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kBilling Help

Billing Software for Windows


An easy-to-use Windows billing and invoicing application that lets you print and email invoices, track payments, bill subscriptions, and charge credit cards.

2011 ... K Software

kBilling Help
2011 ... K Software
All rights reserved. No parts of this work may be reproduced in any form or by any means - graphic, electronic, or mechanical, including photocopying, recording, taping, or information storage and retrieval systems - without the written permission of the publisher. Products that are referred to in this document may be either trademarks and/or registered trademarks of the respective owners. The publisher and the author make no claim to these trademarks. While every precaution has been taken in the preparation of this document, the publisher and the author assume no responsibility for errors or omissions, or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it. In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document. Printed: June 2011

Contents

Table of Contents
Foreword 0

Part I Introduction Part II Creating a New Company Part III Password Protection Part IV Settings Part V Emailing Invoices Part VI Customizing Invoices Part VII Currency Support Part VIII Price and Tax Rounding Part IX Credit Card Processing Part X Automatic Backup Part XI Invoice Templates

6 6 9 9 22 24 25 25 26 27 28

1 Invoice Templates Intro ................................................................................................................................... 28 2 Packing Slip Template ................................................................................................................................... 36 3 Professional 1 Template ................................................................................................................................... 38 4 Professional 2 Template ................................................................................................................................... 40 5 Professional 3 Template ................................................................................................................................... 42 6 Professional 4 Template ................................................................................................................................... 44 7 Professional 5 Template ................................................................................................................................... 46 8 Professional 6 Template ................................................................................................................................... 48 9 Professional 7 Template ................................................................................................................................... 50 10 Professional 8 Template ................................................................................................................................... 52 11 Professional Blue Template ................................................................................................................................... 54 12 Professional Red Template ................................................................................................................................... 56 13 Professional Red/Green Template ................................................................................................................................... 58 14 Professional Teal Template ................................................................................................................................... 60 15 Service 1 Template ................................................................................................................................... 62 16 Service 2 Template ................................................................................................................................... 64 17 Service 3 Template ................................................................................................................................... 66
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kBilling Help 18 Service 4 Template ................................................................................................................................... 68 19 Service 5 Template ................................................................................................................................... 70 20 Service 6 Template ................................................................................................................................... 72 21 Service Red Template ................................................................................................................................... 74 22 Service Red/Teal Template ................................................................................................................................... 76 23 Tearsheet 1 Template ................................................................................................................................... 78 24 Tearsheet 2 Template ................................................................................................................................... 80 25 Tearsheet 3 Template ................................................................................................................................... 82 26 Tearsheet 4 Template ................................................................................................................................... 84

Part XII Customers

86

1 Creating a Customer ................................................................................................................................... 86 2 Editing a Customer ................................................................................................................................... 88 3 Customer Detail ................................................................................................................................... 90 4 Printing Customer Statements ................................................................................................................................... 97

Part XIII Products

99

1 Creating a Product ................................................................................................................................... 99 2 Editing a Product ................................................................................................................................... 101 3 Product Detail ................................................................................................................................... 102

Part XIV Invoices

105

1 Creating an Invoice ................................................................................................................................... 105 2 Editing an Invoice ................................................................................................................................... 108 3 Invoice Detail ................................................................................................................................... 109 4 Recurring Invoices ................................................................................................................................... 119 5 Batch Late Fees ................................................................................................................................... 126 6 Individual Late Fees ................................................................................................................................... 128 7 Taking Payments ................................................................................................................................... 129
From Invoice.......................................................................................................................................................... 129 Area From Custom er Area .......................................................................................................................................................... 133

8 Banner Images / Logos ................................................................................................................................... 138 9 Quotes / Proposals ................................................................................................................................... 138


Quotes / Proposals .......................................................................................................................................................... 138

Part XV Reports

143

1 Recurring Invoices ................................................................................................................................... 143 2 Customer Balance ................................................................................................................................... 143 3 Payments by Category ................................................................................................................................... 143 4 Payments Received ................................................................................................................................... 144 5 Product Sales ................................................................................................................................... 144

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Contents

6 Category Sales ................................................................................................................................... 144

Part XVI Exporting Data

144

1 Exporting Customers ................................................................................................................................... 144 2 Exporting Products ................................................................................................................................... 145

Part XVII Importing Data

146

1 Importing Customers ................................................................................................................................... 146 2 Importing Products ................................................................................................................................... 147

Part XVIII Address Handling Part XIX Macros (Variables) Part XX Buy Update Support Part XXI Register kBilling Now! Part XXII What's New? Index

149 149 153 153 154 0

1 Discussion & Support Forum ................................................................................................................................... 153

2011 ... K Software

kBilling Help

Introduction Welcome to kBilling help


kBilling has been written to be as straightforward and easy to use as possible while still including some very powerful features. Almost every field in kBilling contains "hover help", that is, if you hover your mouse pointer over a specific field you will get a short pop-up about that field and what it does or requires. If you can not find the answers to your questions or would just like someone to explain something to you, please see the support information below. Tutorial movies that provide a real time walkthrough of creating customers, products, invoices and recurring invoices can be found in the movie section of the kBilling homepage: http://www.k-billing.com/movies/ Online support is available 24/7 via the discussion forum: http://forum.k-billing.com and via email: support@ksoftware.net someone will reply to your post within 24 hours (most of the time within 1 hour!). Phone support is also available 9am to 5pm EST. See http://www.k-billing.com/contact. html for telephone numbers and other contact information You can also download a Printable PDF of this manual.

Creating a New Company

Start kBilling. If this is the first time you have started kBilling the Company File Wizard window will show:

2011 ... K Software

Creating a New Company

Click the New Company button at the top of the window.

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kBilling Help

The only required information is the company name (the first field).
The text boxes on the bottom are for your company name, address and any other information you want to put on the header of your invoices. Most use the left box for company address and the right box for phone, email, fax, etc. It's totally up to you how you use them! Note: Images are added elsewhere. Click Save New Company to choose the location of your company file. The company file can be anywhere on the local computer or on a network fileserver so that multiple workstations access the same database. Move on to the next section entitled "Settings" to get an overview of all the settings you can edit in kBilling.

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Password Protection

Password Protection
To enable password protection, first follow the steps to create a new company file.
After you have your company file created and kBilling has it open, click on the Edit menu, then Settings.

Click "On" and set a password. PASSWORDS CANNOT BE RECOVERED SO REMEMBER WHAT YOU ENTER! Passwords are company-file specific. If you have multiple company files you can have a unique password for each.

Settings
There is a demo movie walk through for this section as well. See http://www.k-billing.com/movies/ for details!

Start kBilling and click Edit, then Settings from the menu on the main window
The settings window should open
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mpany Tab
Password support! Click "On" and set a password. PASSWORDS CANNOT BE RECOVERED SO REMEMBER WHAT YOU ENTER! Company Banners These text areas hold information about your company. The left box is typically used for your company return address and name and the right box for items like phone number, email address, etc. However, there are no requirements - use these boxes in any way you wish. Just keep in mind that the contents in these boxes get printed on every invoice.

ISC Tab

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Settings

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Confirm on exit (check) Check this box to display a confirmation message when closing kBilling. Doing this prevents accidental closing and loss of unsaved information. Do not check for updates at start (check) By default, kBilling checks for new versions by contacting the K Software web server. No personal information of any kind is sent to the server during this check! Check this box if you do not want kBilling to perform this check at start. Generate Invoice/Customer Numbers Randomly (Check boxes) Check one or both of these boxes if randomly generated (non-sequential, but unique) customer and/or invoice numbers are right for your business. If there are no check boxes here the customer/invoice numbers will be generated sequentially. Next Invoice/Customer Number (Text Fields) If invoice and/or customer numbers are generated sequentially, these fields allow the start values to be set. Invoice and customer numbers must always be unique. Prefix invoice/customer numbers with (Text Fields) Invoice and customer numbers may optionally be prefixed with a letter. Enter any letter or group of letters here. You can also use date related
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macros: %yyyy: Will be replaced by the year Value, 4 digits. %yy: Will be replaced by the year Value, 2 digits. %mm: Will be replaced by the month Value, 2 digits. %dd: Will be replaced by the day Value, 2 digits. %hh: Will be replaced by the hour Value, 2 digits. %ii: Will be replaced by the minute Value, 2 digits. %ss: Will be replaced by the second Value, 2 digits. For example, use C%yyyy- and if it the year 2008, your next customer number might be C2008-1000 - this way you can always track when invoices or customers were added just by looking at the invoice number. You can include multiple macros - to include the month: C%yyyy %mm- (the hyphen isn't required, it just separates the sequential part nicely for quick viewing). Date Mask (Text Box) For users who do not wish to use the default US date format of Month-Day-Year may change the date format here. Use MM to represent month, DD to represent day and YYYY to represent year. Any separator character may be used (- is the default). Default Invoice and Customer Country (Text Box) To include a default value in the "country" field of any address. Blank by default. Customer Defaults (Series of checkes) These settings are all available per customer. Choose the settings to be used when new customers are created. If you want to update existing customers with the options you choose then click the Update All button. Keep in mind that it will update options on every customer in your database. State List Behavior (check & Drop-Down Field)
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Settings

