Financial Records in Obit include Quotations, Invoices and Credit Notes. A quotation acts as a draft invoice which is easy to amend and cancel before progressing to an Invoice.
Invoices' life cycle goes from Valid (when created) to Paid, Uncollectible or Cancelled.
The general sequence with charging clients would be like this:
- Create New Funeral
- Add several items to the funeral in the Orders section.
- Create a quotation for client in the invoicing section. This will mark all the orders added as being part of this quotation. If you go back to the orders section you will now see a green icon beside each one showing they are linked to a financial record (in this case a quotation). You will also notice that the description and price are not editable and marked in yellow.
- In the Invoicing section you can now click the Cog icon beside the quotation and create and generate a Quotation Document.
- When you have sent or given this to the client you can mark it as Complete & Sent.
- Once the client is happy and engages your services you can turn this Quotation into an Invoice by clicking Convert to Invoice. This will cancel the Quotation and create a new Invoice.
- You can then Generate an Invoice Document and once sent, mark it as Complete & Sent.
- As you receive payments or give discounts and associate them with this invoice it will automatically mark itself as Paid.
- When you have collected all monies owed you can set the funeral status to Closed.
Cancelling / Changing
We recommend you work with Quotations (a.k.a Draft Invoices) until the account is finalised as they are much easier to cancel and amend. Here are some common situations and the solutions.
Situation: You have created a quotation and would like to add some new items to it.
Go back to the orders section and simply add the new items in. Then return to the Invoicing section, click the Cog Icon beside your quotation and select "Add Unassociated Orders". You can then regenerate the Quotation Document.
Situation: You have created a quotation and would like to change the price of an item or remove an item.
You can either cancel the Quotation in the invoicing section or in the Orders section if you try and edit any item it will ask you if you'd like to cancel it. You can then edit the orders and create the Quotation again when finished.
Situtation: You have created an invoice and need to modify it
Once you have created an invoice and it has assigned an invoice number, the only way to cancel it is via issuing a Credit Note. You can click the option "Cancel and Create a Credit Note"
Note though that if you just need to add something to the funeral, you can simply add in Orders and then click "Add Unassociated Orders" and then Regenerate the Invoice Document - you only need to cancel and create a credit note if you need to change a charge or an item.
Unpaid Invoices / Debtors
To look for debtors go to the Financial Records section under the Finance menu. Here you simply click the Outstanding button to see only the ones that are not paid.