Question asked by Helen Passfield 11 years ago
We find the summary field very useful for internal reporting purposes, but any text entered there comes up in an odd please on the invoice template making it unpresentable to clients. How should the invoice template be amended to enable use of the summary field but miss it off the invoice template. Many thanks
My apologies, I didn't see it doing that. It seemed to save as a 'draft'. But you have a point, Andy, it does duplicate everything. As you can see, this Clear Books guide suggests just such an approach: http://www.clearbooks.co.uk/support/guides/invoicing/copying-and-adding-notes-to-invoices/?pdf=1 However, Helen, If in the invoice you go to the bottom left, you will see an 'add note' button. Press this and fill it in. This will add a note within the invoice on the screen, but when viewed as a PDF the note will not be visible.
Best answerHi Helen, If you use the Notes feature, you can create a duplicate of the invoice and add notes to it, but keep them internal so that the customer doesn't see them at all.
Sales > Invoices > Unpaid > Select the Invoice you want > Click Copy > Submit Invoice > Once saved, re-enter the new invoice and select 'add note'.
Please see this guide for these steps accompanied by screenshots: http://www.clearbooks.co.uk/support/guides/invoicing/copying-and-adding-notes-to-invoices/
I hope this helps.
Thanks Chris
why does this not then duplicate sales?
Because it is internal and in the notes section it does not act as a normal invoice, so it will not duplicate the sale. It is simply a notification.
Why do you need to copy the invoice? You can just add notes to the actual Invoice can you not?
I just tested the Copy button with Note and it is recorded as an actual Invoice (which it should be really otherwise it makes no sense!)
As Helen wanted to have notes on an invoice, but not send it like that to the client, this was the best way to keep it in house, but also remind what it refers to.
Yes but you said it did not duplicate the sale which it does. You can simply add the Notes to the bottom of the actual invoice and they are note seen by the client.
My apologies, I didn't see it doing that. It seemed to save as a 'draft'. But you have a point, Andy, it does duplicate everything. As you can see, this Clear Books guide suggests just such an approach: http://www.clearbooks.co.uk/support/guides/invoicing/copying-and-adding-notes-to-invoices/?pdf=1 However, Helen, If in the invoice you go to the bottom left, you will see an 'add note' button. Press this and fill it in. This will add a note within the invoice on the screen, but when viewed as a PDF the note will not be visible.
Best answerThanks for the replies however the problem is getting worse for the following reasons:
I created a test invoice which does not show up on the unpaid list to try and see where the notes would appear. The like for support guides posted above is blank. I do not have an add notes button at the bottom left when creating an invoice. I actually wanted the text to appear in the summary field because it is useful to view when looking at the invoice list without going to each individual invoice. Not actually sure how the notes field would help, even if I could find how to add it.
Sorry Helen, this link should be better: http://www.clearbooks.co.uk/support/guides/invoicing/copying-and-adding-notes-to-invoices/
The idea I had, and if I understand correctly Andy too, was that you would want to add personal notes to the invoice. This can be done within the invoices themselves and not appear on the customer copy. However, there is no option for adding it to the summary field as it stands. Maybe if you submitted that as an idea our team could take it into consideration.
The 'Notes' button seems to only appear once the invoice is created. So if you look in the unpaid invoices part, it ought to be there.
You must 