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For users who have a large number of products, it is best to not display the full list in drop-down menus. Checking this option disables the product drop-down menus (the search from the invoice item window will still work). If the box is unchecked then you can choose how to sort your product lists that appear in drop-down boxes. Default Printers (Drop-Down Fields) You can choose separate printers to be the default for invoices and statements.

mail Tab

The email tab holds all the settings required to send out invoice emails. If the workstation kBilling is installed on isn't connected to the Internet or the email features of kBilling won't be used, skip this section. Server Settings SMTP Server - Sometimes called the 'outgoing mail server', this setting is the

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same used by any email client (Outlook, Outlook Express, etc). If this value is unknown, please consult your ISP (Internet Service Provider). Port - This value is almost always 25. Only modify this value if instructed to do so by your ISP. Username/Password - Outgoing mail username and password. Most users can leave this field blank. If email errors occur, try filling in the username/password from your ISP - the username is typically your email address. Preset Settings - A list of email providers that we've included the server settings for. These are correct to the best of our knowledge - please defer to your ISP and enter your own values if needed. Use SSL/TLS - Encryption support for sending email - only use this if your server supports it. GMail requires SSL, your ISP may as well. Use CRAM - CRAM/MD5 is a different type of authentication - use only if your ISP tells you that this setting is appropriate. Send Test Email - Use to test your email settings. When you click the button, a test email will be sent to the address you enter the test email only contains "This is an email setting test from kBilling". Default Email Format - This applies to Statements as well Send Invoice as Email This sends the invoice (or statement) as an image embedded in the email. If the customer's email client is set to display images, they will see the invoice (or statement) as soon as they open the message. Attach PDF Invoice to Email This attaches as PDF version of the invoice
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Settings

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(or statement) to an email. PDF is preferred because of it's superior printing capability but it does require a PDF reader to be installed. Attach Text Invoice to Email Attaches a plain text invoice (or statement) to the email. Most formatting is lost with the text version. Attach Image Invoice to Email Attaches a PNG format image version of the invoice (or statement) to the email Default Invoice Email Settings Email From: The From: address in all invoice emails. This email address must exist! Separate multiple addresses with a semi colon (;). BCC To: Include any email addresses here to receive a secret "blind carbon copy" of every invoice & statement email sent. This is useful for verifying that invoice emails are sent and for keeping a record of email correspondence. Separate multiple addresses with a semi colon (;). Email Subject The default subject for all invoice email. Email Body The default body text for all invoice email. If the default email format "Send Invoice as Email" is selected, anything put here will be included in a text attachment to the invoice email. Default Statement Email Settings Email From: The From: address in all statement emails. This email address must exist! Separate multiple addresses with a semi colon (;). Email Subject The default subject for all statement email. Email Body The default body text for all statement email. If the default email format "Send Invoice as Email" is selected anything put here will be included in a text attachment to the statement email.CC Info Tab
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kBilling Help

If the online payment processing feature of kBilling is not being used, skip this section.

kBilling offers integration with Plug N Pay, Verisign Payflow Pro (Now owned by PayPal!), IPPay, GoToBilling and Authorize.net for accepting credit cards. An account with one of those three companies is required for this section! Credit Card Processor (Drop-down list) To take credit card payments (always assumed good) without a payment processing vendor select the default settings "Manual - No Internet Gateway". However, selecting the manual option will not cause any credit cards to be charged! Partner Information (Text Box) Applicable to Verisign Payflow Pro users only. Enter the "Partner" ID that Verisign assigned. Username/Password (Text Fields) Enter the username and password for the credit card processing account here. Authorization Email Several processors (Plug N Pay, Authorize. Net) have an optional email address field to receive charge notifications. Enter an email address here to take advantage of that feature.

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Settings

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Ship Tab

The Ship tab allows the adding and editing of shipping types that appear in a drop-down list on the invoice. Click New Option to add to the list or select an existing option to edit or delete it. There is no pricing information associated with the shipping option as shipping cost is added per invoice.

Searching Tab

The Searching tab contains the default search values for the Customers, Products, Invoices and Recurring Invoices tabs. The fields here correspond directly to the search fields on the main window.

Invoices Tab
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Default Invoice Template (Drop-down Box) The invoice template that is set for new invoices (you can change it per invoice, though). The button below the drop-down labeled "Set All Templates" updates all invoices to the selection in the box above. Default Payment Type (Drop-down Box) The default payment type value for new customers and invoices. To update all invoices and customers already created click the Set All button. Default Payment Terms (Drop-down Box) The default payment terms value for new customers and invoices. To update all invoices and customers already created click the Set All button. Open Currency Configuration (Button) kBilling uses Windows to determine currency formatting but does store the formatted values locally. Click this button to open the Windows Control Panel to select a new currency. If you change your currency symbol after you've created invoices, you need to click the Sync Currency Formatting button Open Default State List (Button) The values in this list appear in all "State" drop-down menus. By default the State list consists of all US States and territories and
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Settings

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Canadian provinces. The default values can be changed or replaced all together. Print after payment (Check) Will enable a print dialog automatically after a payment is successfully posted. Link Addresses (Check) If checked kBilling builds the BillTo/ShipTo addresses on qutoes and invoices with the individual address parts typed in. Uncheck if you want to add free-form data into the BillTo/ Shipto fields. Print due dates on invoices (Check) Check to have a field named "Due Date" printed on invoices. Past Due Grace (Text Box) Type the number of days past the due date an invoice needs to be before marking it "Past Due". The default is zero. Invoice/Statement Printers (Drop-down Box) The printer(s) attached to your computer to use for invoices, quotes and statements. Quotes use the invoice printer. Default Invoice Note (Text Area) The note text that will appear in the Invoice Notes sections for new invoices (note, changing this value does not retroactively change all invoice notes already stored - you do that by clicking the Global Note Update button, but be careful as it will replace any invoice notes already on the invoice). Invoice Display Texts (Multiple Text Boxes) To change the various texts that appear on the printed invoice, change these values.

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Default Tax Rate 1 (Text Box) The default rate of tax 1. Item can be marked "non-taxable" on a per invoice basis. Default Tax Rate 2 (Text Box) The default rate of tax 2. Item can be marked "non-taxable" on a per invoice basis. Tax 1 Text (Text Box) The name of the tax. GST, VAT, PST, or just plain "Tax". Tax 2 Text (Text Box) The name of the second tax. GST, VAT, PST, or just plain "Tax 2". Always Show Tax 2 On Invoices (check) Some users may not want to use a second tax at all. If that is the case, don't check this option. If checked, the tax 2 box always shows (even if tax 2 is 0) Apply Tax 2 to Invoice Total AND Tax Select this option if you want tax 2 to be calculated on the sum of the invoice total and the amount calculated from tax 1. Tax Invoice Total Including Shipping Select this option if you want to tax shipping charges. Set new products taxable Default tax options for new items added to the Product/Services list.

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Settings

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Invoice Title Outside the United States it is sometimes necessary to put "TAX INVOICE" on invoice documents. If you need to display that on invoices or just want to change the title to something else, change this field. Quote Title Displayed at the top right of the printed quote. Banner Image An image in JPEG or BMP format to be used in the invoice templates that support it. An image can be anything from a logo to a company banner. Keep in mind image size concerns. The smaller the better, and most invoice templates don't allow for much larger than a 2 inch image. Some experimentation will be needed to get a good looking result. Using images on invoices really isn't recommended. The invoices print and email much faster without embedded images. If you need help getting an invoice image to work, just email sales@ksoftware.net and someone will try to help! Bill To/Ship To Address Format See the section on Macros for a list of variables you can use in here. This setting used to transform individual address pieces (like city and state) into an address "blob" that
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kBilling Help

gets printed on the invoice. Some non-US users might want to eliminate the State from the address all together, for example. Always display Ship To on invoices Check to make sure Ship To is always shown on the printed invoice regardless of shipping cost or type being set. Invoice Footer Shown on some invoice templates in the bottom margin of the last printed invoice page. Quote Footer Shown on some quote templates in the bottom margin of the last printed quote page. Open Template Directory Click to show the directory that contains the invoice templates. See the section on customizing invoices for more information.

