Introduction to Invoices

Now with Humes TradeDoor, you can see all your invoices, credit notes and statements in one place. You can download them in different formats e.g. PDF.  You can email the invoices directly to your project manager from within TradeDoor. 

With a few clicks, you can transfer the information on your invoice to:

To look up your invoices and credit notes online, click on Invoices/Credit Notes under My Account.

This will take you to a page displaying a list of the previous 30 days invoices and credit notes.


*Please note that the invoices and credit notes displayed are only invoices and credit notes issues by Humes since the 5 February 2018.  Please contact your local branch to get a copy of invoices and credit notes issues prior to this date.  


 

 

Opening Invoices

Once you’ve found the invoice you are looking for you can open it by either clicking on the invoice number or the View icon next to it.


This will open a copy of the invoice which you can either download as a PDF, email to someone, add to a project or transfer the contents of onto a quote or invoice to give to one of your customers.

To return to the invoice list simply click on the back button.

To open more than one invoice at the same time instead of clicking on each invoice number or view icon, simply tick the check boxes next to the ones you want to open or to select them all tick the Select All button at the top of the list.

Once you’ve selected the invoices you want to open click the Web View button, this will open all of the invoices and credit notes you selected in a new window/tab.

To return to the invoice list simply close the new window or tab (being careful not to close the entire browser).

To clear your previous search and start searching over again, simply click the Clear All Filters button.
 

 

Printing invoices

To print one invoice simply open the invoice you want to print and click Download PDF icon at the top of the page.


This will pop open a dialogue box asking you if you want to open or save the file – choose Open and click OK.


This will pop open a copy of the invoice in Adobe Acrobat, to print this copy simply click the Print icon at the top of the page or choose print from the file menu and follow the on screen instructions.


To print more than one invoice at the same time instead of clicking on each invoice number or view icon, simply tick the check boxes next to the ones you want to open or to select them all tick the Select All button at the top of the list.


Once you’ve selected the invoices you want to print click the PDF View button, this will pop open PDF versions of all of the invoices and credit notes you selected.

To print these invoices simply click the icon at the top of the page or choose print from the file menu and follow the on screen instructions.

To return to the invoice list simply close the new window or tab (being careful  not to close the entire browser)

To clear your previous search and start searching over again, simply click the Clear All Filters button.
 

 

Searching by Date Range

You can view invoices & credit notes from any period by simply adjusting the date range filter, to do this click the calendar icon next to the date fields to set the date range you want to view invoices for.

If you want to view all invoices and credit notes raised over a particularly long period you might need to change the Results per Page filter.

Otherwise they’ll be spread over more than one page and you’ll have to click through the pages to see them all. (You can view up to 500 invoices on a single page).

To reset the date range and start searching over again, simply click the Clear All Filters button.

 

 

Searching by Job

If you use a common job number (or word) at the point of sale for each of your jobs, you can use this to look up all invoices and credit notes containing this reference.

To do this, simply enter all or part of the Job Number or Name you use for the Job into the Your Ref field and click the search button.

This will return the 20 most recent invoices and credit notes containing your job name or number in the Your Ref (Customer Order Number) field within the date range you specified.

If it is a very big job you might need to change the Results per Page filter.  Otherwise they’ll be spread over more than one page and you’ll have to click through the pages to see them all. (You can view up to 500 invoices on a single page).

To clear the job number and start searching over again, simply click the Clear All Filters button.

 

 

Filtering Out Credits or Invoices

If you are just looking for Invoices or just Credit (Adjustment) Notes you’ve been issued over a particular period simply change the type filter to match the type you are looking for and click the Search button.

To clear this filter and start searching over again, simply change it back to All or click the Clear All Filters button.
 

 

Filtering Out Paid Invoices

If you are just looking for outstanding invoices that you have to pay simply change the status filter to open and click the Search Button

 

If you are expecting to return a large number of invoices you might need to increase the number of results per page

Otherwise you'll have to go through each page to see all of the invoices you are looking for

To clear this filter and start searching over again, simply change it back to All or click the Clear All Filters button.
 

