slash webinars, you can sign up for future webinars from there, and then you can view previously recorded events.
16:20
All right. So, you cannot proceed with questions and answer if you have questions.
16:28
Thank you so much Annabelle. Um. Yeah, we have, ah.
16:35
First question here from Erica Jensen and she said, What does it mean to block and an item?
16:43
Is it just to select multiple items to move to a new layer?
16:48
Yes, that's right.
16:49
So, block it just to select the, the item is, so, that option is used to like move items. So, you don't want to that.
16:59
You can use a block if you don't want to, like, select each item, so you can block them and then move them at once.
17:08
OK, I hope that answers your question, Erica.
17:14
Anymore questions?
17:21
And, while we're waiting for others to type in their questions, I'd like to invite everyone on to the next webinar topic that we will be having on the.
17:38
That will be on May 25th or, sorry, hold on.
17:47
Oh, sorry, the next webinar that we will be having is going to be on June first, that will be about a national account.
17:57
So, if there's anyone else of that is, uh, I'm interested in that particular topic about the national accounts, That will be held on June first. That's a Thursday two weeks from now, and that same time, 1 0 PM Pacific Time.
18:25
Again, as we mentioned, if there's any questions that you might have that you might be able to come up after, after the this webinar session, you can go to our portal and create and trackers for tickets at Windward that support, that, when we're software dot com, that way, you can be able to send your ticket in their request for a ticket in there. And at the same time, track it as well.
18:58
OK, there is another question that we have.
19:02
Can you split payment amongst the layers? in example, take layer first payment on Monday? Then take layer two payment on Tuesday.
19:13
Oh, OK, So payment ..., I believe Should be an option right here is Show the total though, let me just chart right here.
19:34
Or someone to Work.
19:47
Hmm, hmm, OK.
20:00
OK, well, when I checked it in here, though, it seems like there is no option to do so, because on a tendered a payment, it applies to all.
20:11
Um, It doesn't actually, It doesn't allow you to select which layer you wanted to pay. So when you do tender it, you just accept the payment.
20:24
But you can partially, you can actually have partial payments, but there is no option to apply it to the specific layer. Because when you pay, it will just be applied to like to all.
20:39
It will show on the summary, how much is paid, but not on the, on the layers.
20:50
OK, I hope that answered your questions, Erica. And, also, there's a question from Kat.
20:55
She said, Can you use this layering for taking multiple work orders to make into one?
21:05
Um, yes, you can, you can use this by importing, because there's an option to import invoice, right, McCarran legacy if you wanted all of those work orders into one. You can use the, the option import invoice to new layer. So, all of those work orders will be added in here when you import that invoice. It will show, I mean the name of the layer is the invoice number, like, though, that work order number.
21:42
OK, I hope that answers your question, Kat.
21:46
Another one from Nicole, would you consider this to be easier than block and move for the invoices?
21:57
Well, they have different functions, so or like they have different fashion knowledge.
22:05
Delete the block and move though is it's when you're ready to you block and movies usually when you wanted to move those. Those parts are already shipped, right? The purpose of the layers is just to separate the items, just incase you're a customer. Have separate items. Like let's say for example, you have, you are selling furniture, so you wanted to separate like this is for a bedroom, this is for the living room. So, something like that.
22:36
So, it depends on, it depends on what you actually need, though. So.
22:46
I hope that answers your question, OK, another follow up question from a cat, then there's the work order that got included, avoided, or is it left as a work quarter, It will still be left as a work order, though.
23:09
OK, question from Nicole.
23:11
Um, example, some things may not be in and we have to order, so we'll, so we'll deliver only partial order to customer currently I block and move to split the invoice.
23:26
Hmm, hmm, I think that's pertaining to her first question about considering this to be easier than block and move for the invoices and she said, Example, some things may not be in, may not be in and we have to order.
23:44
So, we will deliver only partial order to order to customer currently a block and move the split. the invoice, OK. Well, with that particular scenario, though, it's best to use of block, and move, because with the layers, it's still the same invoice type, like, let's say, work orders, telework order, though.
24:03
So like, if it was shaped and he wanted to see that it was ship and you can use a block and move option.
24:14
OK, another question here from Erica: When you import existing work orders into a one, oh, a new work, sorry, when you import existing work orders into a new one, does it duplicate them?
24:31
Or they all merge into one, just thinking about how that works in the back room financial side.
24:40
Um, as you can see, though, when I import the invoice, it's still existing. So when you import a work order, what will happen is it will, it will show a layer of that work order N here would apart. That were, order is still existing in some, say, won't be deleted. But the quantity, though, on that invoice, will show zero if it's a work order.
25:06
But the work order is still existing so they won't be deleted.
25:13
OK, thanks for the enable. And another question from Sean Williams.
25:19
He said, When importing an invoice to a layer, is it just copying or coping the items on that invoice?
25:28
It is not linking the imported invoice that invoice.
25:34
Yes. It will just copy the item or aid, and then it will take out the quantity if it's a work order.
25:45
It's not laying, so to say it's true. It's, it's like you're taking that item from that work order into this layer.
25:55
But the from the, the work order will still be in there. Shall be existing. It just as a quantity will be zero.
26:07
OK, I hope that answers your question, Sean and, uh, animal questions.
26:13
We still have a few minutes, are you guys?
26:17
And, again, if there's any questions that you might, you might have after this session, you can always create a ticket onto our portal, and from there, you can also be able to track them.
26:33
Or you can also call support.
26:36
And we do have a people from the first responders to answer you right away.
26:59
OK?
27:02
Seems like everyone is as good, and I hope, everyone.
27:08
I hope everyone can join us in our next webinar. Again, I mentioned earlier, it will be on June, first Thursday, at 1 0 PM Pacific Time, and that will be about that. We'll talk about national accounts.
27:19
And I think, um, there are there any questions left, Annabelle, and thank you so much for that wonderful presentation, and I hope to see you guys again on the next two weeks. And you guys have a great weekend, or sorry, a great day as well.
27:41
All right. Bye, everyone.
27:43
Thank you so much, and goodbye. everyone. Have a wonderful day or evening.
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