Emailing Invoices
Emailing invoices can be an affordable and fast way to get your invoices to your customers. kBilling supports emailing invoices internally so you never have an extra step going through Outlook or Outlook Express. This means that kBilling needs the same settings for sending mail as your e-mail client on your computer does and it also needs permission to directly access the network - be sure to "allow" kBilling through any firewall software you might be running. The information kBilling needs is your ISP's SMTP server. An ISP is an Internet Service Provider (like Adelphia, or Time Warner, or AOL), and an SMTP server is your outgoing mail server. GMail's, for example, is smtp.gmail.com but yours could be anything. Please consult your ISP for this information or, if your ISP is in the "Preset Settings" list, select it from there. Some mail servers require a few special settings like a username and password or encryption (SSL/ TLS). If you are not sure what settings your mail server requires, it won't hurt anything to give it a try

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Emailing Invoices

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- just click on the Send Test Email button to test your settings. A note to users of Yahoo, Hotmail and other free web-based email services: Gmail is currently the only service that allows "free" users to send and receive email outside of the browser. Any server that requires you to send and receive mail through a web browser won't work with kBilling. If in doubt just drop us an email at support@ksoftware.net and ask - we'll be happy to help you sort it out!

The email tab holds all the settings required to send out invoice emails. If the workstation kBilling is installed on isn't connected to the Internet or the email features of kBilling won't be used, skip this section. Server Settings SMTP Server - Sometimes called the 'outgoing mail server', this settings is the same used by any email client (Outlook, Outlook Express, etc). If this value is unknown please consult your ISP (Internet Service Provider). Port - This value is almost always 25. Only modify this value if instructed to do so by your ISP. Username/Password - Outgoing mail username and password. Most users can leave this field blank. If email errors occur try
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kBilling Help

filling in the username/password from your ISP - the username is typically your email address. Preset Settings - A list of email providers that we've included the server settings for. These are correct to the best of our knowledge - please defer to your ISP and enter your own values if needed. Use SSL/TLS - Encryption support for sending email - only use this if your server supports it. GMail requires SSL, your ISP may as well. Use CRAM - Another encryption setting. Only use this if your ISP tells you that you need to. Most can leave it off (the default setting) Send Test Email - Use to test your email settings. When you click the button a test email will be sent to the address you enter - the test email only contains "This is an email setting test from kBilling".

Customizing Invoices
For things like changing the column header text, invoice banners, logos, footer text or default notes, see the Settings section (the Invoice Templates tab) of the manual (those change don't require much work at all!).

kBilling uses ReportMan, an Open Source system for designing and printing formatted documents (like invoices!).

ReportMan Homepage: http://reportman.sourceforge.net

You can find your invoice template directory by opening the Settings (Edit->Settings from the main window), then clicking on the Invoice Templates tab and the Open Template Directory button at the very bottom.

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Customizing Invoices

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All of the invoice templates that kBilling uses are complex so editing them yourself using ReportMan can be very daunting. Don't panic! Just send your requests to support@ksoftware.net and we'll work with you to get the invoice to look the way you need it to. Most simple custom templates can be done for free and complex ones at a very reasonable rate.

If you choose to customize your invoices BE SURE TO SAVE THEM USING A UNIQUE NAME! The invoices that ship with kBilling by default will be updated and modified with new releases and a new install (or upgrade) could overwrite your changes if you do not save your customized template with a unique name.

Currency Support
In kBilling, currency is formatted based on your computer's regional settings. To change the currency symbol: Open Control Panel, click on Regional and Language Settings Click the Customize button towards the top of the window. From there you can type in the currency symbol you want to use. After that just open kBilling and click Tools -> Update Currency Symbol and you'll be ready to go with any currency formatting options you need.

Price and Tax Rounding


On the Settings window, Tax tab in kBilling there are 3 different options for rounding. These options affect both prices and taxes.

These options are taken into account when the end total of a calculation is outside the number of decimals normally used with currency. For example, an invoice line item with a quantity of 3.55 and a per-unit price of $56.33 is exactly $199.9715 - however, no one could pay that amount. With the "always round up" option $199.9715 becomes $199.98

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kBilling Help

With the "always round down" option $199.9715 becomes $199.97 With the "always round nearest" option $199.9715 becomes $199.97 as well. However, if it had been $199.975, it would have rounded up. The "nearest" option uses basic arithmetic rounding where >= 5 is rounded up, <= 4 is rounded down.

Tax calculations can also result in an exact number that is outside the realm of "real" currency values so these options also affect rounding with regard to tax.

Note that the US dollar symbol was used in these examples but these features are in no way tied to currency.

Credit Card Processing


Charging cards through kBilling requires that you already have a merchant account set up and an account through one of three very popular online payment processors. All of these payment processors supply Internet gateways for charging credit cards. This means that you can take credit cards almost instantly with no phone line! If you already have a merchant account then you will need an account with a gateway provider. The currently supported card gateways are : Plug N Pay - Click here for more information Authorize.NET - Click here for more information IPPay - Click here for more information ACH/e-Check processing is also supported through IPPay GoToBilling - Click here for more information SkipJack - Click here for more information
Through our partnership with Novera, K Software is offering "flat fee" merchant accounts for major credit cards. We even have a rebate program in place - you get $50 (or a free update) when you sign up with Novera!

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Credit Card Processing

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10

Automatic Backup
By default kBilling automatically saves a backup copy of any company file when the program is closed (and the database has changed). Additionally, backups are saved at least once per day if the software remains open. The default save location for backup copies of kBilling company files is in the current user's My Documents folder, in a sub-folder called kBilling Company File Backup. You may change the automatic backup location or disable automatic backups at any time by following these steps :

Click the File menu, then Automatic Backup

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Click the first option to disable backups, the second to choose a new backup folder. kBilling company files are generally small files so keeping multiple copies is recommended. Better safe than sorry - even the best computers can fail!

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11.1

Invoice Templates
Invoice Templates Intro

Example Invoices
kBilling offers invoices in several formats - PDF, PNG, JPEG and BMP. Click below to view the different invoices you can create, print and email using kBilling! Customized invoice templates are available - just email support@ksoftware.net for information! There are three categories of templates. Professional - most suited to product based businesses that use things like SKU codes (Stock Keeping Unit) and sales tax. Service - most suited to service or labor based businesses that include work descriptions in with the item name/description. Quantity can be number of hours (decimals supported) and price can be your hourly rate. Tearsheet - most suited to subscription based businesses and includes a portion of the invoice that can be torn off and returned with the payment. Below are examples of the default invoice templates that ship with kBilling. All columns (SKU, Product Name, QTY, Price, etc) can be renamed through the software. The currency displayed comes from your Windows locale settings and is easily changed any time. All available information is filled in in these examples (PO, Salesman, etc) but is optional - you can fill out as much or as little of that information per-invoice. The K Software logo has been put in place to show where your logo can go and registered users can send over their logo to support@ksoftware.net to have it sized to fit any template (for free).

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Invoice Templates

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The quote template is used when you select the invoice controls menu and click Print Quote. Quotes are produced from invoices. View "Quote" Example PDF ... Or as a PNG image

The packing slip invoice template is used when you select the invoice controls menu and click Print Packing Slip. Packing slips are produced from invoices. View "Packing Slip" Example PDF ... Or as a PNG image

The Professional Blue invoice template is a contemporary invoice layout with a full page design. The totals are always at the bottom and invoice detail is displayed in the middle of the page horizontally. An optional logo may be placed on the top left side of the page (5.8cm X 2.8cm 100 DPI). View "Professional Blue" Example Invoice PDF ... Or as a PNG image

The Professional Red invoice template is a contemporary text only (no logo) invoice layout with a variable length page design. The page will be shorter if fewer items are on the invoice. View "Professional Red" Example Invoice PDF ... Or as a PNG image

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kBilling Help

The Professional Red Green invoice template is a contemporary text only (no logo) invoice layout with a full page design. The totals are always at the bottom and invoice detail is displayed in the middle of the page horizontally. View "Professional Red Green" Example Invoice PDF ... Or as a PNG image

The Professional Teal invoice template is a contemporary text only (no logo) invoice layout with a full page design. The totals are always at the bottom and invoice detail is displayed in the middle of the page horizontally. View "Professional Teal" Example Invoice PDF ... Or as a PNG image