 

Downloading Your Invoices

Many accounting packages such as MYOB & XERO allow customers to import their invoices into their accounting package electronically, so they automatically map to the correct job upon import.

To download your invoices to import into your accounting package set the date range to the period you want to download for, set the downloaded status to Not Download Only so you don't accidentally import invoices you've already imported, you'll probably also want to set the results per page drop down to 500 and click Search.

Once you've found the invoices you want to download, click the select all button, followed by the download button.

This will pop open a box with a drop down menu in it, choose the Custom Format you want to use and click the download button.

This will probably pop up a box asking you if you want to open or save the file, choose save, but make sure you know where it's being saved to.

Once you've saved the file to your computer contact your accounting package provider to ask them how to import it into thier software.


 

 

Emailing Invoices

To email an individual invoice to someone simply click on the invoice number or view icon next to it to open the invoice and click the email button.

This will pop open a dialogue box where you need to enter the email address of where you want to send the invoice too.

Once you’ve entered the email address simply click the Send button.

This will send a copy of the invoice as a PDF to the email address specified.

To return to the invoice list simply click the back button

To clear your previous search and start searching over again, simply click the Clear All Filters button.

To email multiple invoices, instead of clicking on each invoice number or view icon, simply tick the check boxes next to the ones you want to open or to select them all tick the Select All button at the top of the list.

Once you’ve selected the invoices you want to print click the Email button, this will pop open a dialogue box where you need to enter the email address of where you want to send the invoice too.

Once you’ve entered the email address simply click the Send button.

This will attach PDF versions of all of the selected invoices to an email and send them to the specified address.

To clear your previous search and start searching over again, simply click the Clear All Filters button.
 

 

Filing Invoices into Projects

To file a single invoice into a project simply open the invoice you want to re-file by clicking on the invoice number or the view icon next to it. This will open a copy of the invoice, where you can click the Project button. 

This will pop open a dialogue box where you can either file the invoice into a new or existing project.

To file the invoice into a new project simply enter a name for the new project into the space provided, then click the Add to this Project button.

To file the invoice into an existing project, simply choose it from the Project drop down menu and click Add to Project.

To return to the invoice list simply click the back button

To file multiple invoices into a Project at the same time simply tick the check boxes next to the ones you want to file or to select them all tick the Select All button at the top of the list.

Once you’ve selected the invoices you want to file click the Project button.

This will pop open a dialogue box where you can either file the invoice into a new or existing project.

To file the invoice into a new project simply enter a name for the new project into the space provided (Think of this as the index tab on a file folder in your filing cabinet), then click the Add to this Project button.

To file the invoice into an existing project, simply choose it from the Project drop down menu and click Add to Project.

To clear your previous search and start searching over again, simply click the Clear All Filters button.

 

 

Converting Projects into Customer Invoices

To transfer the contents of a project onto a sales invoice to issue to your customer. Simply choose the project you want to use from the project drop down filter, set the date range and any other search criteria you might want to use, and click the Search button.

This will return all invoices and credit notes filed under the project you specified during the date range.

If it’s a large project, you might to change the Results per Page filter, otherwise they’ll be spread over more than one page and you’ll have to click through the pages to see them all. (You can view up to 500 invoices on a single page).

Once you’ve found all of the invoices you used on the job select them all and click the Add to Invoice button.

This will pop open a dialogue box where you can either transfer them onto a new or existing invoice.

To transfer them onto a new invoice simply enter a name for the new invoice into the space provided and click Add to Invoice.

To transfer them onto an existing Invoice simply choose it from the drop down menu and click Add to Invoice.

This will transfer the contents of the invoices selected onto a single sales invoice for you to add your labour, margin and logo to, before issuing to your customer.

To clear your previous search and start searching over again, simply click the Clear All Filters button.