QRG Create an Account - Invoice Entity

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Purpose

The purpose of this quick reference guide is to step through the process of setting up an Invoice Entity record. The intended audience for this document is System Administrators / Standard Users.

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Steps

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Create a new Invoice Entity record

The Invoice Entity record holds company information related to Invoicing, remittance details, and other related information. To create an Invoice Entity, follow the steps below:

1. Go to the Accounts object. (See Figure 1)
2. Click on the New button.

3. Choose the record type Invoice Entity and click Next . (See Figure 2)

4. Populate the following required fields to provide the base details of the Invoice Entity record: (See Figure 3)
   1. Account Name
   2. Phone
   3. Billing Street
   4. Billing City
   5. Billing State
   6. Billing ZIP/Postal Code
   7. Billing Country
   8. Default Invoice Schedule
   9. Default Invoice Taxable
   10. Send Invoice Emails from Email
   11. Contact For Invoice Queries
   12. ABN
   13. Bank Account Name
   14. Bank Account Branch Code
   15. Bank Account Number
   16. Remittance Email
5. To provide additional details about the Invoice Entity, populate the following optional fields which are used mainly for record keeping purpose: (See Figure 3)
   1. Parent Account
   2. Fax
   3. Website
   4. Shipping Street
   5. Shipping City
   6. Shipping State
   7. Shipping ZIP/Postal Code
   8. Shipping Country
   9. GST Reg Number
   10. Invoice Message
   11. Bank Account Suffix
6. Click on the Save button.

7. A new Invoice Entity record has been created and ready for use in the Assignments records. (See Figure 4)

8. To modify an existing Invoice Entity record, open the required record and select the Edit button available on the top right side of the page. You can also double click in any of the fields that need editing or just click on the pencil icon that appears within fields when you move your cursor over the field.
9. When complete, click on the Save button.

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Invoice Entity Logo

If you require an Invoice Entity to have a logo to display on Invoice PDFs you can upload it to the Files tab under the Related List of the Invoice Entity record.

• File format must be gif, png, or jpg
• File name must contain the word ‘logo’ (i.e. it could be either logo.jpg or Companylogo.gif or PayAdvicelogo.png or something similar) or else it will not be displayed as the logo.

To add a logo to the Invoice Entity, follow the steps below:

1. Go to the Accounts object and open the Invoice Entity record. (See Figure 5)

2. Click on the Related tab. (See Figure 6)

3. Click on the Add Files button. (See Figure 7)

4. Click on the Upload Files button. (See Figure 8)

5. Select the required logo file and click on the Open button. (See Figure 9)

6. Click on the Done button. (See Figure 10)

7. The logo has been uploaded under the Files tab. (See Figure 11)

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Field Descriptions

ABN is the Australian Business Number of the Invoice Entity. ABN Lookup is used to confirm the entered ABN in the Australian Business Register ABN Lookup website matches the correct company name. Account Name is the name of the new Invoice Entity record that is being created. Bank Account Branch Code records the Branch Code of the Invoice Entity. This information is used to provide bank details on invoices for Clients to remit payments. Bank Account Name records the Bank Account Name of the Invoice Entity. This information is used to provide bank details on invoices for Clients to remit payments. Bank Account Number records the Bank Account Number of the Invoice Entity. This information is used to provide bank details on invoices for Clients to remit payments. Bank Account Suffix records the Bank Account Suffix of the Invoice Entity. This information is used to provide bank details on invoices for Clients to remit payments. Billing Address is the billing address of the Invoice Entity. Contact for Invoice Queries identifies the User who will be detailed as the Invoice Entity’s Invoice Contact. The Invoice Contact and their contact details will be detailed on standard Invoice emails to be used in case of invoice queries. Default Invoice Schedule defines the default Invoice Schedule that applies to the Client. This value can be overridden at lower levels. Default Invoice Taxable indicates if by default there will be tax applied to the invoice. This value can be overridden at lower levels. Fax is the fax number for the Invoice Entity. GST Reg Number records the GST Registration number for the Invoice Entity. Invoice Message If the Invoice Message field on the Invoice Setting related to the Invoice is blank, this defines the message that will be included on the PDF Invoices created. If blank, the Invoice Message on the Invoice will be blank. This can be overridden at the Invoice level. Parent Account is the name of the parent account of the new Invoice Entity record being created. Phone is the phone number for the Invoice Entity. Remittance Email is the email address shown on PDF invoices for remittance advice to be forwarded for the Invoice Entity. Send Invoice Emails from Email When the Send Invoice Email Setting field on the related Invoice Settings record is defined as ‘Invoice Entity Defined’, the email address defined in this field will be used as the Sender’s email address for emailing invoices. Must be set up as an Organisation-Wide Address. Shipping Address is the shipping address of the Invoice Entity. Website is the website address of the Invoice Entity.

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Further Information