The Professional 1 invoice template is a standard invoice layout with a full page design. The totals are always at the bottom and invoice detail is displayed in the middle of the page horizontally. An optional logo may be placed on the right side of the page (5.8cm X 2.8cm 100 DPI). View "Professional 1" Example Invoice PDF ... Or as a PNG image

The Professional 2 invoice template is the default template for new users of kBilling and is a text-only (no logo displayed), full page design. Invoice details are displayed on the top right, totals always at the bottom. View "Professional 2" Example Invoice PDF ... Or as a PNG image

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Invoice Templates

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The Professional 3 invoice template is designed so that the totals area will directly follow the line items. The page will be shorter if fewer items are on the invoice. Invoice details (payment terms, dates, acct numbers, etc) appear in the middle of the page. Also an optional logo may be included on the right side of the page (5.8cm X 2.8cm 100 DPI). View "Professional 3" Example Invoice PDF ... Or as a PNG image

The Professional 4 invoice template is a full page design. The totals are always at the bottom and invoice detail is displayed on the upper right of the page vertically. An optional logo can be placed as a banner at the top left of the invoice. (Up to 13cm X 2cm 100 DPI). View "Professional 4" Example Invoice PDF ... Or as a PNG image

The Professional 5 invoice template is a full page design in alternate font. The totals are always at the bottom and invoice detail is displayed in the middle of the page horizontally. An optional logo can be placed at the top right of the invoice. (Up to 6cm X 3.6cm 100 DPI). View "Professional 5" Example Invoice PDF ... Or as a PNG image

The Professional 6 invoice template is a full page text-only design in alternate font. This template does not display the SKU column. The totals are always at the bottom and invoice detail is displayed in the top right corner of the page vertically. View "Professional 6" Example Invoice PDF ... Or as a PNG image

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The Professional 7 invoice template is a full page text-only design in alternate font with shading accents. The totals are always at the bottom and invoice detail is displayed in the top right corner of the page vertically. View "Professional 7" Example Invoice PDF ... Or as a PNG image

The Professional 8 invoice template is a full page text-only design in alternate font. This template does not display the SKU column. The totals are always at the bottom and invoice detail is displayed in the top right corner of the page vertically. View "Professional 8" Example Invoice PDF ... Or as a PNG image

The Service 1 invoice template is a full page design with an optional logo in the upper right corner (Up to 6cm X 3.8cm 100 DPI). This template does not print tax on the invoice. The totals are always at the bottom and invoice detail is displayed in the middle of the page horizontally. View "Service 1" Example Invoice PDF ... Or as a PNG image

The Service 2 invoice template is a full page design with an optional logo in the upper right corner (Up to 6cm X 3.8cm 100 DPI) - a small deviation from the service 1 template design. This template does not print tax on the invoice. The totals are always at the bottom and invoice detail is displayed in the middle of the page horizontally. View "Service 2" Example Invoice PDF ... Or as a PNG image

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The Service 2 Red invoice template is a full page design with an optional logo in the upper right corner (Up to 6cm X 3.8cm 100 DPI). This template does not print tax on the invoice. The totals are always at the bottom and invoice detail is displayed in the middle of the page horizontally. View "Service 2 Red" Example Invoice PDF ... Or as a PNG image

The Service 2 Red Teal invoice template is a full page design with an optional logo in the upper right corner (Up to 6cm X 3.8cm 100 DPI) - a small deviation from the service 1 template design. This template does not print tax on the invoice. The totals are always at the bottom and invoice detail is displayed in the middle of the page horizontally. View "Service 2 Red Teal" Example Invoice PDF ... Or as a PNG image

The Service 3 invoice template is a full page text-only design. This template does not print tax on the invoice. The totals are always at the bottom and invoice detail is displayed in the top right portion of the invoice. View "Service 3" Example Invoice PDF ... Or as a PNG image

The Service 4 invoice template is a full page text-only design - a small deviation from the service 3 template design. This template does not print tax on the invoice. The totals are always at the bottom and invoice detail is displayed in the top right portion of the page vertically. View "Service 4" Example Invoice PDF ... Or as a PNG image

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The Service 5 invoice template is a full page design with an optional logo in the upper right corner (Up to 6cm X 3.8cm 100 DPI). This template does print tax on the invoice. The totals are always at the bottom and invoice detail is displayed in the middle of the page horizontally. View "Service 5" Example Invoice PDF ... Or as a PNG image

The Service 6 invoice template is a full page design with an optional logo as a banner at the top left of the invoice. (Up to 13cm X 2cm 100 DPI). This template does not print tax on the invoice. The totals are always at the bottom and invoice detail is displayed in the top right portion of the page vertically. View "Service 6" Example Invoice PDF ... Or as a PNG image

The Tearsheet 1 invoice template is designed so that the totals area will directly follow the line items. The page will be shorter with fewer items on the invoice. This template does print shipping and tax information. Invoice details (payment terms, dates, acct numbers, etc) appear in the middle of the page and an optional logo may be included on the right side of the page (6cm X 2.8cm 100 DPI). Like all tearsheet templates, this template prints the bottom part of the invoice in a format the customer can tear off and send back in with

The Tearsheet 2 invoice template is designed so that the totals area will directly follow the line items. The page will be shorter with fewer items on the invoice. This template does print shipping and tax information. This template does not print the SKU/Code column but is the same design as tearsheet 1 in every other way. Invoice details (payment terms, dates, acct numbers, etc) appear in the middle of the page and an optional logo may be included on the right side of the page (6cm X 2.8cm 100 DPI). Like all tearsheet templates, this template prints

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their payment. The torn off part contains everything anyone needs to quickly post the payment to the invoice (invoice number, customer number, etc). View "Tearsheet 1" Example Invoice PDF ... Or as a PNG image

the bottom part of the invoice in a format the customer can tear off and send back in with their payment. The torn off part contains everything anyone needs to quickly post the payment to the invoice (invoice number, customer number, etc). View "Tearsheet 2" Example Invoice PDF ... Or as a PNG image

The Tearsheet 3 invoice template is designed so that the totals area will directly follow the line items. The page will be shorter with fewer items on the invoice. This template does not print the SKU/Code column, quantity column or line price column. The only two columns displayed are the description and line total. This template does print shipping and tax information. Invoice details (payment terms, dates, acct numbers, etc) appear in the middle of the page and an optional logo may be included on the right side of the page (6cm X 2.8cm 100 DPI). Like all tearsheet templates, this template prints the bottom part of the invoice in a format the customer can tear off and send back in with their payment. The torn off part contains everything anyone needs to quickly post the payment to the invoice (invoice number, customer number, etc). View "Tearsheet 3" Example Invoice PDF ... Or as a PNG image

The Tearsheet 4 invoice template is designed so that the totals area will directly follow the line items. The page will be shorter with fewer items on the invoice. This template does not print the SKU/Code column, quantity column or line price column. The only two columns displayed are the description and line total. This template does print shipping information but does not print tax information. Invoice details (payment terms, dates, acct numbers, etc) appear in the middle of the page and an optional logo may be included on the right side of the page (6cm X 2.8cm 100 DPI). Like all tearsheet templates, this template prints the bottom part of the invoice in a format the customer can tear off and send back in with their payment. The torn off part contains everything anyone needs to quickly post the payment to the invoice (invoice number, customer number, etc). View "Tearsheet 4" Example Invoice PDF ... Or as a PNG image

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11.2

Packing Slip Template


The packing slip invoice template is used when you select the invoice controls menu and click Print Packing Slip. Packing slips are produced from invoices.

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11.3

Professional 1 Template
The Professional 1 invoice template is a standard invoice layout with a full page design. The totals are always at the bottom and invoice detail is displayed in the middle of the page horizontally. An optional logo may be placed on the right side of the page (5.8cm X 2.8cm 100 DPI).

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11.4

Professional 2 Template
The Professional 2 invoice template is the default template for new users of The Print Shop Business Invoices and is a text-only (no logo displayed), full page design. Invoice details are displayed on the top right, totals always at the bottom.

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11.5

Professional 3 Template
The Professional 3 invoice template is designed so that the totals area will directly follow the line items. The page will be shorter if fewer items are on the invoice. Invoice details (payment terms, dates, acct numbers, etc) appear in the middle of the page. Also an optional logo may be included on the right side of the page (5.8cm X 2.8cm 100 DPI).

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11.6

Professional 4 Template
The Professional 4 invoice template is a full page design. The totals are always at the bottom and invoice detail is displayed on the upper right of the page vertically. An optional logo can be placed as a banner at the top left of the invoice. (Up to 13cm X 2cm 100 DPI).

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11.7

Professional 5 Template
The Professional 5 invoice template is a full page design in alternate font. The totals are always at the bottom and invoice detail is displayed in the middle of the page horizontally. An optional logo can be placed at the top right of the invoice. (Up to 6cm X 3.6cm 100 DPI).

