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1. Invoice option & keyboard shortcut

From Offers screen:

  • Click Invoice (top right)

Tip

You can also press Control & I on your keyboard to access the invoicing screen

2. Invoice screen displayed

  • Unallocated Items have yet to be assigned to an invoice

  • The Outstanding Amount at the bottom of the screen displays a running total of current charges & payments

Create a charge

Notetip

If When an invoice has already been created but not raised - where this charge is to be assigned to an invoice, select the relevant (i.e. it shows as a Pending Invoice), you can select this invoice beforeclicking Create Charge to allocate the charge to it

From Invoicing screen (shown above):

  • Click Create Charge

  • Amount: enter the value of the charge excluding VAT

  • Description: enter a description of the charge
    This will be displayed on the invoicing screen and the resulting invoice generated from AgencyCloud

  • Click Accept

Tip

Until it is assigned to an invoice, a charge will be classed as an Unallocated Item without VAT added

When raising creating an invoice, an option to assign unallocated items Unallocated Items to the invoice will be offered
For more information, see Create an invoice section

Create an advertising charge

Notetip

If When an invoice has already been created but not raised - where this charge is to be assigned to an invoice, select the relevant (i.e. it shows as a Pending Invoice), you can select this invoice beforeclicking Create Charge to allocate the charge to it

From Invoicing screen:

  • Click Create Charge

  • Date: enter the publication date

  • Description: enter a description of the advertising charge
    This will be displayed on the invoicing screen and the resulting invoice generated from AgencyCloud

  • Type: leave set to Advertising

  • Advert size: select as appropriate

  • Cost: the net cost of the service

  • Charge to vendor: the net charge to the vendor
    This is the amount that will be used when raising the invoice plus VAT
    Where charges are being uplifted by the agent, this figure will be a higher value than the actual Cost noted above

  • Charge to agency: the amount that that the selling agent is contributing towards the total cost; this is recorded for information and/or reporting purposes

  • Click Accept

Tip

Until it is assigned to an invoice, a charge will be classed as an Unallocated Item without VAT added

When raising an invoice, an option to assign unallocated items to the invoice will be offered
For more information, see Create an invoice section

Info

An advertising charge can also be logged via the property screen - press Control & A on your keyboard to display the Advertising screen where the details can be entered
This will automatically be added as an advertising charge on the property invoicing screen

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1. Enter invoice detail

From Invoicing screen:

  • Click Raise Invoice

  • Reference: if displaying Automatic, AgencyCloud is configured to automatically generate the invoice reference - if not, enter the invoice reference

  • Date: enter the date to be shown on the invoice (today’s date will be displayed)

  • Description: optional, for information only

  • Click Accept

2. Allocate items to invoice

Currently unallocated items will be displayed

  • Tick the charges to allocate to the new invoice
    At least one charge must be selected in order to create the new invoice

  • Click Select

Tip

Unallocated items can also be clicked & dragged over an invoice, see step 4 below

3. Invoice created & items allocated

The selected charges are now allocated to the new invoice - charges not selected still show as Unallocated Items

Tip

Allocated charges now have VAT added

A Pending Invoice can have further items added to it - when an invoice is raised no more items can be added, see

4. Click & drag unallocated items

Unallocated items can be clicked & dragged over an invoice to allocate them

  • Hover over the unallocated item

  • Click & drag the item over the invoice
    A prompt is shown

  • Click Yes

5. All items allocated

In the example shown, all items have been allocated to the invoice and the Outstanding Amount updated at the bottom of the screen

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Raise invoice - print, email & save

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PDF invoice

1. Raise invoice

Note

When an invoice is raised, no more charges can be added to it, therefore only carry out the actions outlined in this section when no more charges need to be added

To raise an invoice:

  • Select Pending Invoice and click Print
    The Pending Invoice will be automatically changed to be a Raised Invoice

Image Added

  • At this point no further charges can be added to the Raised Invoice

Image Added

2. Print & email options

From Invoicing screen:

  • Select Pending Invoice and click Print

One or both options can be chosen

  • Preview and Print: generates the invoice as a PDF and displays on screen - allowing you to print the document

  • E-mail Document: creates the invoice as a PDF attached to a new email message, addressed to the main vendor (providing an email address is saved in the vendor details)

23. Invoice status change

From print/email options (shown in previous step):

  • Click Exit

Info

Clicking the Print button triggers the invoice status to be a Raised Invoice

34. Invoice PDF file automatically saved

When an invoice is raised, it is automatically saved as a PDF file

From Offers:

  • Click Letters (top right)

  • In the Existing letters and files panel, the Invoice is displayed

  • Double-click to open
    OR

  • Right-click for further options
    e.g. Rename - allows you to change the filename displayed in this screen

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