Invoice Types

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Real Estate Manager allows you to define Invoice Types that have a standard set of Custom Fields. You can define payable and receivable Invoice Types. After you define an Invoice Type, you can define a series of custom fields for a common Payable invoice type such as Water or Electricity, or a common Receivable invoice type such as that for a Tenant who is regularly billed for a particular set of costs.

Learn more about Master Data and the Administrative Workspace.

Adding an Invoice Type and Custom Field Groups

1. From the Top NavBar, select Administration. The Administration workspace opens.

2. Click the Invoice Types tile and the workspace opens.

   
   

3. From the Invoice Types workspace, click the Add new Invoice Type link.

   
   

4. Enter a label for the Invoice Type in the Name field.

   
   

5. Click the appropriate Invoice Type valid for tab:

   1. All Invoices – The Invoice Type is available for use as both a payable and a receivable.
   2. Receivable – The Invoice Type is used only for invoices for which you receive payment.
   3. Payable – The Invoice Type is used only for invoices that you pay.

6. Click Save. The Invoice Type displays on the Invoice Types workspace.

   
   

7. To add Custom Fields to the Invoice Type, click the Edit link for the appropriate Invoice Type.

   
   

8. Custom fields are organized into Custom Field Groups. To create the first custom field Group, click the here link.  

   
   

9. In the Add New Custom Field Group pop-up, enter a name in the New Group Caption field.

   
   

10. Click Okay. The Custom Field Group displays on the Invoice Types workspace.

    
    

11. After the first Custom Field Group has been added, the Add New Group and Select Custom Fields in Groups buttons display to allow you to add more Custom Field Groups or associated Custom Fields with each Custom Field Group.

12. Click Save.

13. To create additional Custom Field Groups, click Add New Group and repeat steps 9-10.

14. Click Save. You can now begin to associate Custom Fields with each Custom Field Group.

Editing an Invoice Type

After an Invoice Type is created, you can edit the name of the Invoice Type, change whether the Invoice Type applies to Receivables, Payables, or All Invoices, and add, edit, or delete Custom Fields.

1. From the Top NavBar, select Administration.

2. Click the Invoice Types tile and the workspace opens.

   
   

3. Click the Edit link next to the Invoice Type for which you want to edit. 

   
   

4. In the Name field, edit the label for the Invoice Type.

5. To change the identification of the Invoice Type as All Invoices, Payable, or Receivable, click the appropriate tab to highlight the identifier you want to use. 

   Note: The tabs available for selection depend on whether the Contract Type was defined for All Invoices, Payables, and/or Receivables.  If the Invoice Type was created only for Payable Invoices, the Receivable tab will not be activated and available for selection. 

6. Click Save. The Invoice Type is updated.

Deleting an Invoice Type

1. From the Top NavBar, select Administration.

2. Click the Invoice Types tile and the workspace opens.

   
   

3. Click the Delete link next to the Invoice Type you want to delete.

4. Click Okay to delete the Invoice Type. The Invoice Type is removed from the Invoice Type workspace.

   
   

Editing a Custom Field Group

1. Click the Invoice Types tile and the workspace opens.

   
   

2. Click the Edit link next to the Invoice Type for which you want to edit a Custom Field Group. 

   
   

3. Click the appropriate tab as follows:

   1. Payable – The new Contract Category is available to contracts that you pay.

   2. Receivable – The new Contract Category is available to contracts for which you are paid.

4. Click the edit link next to the Custom Field Group you want to edit. The Edit Custom Field Group pop-up opens.

   
   

5. In the Label field, edit the name of the Custom Field Group.

6. Click the Visible checkbox to display the Custom Field Group on the Invoice or click the Visible checkbox to remove a checkmark to prevent display of the Custom Field Group on the Contract.

7. Click Okay. The Custom Field Group is updated.

8. Click Save to save the updates to the Custom Field Group.

Deleting a Custom Field Group

A Custom Field Group can be deleted. When a Custom Field Group is deleted, all Custom Fields assigned to it are also deleted.

1. From the NavBar, select Administration.

2. Click the Invoice Types tile and the workspace opens. 

   
   

3. Click the Edit link next to the Invoice Type for which you want to delete a Custom Field.

   
   

4. Click the appropriate tab as follows:

   1. Payable – The new Contract Category is available to contracts that you pay.
   2. Receivable – The new Contract Category is available to contracts for which you are paid.

5. Click the edit link next to the Custom Field Group you want to delete.

6. To delete the Custom Field Group, click Remove Group. 

   
   

7. Click Confirm. The Custom Field Group no longer displays.

   
   

8. Click Save to update the Invoice Type.

Adding Custom Fields for an Invoice Type Custom Field Group

Real Estate Manager provides a set of default Custom Fields that you can associate with an Invoice Type. See Appendix: Default Custom Fields for a list of Default Custom Fields and how to configure them. You can also create Custom Fields, which is discussed in the subsequent section.

To learn more about the default custom fields available with Real Estate Manager, view Default Custom Fields.