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11.8

Professional 6 Template
The Professional 6 invoice template is a full page text-only design in alternate font. This template does not display the SKU column. The totals are always at the bottom and invoice detail is displayed in the top right corner of the page vertically.

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11.9

Professional 7 Template
The Professional 7 invoice template is a full page text-only design in alternate font with shading accents. The totals are always at the bottom and invoice detail is displayed in the top right corner of the page vertically.

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11.10 Professional 8 Template


The Professional 8 invoice template is a full page text-only design in alternate font. This template does not display the SKU column. The totals are always at the bottom and invoice detail is displayed in the top right corner of the page vertically.

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11.11 Professional Blue Template


The Professional Blue invoice template is a contemporary invoice layout with a full page design. The totals are always at the bottom and invoice detail is displayed in the middle of the page horizontally. An optional logo may be placed on the top left side of the page (5.8cm X 2.8cm 100 DPI).

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11.12 Professional Red Template


The Professional Red invoice template is a contemporary text only (no logo) invoice layout with a variable length page design. The page will be shorter if fewer items are on the invoice.

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11.13 Professional Red/Green Template


The Professional Red Green invoice template is a contemporary text only (no logo) invoice layout with a full page design. The totals are always at the bottom and invoice detail is displayed in the middle of the page horizontally.

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11.14 Professional Teal Template


The Professional Teal invoice template is a contemporary text only (no logo) invoice layout with a full page design. The totals are always at the bottom and invoice detail is displayed in the middle of the page horizontally.

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11.15 Service 1 Template


The Service 1 invoice template is a full page design with an optional logo in the upper right corner (Up to 6cm X 3.8cm 100 DPI). This template does not print tax on the invoice. The totals are always at the bottom and invoice detail is displayed in the middle of the page horizontally.

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11.16 Service 2 Template


The Service 2 invoice template is a full page design with an optional logo in the upper right corner (Up to 6cm X 3.8cm 100 DPI) - a small deviation from the service 1 template design. This template does not print tax on the invoice. The totals are always at the bottom and invoice detail is displayed in the middle of the page horizontally.

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11.17 Service 3 Template


The Service 3 invoice template is a full page text-only design. This template does not print tax on the invoice. The totals are always at the bottom and invoice detail is displayed in the top right portion of the invoice.

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11.18 Service 4 Template


The Service 4 invoice template is a full page text-only design - a small deviation from the service 3 template design. This template does not print tax on the invoice. The totals are always at the bottom and invoice detail is displayed in the top right portion of the page vertically.

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11.19 Service 5 Template


The Service 5 invoice template is a full page design with an optional logo in the upper right corner (Up to 6cm X 3.8cm 100 DPI). This template does print tax on the invoice. The totals are always at the bottom and invoice detail is displayed in the middle of the page horizontally.

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11.20 Service 6 Template


The Service 6 invoice template is a full page design with an optional logo as a banner at the top left of the invoice. (Up to 13cm X 2cm 100 DPI). This template does not print tax on the invoice. The totals are always at the bottom and invoice detail is displayed in the top right portion of the page vertically.

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11.21 Service Red Template


The Service 2 Red invoice template is a full page design with an optional logo in the upper right corner (Up to 6cm X 3.8cm 100 DPI). This template does not print tax on the invoice. The totals are always at the bottom and invoice detail is displayed in the middle of the page horizontally.

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11.22 Service Red/Teal Template


The Service 2 Red Teal invoice template is a full page design with an optional logo in the upper right corner (Up to 6cm X 3.8cm 100 DPI) - a small deviation from the service 1 template design. This template does not print tax on the invoice. The totals are always at the bottom and invoice detail is displayed in the middle of the page horizontally.

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11.23 Tearsheet 1 Template


The Tearsheet 1 invoice template is designed so that the totals area will directly follow the line items. The page will be shorter with fewer items on the invoice. This template does print shipping and tax information. Invoice details (payment terms, dates, acct numbers, etc) appear in the middle of the page and an optional logo may be included on the right side of the page (6cm X 2.8cm 100 DPI). Like all tearsheet templates, this template prints the bottom part of the invoice in a format the customer can tear off and send back in with their payment. The torn off part contains everything anyone needs to quickly post the payment to the invoice (invoice number, customer number, etc).

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11.24 Tearsheet 2 Template


The Tearsheet 2 invoice template is designed so that the totals area will directly follow the line items. The page will be shorter with fewer items on the invoice. This template does print shipping and tax information. This template does not print the SKU/Code column but is the same design as tearsheet 1 in every other way. Invoice details (payment terms, dates, acct numbers, etc) appear in the middle of the page and an optional logo may be included on the right side of the page (6cm X 2.8cm 100 DPI). Like all tearsheet templates, this template prints the bottom part of the invoice in a format the customer can tear off and send back in with their payment. The torn off part contains everything anyone needs to quickly post the payment to the invoice (invoice number, customer number, etc).

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11.25 Tearsheet 3 Template


The Tearsheet 3 invoice template is designed so that the totals area will directly follow the line items. The page will be shorter with fewer items on the invoice. This template does not print the SKU/ Code column, quantity column or line price column. The only two columns displayed are the description and line total. This template does print shipping and tax information. Invoice details (payment terms, dates, acct numbers, etc) appear in the middle of the page and an optional logo may be included on the right side of the page (6cm X 2.8cm 100 DPI). Like all tearsheet templates, this template prints the bottom part of the invoice in a format the customer can tear off and send back in with their payment. The torn off part contains everything anyone needs to quickly post the payment to the invoice (invoice number, customer number, etc).

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11.26 Tearsheet 4 Template


The Tearsheet 4 invoice template is designed so that the totals area will directly follow the line items. The page will be shorter with fewer items on the invoice. This template does not print the SKU/ Code column, quantity column or line price column. The only two columns displayed are the description and line total. This template does print shipping information but does not print tax information. Invoice details (payment terms, dates, acct numbers, etc) appear in the middle of the page and an optional logo may be included on the right side of the page (6cm X 2.8cm 100 DPI). Like all tearsheet templates, this template prints the bottom part of the invoice in a format the customer can tear off and send back in with their payment. The torn off part contains everything anyone needs to quickly post the payment to the invoice (invoice number, customer number, etc).

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12
12.1

Customers
Creating a Customer

Make sure kBilling is open so you can follow the steps!

Click the Customers tab in the main window if it isn't already selected Click the New Customer button

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Fill in your customer's name. This can be either a person's name or a company name Fill in address information by clicking on the Bill To or Ship To tabs
(By default the shipping address is the same as the billing address and does not need to be filled in)

Click save or press F2


The only required field for a customer is the Customer Name field. All other fields are optional and a customer number is
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automatically generated if one is not filled in. You have now created a new customer in kBilling! See the next topic "Editing Customers" for more information!

12.2

Editing a Customer

Click on the customer tab if it isn't already selected Select the search terms or leave blank to list all customers Filter the search to include only active, inactive or all customers Click the Search button or press Enter on the keyboard to perform the search Double click on the listing to bring up the customer detail window

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Make any changes to the customer you like and click save or press F2 on the keyboard
That is it! You have successfully edited a customer! For an in depth look at each field on the customer window please see the next topic "Customer Detail".

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12.3

Customer Detail
Once you bring a customer up for editing there are many fields that you may optionally fill out. The only required field on the customer window is the customer name and number field. The customer number is filled in automatically if one is not entered.

Save [F2] Any time you edit a customer's record you need to save your changes! Click the Save button or press the F2 key or CTRL+S to save a customer. The same hot keys work for virtually everything. Print [F3] Printing a customer, by default, prints a customer detail sheet that is every field you see in the customer record in text form. Clicking on the down arrow next to the print button reveals a menu:

- Print Detail Sheet is the default action for the Print button in the customer area. - Print Invoice History gives a detailed list of past and present invoices and provides a date range. - Print Statement prints out any outstanding invoices and their detail. Email [F4] If you have an email client (like Outlook Express) it will open and compose a new message to the address listed in the Contact Email field of the customer record. Click the Email button or press F4 on the keyboard to open a new email to the customer. New Invoice [F5] The New Invoice button creates a new
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invoice for the customer, automatically filling in all information available. Press the New Invoice button or F5 on the keyboard to create a new invoice. New Quote [F7] The New Quote button creates a new quote for the customer, automatically filling in all information available. Press the New Quote button or F7 on the keyboard to create a new quote. Payment [F6] The Payment button allows for the posting of quick payments to one or more invoices for the customer. Click the Payment button or press F6 on the keyboard, select the invoice you wish to pay and type in the details. Delete [F5] To delete a customer is to totally remove the customer record from the database. This does not affect previously created invoices. Press the Delete button or F5 on the keyboard to delete a customer.

