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The invoice can be generated and , printed & emailed via AgencyCloud - credit notes and payments can also be logged

This guide covers how to:

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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
- Newspaper icon indicates an advertising charge, outlined here
- Book icon indicates a standard charge, outlined here

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
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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

Tipinfo

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
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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

Tipinfo

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

Create an invoice & allocate items to it

1. Enter invoice detail

From Invoicing screen:

Click Raise Invoice
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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

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3. Invoice created & items allocated

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

The invoice is now Pending with the Reference code/number shown to the right
If the Reference has been automatically generated, the format of it will depend on configuration
For more information on invoice reference format options, click here
Use plus (+) and minus (-) icons to expand and collapse the sections

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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 Raise invoice section for more information

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

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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

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1. Access print and email optionsFrom 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 your invoice
To raise an invoice, from Invoicing screen:
Select Pending Invoice and click Print
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One
The Pending Invoice will be automatically changed to be a Raised Invoice
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At this point no further charges can be added to the Raised Invoice
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2. Print & email options
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When clicking Print (as outlined in step 1), 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)
2. Invoice status change
From print/email options (shown in previous step):
Click Exit
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Info
Clicking the Print button triggers the invoice status to be a Raised Invoice
3. 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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1. Select invoice to be credited
From Invoicing screen:
Select invoice to be credited
Click Raise Credit Note
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2. Enter credit note detail
Date: enter the date to be shown on the credit note (today’s date will be displayed)
Amount: enter the amount being credited
Description: optional, for information only
Click Accept
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3. Credit applied
The credit note is displayed on the Invoicing screen and the Outstanding Amount updated accordingly
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Enter a payment

1. Select invoice to be paid

From Invoicing screen:

Select invoice to be credited
Click Enter Payment

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2. Enter payment detail

Date: enter the date to be shown on the payment (today’s date will be displayed)
Amount: enter the amount being paid
Description: optional, for information only
Click Accept