1. From the NavBar, select Administration.

2. Click the Invoice Types tile and the workspace opens. 

   
   

3. Click the Edit link for the Invoice Type for which you want to add Custom Fields. 

4. Click the appropriate Invoice Type valid for tab:

   1. Receivable – The Invoice Type is used only for invoices for which you receive payment.

   2. Payable – The Invoice Type is used only for invoices that you pay.

5. Click the Gear icon and the Select/Add Custom Fields pop-up opens.

   
   

6. Click the checkbox(es) for the Custom Fields you want to add to a Custom Field Group.

   
   

7. Click Confirm Selection. The selected Custom Fields display on the Edit Invoice Type workspace. All selected Custom Fields automatically display under the first Custom Field Group.

   Note: A Custom Field can only be associated with one Custom Field Group. 

8. Columns at the top of each Custom Field Group show information about the Custom Fields:

   1. Field Name – label for the field

   2. Data Type – type of information and format for the data

   3. Required – whether the field is required to have at least one value entered

   4. Allow Multiple – whether more than one value is permitted to be entered

   5. Default Value – value that automatically fills the field

   
   

9. To move a Custom Field to another Custom Field Group, drag and drop the Custom Field to the location within the Custom Field Group.

10. To order the Custom Fields within a Custom Field Group, drag and drop a Custom Field within the Custom Field Group.

11. Click Save to save the Custom Fields you added to the Invoice Type.

Creating Custom Fields for an Invoice Type

To learn more about the default custom fields available with Real Estate Manager, view Default Custom Fields.

1. From the NavBar, select Administration.

2. Click the Invoice Types tile and the workspace opens.

   

3. Click the Edit link next to the Invoice Type for which you want to create a new Custom Field.

4. Click the appropriate Invoice Type valid for tab:

   1. Receivable – The Invoice Type is used only for invoices for which you receive payment.

   2. Payable – The Invoice Type is used only for invoices that you pay.

5. Click the Gear icon.

6. In the Select/Add Custom Fields pop-up, click Add New Field.

7. From the Add New Custom Field pop-up, enter a name for the New Custom Field in the Label for Field data field.

   

8. From the Field Data Type drop-down, select the type of data to be entered:

   • Aggregate – combines data at the parent level for all child levels for a specific data field

   • Contact – information for a person

   • Currency – type of currency used

   • Date – date related to the transaction

   • Decimal – formats numbers that use decimals

   • Lookup – provides a list of values for selection

   • Number – numerical characters

   • Text – alpha/numerical characters

   • YesNo – binomial response is the only available selection for the field

   • Measurement – reflects size

   • Regex – regular expression

   • MeasurementAggregate – combines measurement data at the parent level for all child levels

9. In the Number of Values field, enter minimum and maximum number of values that can be entered.

   1. A minimum of 0 (zero) indicates that the Custom Field is optional and not a required field. Enter at least 1 to make the Custom Field a required field.

   2. A maximum of 0 (zero) indicates that the number of values is unlimited. Most Custom Fields should have a maximum value of 1.

10. The Field Configuration section defines acceptable values for input. The Field Configuration differs depending on the Field Data Type selected. See Configurations for Custom Fields in the Appendix that describes each Field Configuration and the options available for each.

11. From the Add New Custom Field pop-up click Save to save the new Custom Field and the configuration settings.

12. Click the checkbox for the new Custom Field that displays in the appropriate section on the Select/Add Custom Fields pop-up

    Note: Add a new Custom Field does not automatically associate the Custom Field with the Invoice Type. You must click the checkbox for the new Custom Field on the Select/Add Custom Fields pop-up to associate it with the Invoice Type.

    

13. From the Select/Add Custom Fields pop-up, click Confirm Selection. The new Custom Field displays on the Edit Invoice Type workspace in the first Custom Field Group and can be moved to any other Custom Field Group.

14. Click Save to save the Custom Fields you added to the Invoice Type.

Editing a Custom Field Default Value

After a Custom Field is assigned to a Custom Field Group, you can edit the default value. 

1. From the NavBar, select Administration.

2. Click the Invoice Types tile and the workspace opens. 

   
   

3. Click the Edit link next to the Invoice Type for which you want to edit a Custom Field. 

4. Click the appropriate tab as follows:

   1. Payable – invoices that you pay

   2. Receivable – invoices for which you receive payment

5. Click edit for the Custom Field you wish to update.

6. Edit the Custom Field default value. 

   

7. Click Okay. The default value is saved.

8. Click Save to update the Invoice Type.

Deleting a Custom Field

1. From the NavBar, select Administration.

2. Click the Invoice Types tile and the workspace opens. 

   
   

3. Click the Edit link next to the Invoice Type for which you want to delete a Custom Field.

4. Click the appropriate tab as follows:

   1. Payable – invoices that you pay

   2. Receivable – invoices for which you receive payment

5. Click the remove link in the row for the Custom Field you want to delete.

6. Click Save to update the Invoice Type.