The Customer Window

Customer Tab
Customer Name Required. Free form text field indicating the name of the customer. This can be a company name, a personal name or any combination. Customer Number
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A unique alphanumeric identifier for customers. This value is generated automatically if left blank Customer Status Potential values are Active, Inactive and Terminated. Setting a customer to anything other than Active will cause all recurring invoices to be voided. Email Address Email address of the customer. Very important! This is the email address used by default when emailing invoices! Phone Telephone number of customer Customer Category A category organization. You may add customer categories to kBilling by clicking the "Controls" menu on the customer window and selecting "Open Categories"

Ship To
The ShipTo tab has commonly used fields for address information.

Account

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Customer's Balance This is the total balance due of all outstanding invoices for the customer Balance Penalty This is a penalty charge applied to any new invoice if the customer already has oustanding invoices. The penalty is configurable as a percentage of the previous balance owed or a flat dollar amount. Penalize for balance forwarding Balance Forwarding is when all of a customers previously outstanding charges are moved forward to a new invoice. If the check mark is present here the above mentioned penalty will also be charged automatically. Always forward existing balances Use this feature to ensure a customer has only one outstanding invoice at a time. When you create a new invoice any previous unpaid balances on other invoices will be moved forward and the above mentioned penalties will be applied if applicable. Tax Rate This is the default tax rate for the customer. Tax rates can be changed per customer, per invoice and system wide through the Settings menu on the invoices tab. Total Available Credit This value indicates the total amount of credit the customer has available. You may choose when to use a customer's credit at invoice time. You may add credit by clicking on the button on the credits tab of

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the customer window. Payments made to invoices for more than the amount due automatically create credits for any over payment amount. Invoice Template The invoice template here is the default for the customer and can be changed at any time. Default Payment Terms The payment term that is used as a default for all of this customer's invoices (can be changed per invoice as well). Paper Invoice Only applicable if you are doing recurring invoices. When a recurring invoices comes ready and is generated if the check mark is present next to "Paper Invoice" the invoice will automatically be printed. Email Invoice Only applicable if you are doing recurring invoices. When a recurring invoices comes ready and is generated if the check mark is present next to "Email Invoice" the invoice will automatically be emailed. Mailing List If you use the newsletter feature of kBilling a check mark in this field will include the customer's email address in the mailing. Tax Exempt Check this if your customer is exempt from any taxes.

Contact

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Contact Name The name of the contact person (or people) for the customer. Contact Title The title of the contact person for the customer Phone 2/Fax Additional contact phone and fax numbers for the customer. No special format is required.

Cards (Credit Cards on File)

Name on Credit Card This is the name as it appears on the card. Card Number This is the credit card number. Numbers only!! Expiration Month / Year The expiration month and four digit year of the credit card. CVV2 According to the Visa/MasterCard security guidelines, CVV2 data cannot be stored with the card information. Show CC Number (Button) Click to toggle the masking of the full credit card number on and off. Checking Account - Account Number/ Routing Number Track a customer bank account and
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routing number.

Invoices / Payments / Credits / Notes

Invoices Tab A list of past and present invoices for the customer. Double click on a result line to view the invoice detail or click the button to create a new invoice for the customer.

Payments Tab A list of payments made to invoices for the customer. Double click on a result line to view the details of a payment. Click the button to make a new payment to an invoice.

Credits Tab A list of credits to the customer's account. Credits are automatically created
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when a customer overpays or (optionally) when a payment is voided. Click the button to create a new credit for the customer.

Customer Notes A totally free-form field for any kind of notes on the customer. These are not printed on the invoice.

12.4

Printing Customer Statements


Account Statements contain a summary list of all outstanding invoices a customer has. If a customer has at least 1 invoice in Pending status, then you can view, print and email a statement, either individually from the customer window, Customer Reports menu:

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Or, in a batch from the Customers tab on the main window:

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You can also right-click on any customer in the list and choose "View Statement" to get a quick preview of the statement.

13
13.1

Products
Creating a Product
Make sure kBilling is open so you can follow the steps!

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1. Click the Products & Services tab if it isn't already selected. 2. Click the New Product button.

1. Fill in the name of the product. The product name is the only required field. 2. Click Save or press F2 on the keyboard. That's it! You have created a new product in kBilling! Please move to the "Product Detail" section of this chapter for a detailed explanation of the fields!

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13.2

Editing a Product

1. Click on the Products & Services tab. 2. Select the search terms or leave blank to list all products. 3. Filter the search results to include only products, only services, or both. You may also filter by status - active or inactive. 4. Click on the Search button or press enter. Search results will appear in the grid below the search fields. Double click one of the results to see the product detail.

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Move on to the next section entitled "Product Detail" to get a step by step introduction to kBilling products!

13.3

Product Detail
Once you bring a product up for editing there are many fields that you may optionally fill out. The only required field on the product window is the product name field. However, you will want to fill in other fields like price, and stock if applicable. First we have a look at the toolbar.

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Save [F2] When you edit or add a product you want to be sure to save your changes! Click the Save button or press F2 on the keyboard to save. Categories [F3] Products and services are always organized into categories, these categories are for reference and reporting purposes and their use is optional. By default, all products initially appear in the Default category. To bring up the category administration window where you can add, edit and delete product categories, click the Categories button or press F3. Delete [F12] Deleting a product removes the product from the kBilling product database. This does not affect previously created invoices. To delete a product, click the Delete button here or press F12 on the keyboard.

The Product Window

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Status Choices are Active and Inactive. Search results may be filtered on this value and inactive products and services will not appear in the invoice drop-down lists of products. The default value for all products is Active. Category Products and services are always organized into categories, these categories are for reference and reporting purposes and their use is optional. By default all products initially appear in the Default category. To bring up the category administration window where you can add, edit and delete product categories click the Categories button or press F3. There is also a list of categories and the number of products in those categories on the main window, products tab. Name The product's name is the only required information on the form. It is a free-form text field that does appear on invoices. SKU Stock Keeping Unit - this value is a product ID number used for quickly referencing your inventory and is optional. Desc (Description) An optional free-form text field describing the product or service. This value is printed on invoices. Price Price of the product or service. Use only numbers and decimals here. The default price of any product or services is 0.00. Prices, and money values in general, are displayed through kBilling according to your locale setting in Windows. Non-US users should see their currency symbol displayed on invoices. Cost Cost of a product or service. This (along with price) allows for proft/loss reporting and is optional.

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Taxable You may want to add a product or service that isn't taxable, if so, remove the checkmark from this box. Stock/Low Limit kBilling offers some basic inventory control in the form of a stock count (the number of a product you currently have) and a low limit (the number at which a message is to be displayed alerting you to the stock problem). Once a product's stock reaches the value in the low limit field, a message is displayed in red on the main window, products tab. To disable this feature, use a low limit of zero (0). Is a service (stock\cost NA) Check this box if the product is actually a service and/or you do not maintain a physical inventory or charge tax for it.

14
14.1

Invoices
Creating an Invoice
Creating an invoice in kBilling is possible in several different ways. For example, if you read the Customer Detail section of the first chapter you will see several buttons and menu items allowing you to create an invoice directly from a customer record. Alternatively you may create a new invoice and then choose the customer for which it is being created. This section will concentrate on the latter method.

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1. Click on the Invoices tab 2. Click on the New Invoice button

1. Choose the customer from the list provided (all Active customers in the database) or type in a new customer name. Customer name is required! 2. Both the Bill To and Ship To addresses are optional and are filled in automatically if you selected a customer from the drop-down list. 3. Add items to the invoice. When the New Invoice button is clicked this window will appear:

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This window allows you to add items to an invoice. There are three ways to add items using this window : 1. Search using the Enter SKU or Enter Name fields - just type a full or partial SKU or product name in the appropriate field and press enter on your keyboard or click the Find button 2. Choose a product from the drop-down list of all active products in the database. If you do this all the fields will be filled in with data from the product record and you can edit the information displayed. 3. Enter all the information by hand. The only required field is Item Name. The Save changes to database check, when checked, saves the product information to the product database. 4. Save! If you make any modifications to the invoice other than adding and editing
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line items, you need to save your changes by clicking Save or pressing F2 on the keyboard. Please continue with the next section in this chapter entitled "Editing an Invoice"!

14.2

Editing an Invoice

1. 2. 3. 4.

Click on the Invoices tab Select search terms or leave blank to display all invoices Filter search results to Paid, Voided, Recurring and Pending invoices Click the Search button or press enter on the keyboard to display the search results

Double click on any entry in the search result list to view the invoice window.

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Move on to the next section entitled "Invoice Detail" to get a step by step introduction to kBilling invoices!

14.3

Invoice Detail
kBilling invoices are both simple and very flexible. The only thing required on an invoice is a customer name! First, let's have a look at the toolbar

Save [F2] Though the invoice is saved automatically when adding new items, if you change other invoice details you will need to save them! Click the save button or press F2 on the keyboard to save the invoice at any time.
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Print [F3] This prints an invoice directly to the default windows printer using the invoice template currently selected. Click the print button or press F3 on the keyboard to print an invoice. Email [F4] Clicking the Email button will produce two different results depending on the check being present in the "Never prompt for invoice format" box in the email settings. If the check is not present, a new window will open and display the email address, subject, body, attachments and allow you to choose how to send the invoice to the customer. If the check is present, the defaults for email address, subject, body, and format are used and any associated documents are attached to the email. Open the default email settings by clicking the Settings menu item on the invoice window or Edit -> Settings on the main window and click on the Email tab to view the invoice format preference. Preview [F5] Click the Preview button or press F5 on the keyboard to see what the print or email invoice looks like. New Item [F6] Click the New Item button or press F6 on the keyboard to add a new line item to the invoice. Refer back to the section above this one in the Invoices chapter entitled "Editing an Invoice" to get more information on adding line items to the invoice. New Doc [F7] Documents of any type can be associated with an invoice. These might be word processor or text documents describing detailed work being billed, images, or any other type of file. It is important to note that associated documents are sent with the invoice email! Click the New Doc button or

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press F7 on the keyboard to add a new document to the invoice. Payment [F8] Click the Payment button or press F8 on the keyboard to open the payment window and post a payment to the invoice. See the section entitled "Taking Payments" for a detailed look at posting payments in kBilling. Void [F12] Voiding an invoice essentially deletes it from the sales record but keeps a copy in the database for reference. Totally deleting an invoice is possible, though not recommended, through the Controls menu at the top of the invoice window. Click the Void button or press F12 on the keyboard to void an invoice.

The Invoice Window

View Customer (button) View the customer record. Unavailable if the customer isn't stored in the customer database. View Statement (button) View the customer's Statement if they have one. Unavailable if the customer isn't stored in the customer database.

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Customer drop-down A list of Active customers. Choose from this list and all contact and address fields will be filled in automatically from the customer record. Customer Name The name of the customer on the invoice. This doubles as the Bill To: name. Contact Email Email address of customer. Email / Print Template This is the template that will be used to generate the email and print versions of the invoice. These templates are constantly changing and new ones are being added. If you would like a custom invoice template, see the Customizing Invoices section. Emailed The date the invoice was last emailed (or Never if it hasn't been emailed). Printed The date the invoice was last printed (or Never if it hasn't been printed).

Extra Tab

Account Balance The sum of all the balance due on all invoices. Account Credit The total amount of available credit the customer has.

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Add Previous Balance (button) Click to "forward" previous balances to this invoice. This will prompt and optionally apply a penalty fee. Set the penalty fee and automatic inclusion of previous balances in the customer record (click the View Customer button to open the customer record). Use Customer's Credit (button) Click to a credit to the invoice (if any is available). You can add credit to a customer's account through the customer record (click the View Customer button to open the customer record). Payment Terms Payment terms of the invoice. Options are: None - Nothing printed on the invoice and the due date is unchanged. On Receipt - Printed on the invoice and the due date changed to the invoice date. NET-X - Payment due X days after the invoice date, the due date is automatically changed. 1STMONTH - Sets the due date to the first day in the month following the invoice date. NET-30M - Sets the due date to the last day in the month of the invoice date. PO# Purchase Order Number. Displayed on the invoice if present. Sold By Sales person's name, number or any other information. Displayed on the invoice. Tax Rate The tax rate for this invoice. The default value is pulled from the customer record if present and system settings if not. Set the default system tax rate from the global settings window accessible by clicking in
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the Edit menu option on the main window and then on the Settings -> Invoices tab.

Bill To: / Ship To: Tabs

The Ship To tabs contain address information. All fields are optional. Check the box next to Same as Billing Address if the shipping address is the same as the billing address and the Ship To address will not show on the invoice. Use the Other field under the state dropdown if the state or province for your customer does not appear in the list. Ship By The shipping method used to ship the products on the invoice. Printed on the invoice if present, options are configured in system settings. Add more shipping options from the global settings window accessible by clicking in the Edit menu option on the main window and then on Settings -> Ship tab. Ship Other Free-form text field for adding a custom invoice-specific ship type. Use this if you do not want to configure shipping types globally. Shipping Cost The cost of shipping the products on the invoice. Printed on the invoice and included in the total if present.

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Recur Tab

The Recur tab is only used if you want to create the invoice on a regular basis. Think of recurring invoices as invoice templates that are used to generate new invoices at given intervals. Recur (Drop-down list)

This is the list of intervals at which the invoice can recur. Make your selection! Next Invoice Next Invoice takes a date value. This is the date the recurring invoice will be generated next. To immediately generate a "Pending" invoice, put today's date in this field. Last Invoice Last Invoice is also a date field. This field indicates the date to stop recurring the
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invoice. Leave this field blank to recur until the invoice is voided. Type a date value in or click on the button to display a calendar and select the date. Generate new invoices X days before Next Invoice date. Enter the number of days before the Next Invoice date that you want the recurring invoices to be "ready" for generation. Use this field if you are mailing invoices and need to print invoices several days before the actual invoice date.

Beside the top tabs you will see the above section of the invoice window that provides a quick glance at the invoice status, invoice number, invoice date and amounts due on the invoice. Status This indicates the status of the invoice. This value is not shown on printed or emailed invoices. Possible values: Pending Pending is the default status for newly created invoices. Any invoice in status Pending has not been paid in full nor has it been voided, and has not been marked
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to recur. Pending status can be thought of as "pending payment". Paid The invoice has been paid in full from credit or from payments posted. Recur The invoice is set to recur at a given interval. Remeber that recurring invoices are only template invoices and payments cannot be posted directly to them. See the section entitled "Recurring Invoices" for a detailed explanation of recurring invoices. Forwarded Forwarded invoices have had their balances moved to another invoice. Forwarded invoices cannot accept payments. Invoice Number (#) A unique invoice identifier. This value is a number optionallty prefixed with a letter or set of letters. You may leave this field blank to have kBilling generate invoice numbers for you. Invoice numbers can be sequentially generated, randomly generated or manually input. Automatic invoice generation settings are accessible from the Edit menu on the main window, then Settings -> Misc tab. Invoice Date The Invoice Date is the date that appears on the invoice (in addition to the due date). By default, it is the day the invoice was created. Type a date value in or click on the down-arrow button to display a calendar and select the date. Due By The due date of the invoice. Note the optional printing of this date on the invoice with the check next to the calendar button. To change the due date, simply type in a new date or click on the down-arrow button and select the new date from the calendar. Print Due Date (check)
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Uncheck if you do not want to print the due date on the invoice Balance Due The total on the invoice minus any payments or credits gives the balance due.

Items Tab

The items tab on the bottom half of the invoice window is a list of items currently on the invoice. The button to the left of the list is a shortcut button for adding a new invoice item. Double click on any invoice item to view or edit the item detail.

Payments Tab

The payments tab on the bottom half of the invoice window is a list of payments applied to the invoice. The button to the left of the list is a shortcut button for posting a new payment. Double click on any payment to view or edit the payment detail.

Attached Documents Tab

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The attached documents tab lists any documents (files) that are associated with the invoice. The check next to the invoice document indicates whether or not to send the document with emailed copies of the invoice. You can associate any type of document with an invoice.

Notes Tab

The email log tab shows a history of dates the invoice was emailed.

The notes tab provides space for a free-form note to be included on the invoice.

14.4

Recurring Invoices
Recurring invoices are invoices that automatically generate at given intervals. Currently supported intervals are: Dail y We ekly Every 6 Months Yearly Every 2 Years

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BiWe ekly Eve ry 3 We eks Eve ry 4 We eks Mon thly Eve ry 45 Day s BiMon thly Qua rterl y Eve ry 4 Mon ths Eve ry 5 Mon ths

Every 3 Years Every 4 Years Every 5 Years Every 6 Years Every 7 Years Every 8 Years Every 9 Years Every 10 Years

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Recurring invoices are created just like a standard invoice to start

Add the line items to the invoice that are to be charged every cycle
On recurring invoices there are a number of variables that can be used to represent relative dates: <billing_cycle> Monthly, Yearly, Bi-Weekly, etc (the billing cycle name) <current_eng_short_month> Nov, Oct, Dec, etc.. <current_eng_long_month> November, October, December, etc.. <current_num_month> 01, 02, 03, etc.. <current_eng_short_day> Mon, Tues, Wed, etc.. <current_eng_long_day> Monday, Tuesday, Wednesday, etc.. <current_num_day> 1,2,3,4,5,6,7 <current_year> 2009, etc.. <next_year> The year after the current year <next_month> The month after the current month

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<next_invoice_eng_short_month> Shows the "next invoice" month after the month part of the Next Invoice date, in the format described above. <next_invoice_eng_long_month> <next_invoice_num_month> <next_invoice_eng_short_day> <next_invoice_eng_long_day> <next_invoice_num_day> <next_invoice_year> <invoice_date_eng_short_month> Shows the invoice date's month, in the format described above. <invoice_date_eng_long_month> <invoice_date_num_month> <invoice_date_eng_short_day> <invoice_date_eng_long_day> <invoice_date_num_day> <invoice_date_year> You can use these variables to do an item like: For service from <invoice_date> to <next_invoice_date> When the billing cycle is run the pending invoice item names and/or descriptions will replace the above variables with their corresponding values. For example, this item description on the recurring invoice: Service for <current_eng_long_month> , <current_year> Would read: Service for May, 2009 ... When a recurring cycle runs in May of 2009. Another example: Service from <invoice_date _eng_long_month>, <invoice_date_year> to <next_invoice_eng_long_month>, <next_invoice_ year>

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Once the line items are finished, save the invoice, click the Recur tab

1. Select the recurring interval from the first dropdown menu. 2. Enter a next invoice date. If this is the first adding this invoice new this will be the first invoice date as well (and can be the same day). To have one copy immediately available to send to the customer or post payments on, enter the current day. 3. If the invoice is only to recur until a specific date, enter that date in the last invoice field. Tick the box labeled "Recur Until Voided" to recur indefinitely (until you void the invoice). 4. If printing or snail-mail is needed, optionally fill in the Generate new invoice X days before Next Invoice date 5. If you do not want the invoice to print in batch print operations, check the Don't print in batches box 6. If you want the invoice to be marked paid automatically (as soon as it recurs), check the Auto-pay invoice when created box 7. Save the invoice!

After saving the invoice the status will change to Recur.


Remember! Recurring invoices are only template for future billing cycles, do not apply payments to recurring invoices!

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The generation of recurring invoices to pending invoices still requires some human intervention. This is done so that the user (you) maintains total control over the billing cycle. Close the invoice window. The kBilling main window should be visible. Follow the steps below to generate any recurring invoices that are ready.

Click the Recurring Invoices tab - this checks automatically to see if any recurring invoices are ready.
Auto Charge Credit Cards (check) A check in this box will cause the credit card on file to be charged automatically through one of the online payment processors. This is only applicable when using a credit card payment gateway. Do not check this box unless you have properly configured your Plug N Pay, Verisign Payflow Pro or Authorize.net account in kBilling. Auto Email Paid Invoices (check) A check in this box will cause paid invoice (paid using an online gateway) to be emailed automatically after payment is received and verified. This option is only applicable when using a credit card payment gateway. Do not check this bx unless you have properly configured your Plug N Pay, Verisign Payflow Pro or Authorize.net account in kBilling. Auto Email Unpaid Invoices (check)
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Check this box to email copies of all generated invoices regardless of them being paid. Generate Recurring Invoices (button) Click this button to generate invoices for all the recurring invoices with a check listed in the box at the bottom left of the window. Depending on the checks in the top three checkes this may cause credit cards to be charged and invoice emails to be sent out. View Payment Errors (button) Payment errors occur when a charge fails using the credit card payment gateway. Click this button to view payment errors - if there are any payment errors a message will be displayed in the middle of the window.

Recurring Invoice List

A check in the check to the left of the Invoice ID column includes the invoice listed when the Generate Recurring Invoices button is clicked. Removing the check in that box will cause that invoice to not be generated. Manipulate the whole list with the Check/Uncheck/Invert buttons

Once all the appropriate options and invoices have been selected click the Generate Recurring Invoices button and the billing cycle will start! Depending on the recurring options set the invoices will be emailed. If the payment gateway feature is used cards will be charged at this point as well. Remember. Recurring invoices are templates for future invoices, you cannot apply payments directly to recurring invoices!

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14.5

Batch Late Fees


Late fees can be assessed in a batch from the Tools menu of the main window or individually from the Tools menu on the invoice window.

To add late fees in a batch :

Click the Tools menu from the main kBilling window and select "Add Late Fees to Invoices"

This window opens :

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Fill in the details of the late fee and select how late the invoices have to be for this late fee to apply. In this example there will be a 10% (of the balance due) fee added to all invoices that are 1 to 90 days late, unless the invoice already has a late fee on it. If you want to add multiple late fees just check the "Apply multiple late fees" box.

Click Next and this window appears :

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In this example there is only 1 invoice that meets the "between 1 and 90 days late" condition set on the previous window, it is checked by default.

If you want to print or email the invoice(s) after the late fee is added just check the "Print Invoices" or "Email Invoices" boxes.

Click the Add Late Fees to Checked Invoices and you're finished!

14.6

Individual Late Fees


To add a late fee to an individual invoice, bring up the invoice window by double-clicking on the invoice in any invoice list and select the "Add Late Fee" option from the Tools menu :

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This window will appear :

Set the options and click "Add Late Fee" and you're finished! Check the "Save late fee values as default" if you want the values you enter to be saved for next time.

Also see the chapter on batch late fees.

14.7

Taking Payments

14.7.1 From Invoice Area


First we we need to find the invoice that the payment is to be posted to.

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Double click the result containing the invoice to post a payment on.

Click the Payment button or press F8 on the keyboard to issue a new payment

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When you click on an invoice in the "Customer Payment" window, this window (the payment window), will appear. This is the window that is used to post payments to an invoice. Balance Due Balance Due is the amount currently due on the invoice Post Date Post Date defaults to the current day but can be adjusted forward or backward. Click on the date to type in a date value or the down arrow next to the date to select from a calendar . Payment Type Click on the down arrow next to the list to select the appropriate payment type:

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Selecting Check or Money Order causes the Check/Money Order # to be enabled to allow for the recording of the check or money order number. Selecting Credit Card enables all of the credit card fields in the bottom part of the payment window. If you have configured kBilling to use one of the Internet payment processors Plug N Pay, Verisign Payflow Pro or Authorize.net posting a payment of type Credit Card (or Visa, Mastercard, Amex, Discover) will charge the customer's card if! The Cash, Paypal and Other type are informational. Integrated Paypal support is coming soon! Total Payment Amount Total Payment Amount is the full amount of the payment, even if the payment is more than the amount due on the invoice. In the event a payment of more than the amount due is posted, you will see the amount due appear in the Amount Applied field and the difference added to the customer's account as a credit with a note telling where the credit came from. Amount Applied Amount Applied is the amount of the payment applied to the current invoice. This is a read-only field filled in automatically. Notes
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Notes is a free-form text field used for keeping any kind of note on the payment. This information is not displayed on the invoice. Once all the appropriate fields have been filled in, click the save button to post the payment! The payment window will close and if the payment was for at least the amount due on the invoice, the invoice will automatically be marked paid. If a credit card payment was used and a payment processor has been configured there will be a progress window shown while connecting to the payment gateway.

iding Payments
Once a payment has been posted, it is possible to void the payment. Voiding a payment marks the payment void and changes the status of the invoice back to Pending. A record of the voided payment is kept. If the payment was a credit card payment and a payment gateway was configured kBilling will attempt to void the credit card payment - if that fails kBilling will prompt to do a return to the credit card for the amount charged.

14.7.2 From Customer Area


Payments in kBilling are always applied to individual invoices, not to customer "accounts". However, there are shortcuts in place to pay invoices for customers directly from the customer record. First we need to find our customer.

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Double click the result of the customer whose invoice you want to post a payment on.

Click the Payment button or press F8 on the keyboard to issue a new payment

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The above window will show with a list of invoices current invoices pending payment. Any payment posted here will post to invoices in reverse-date order, from oldest to newest. This is a batch payment option and should only be used to post payments to multiple invoices at one time. For example, if a customer sends 1 check to pay off their account, use this payment option.

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When you click on an invoice in the "Customer Payment" window, this window (the payment window) will appear. This is the window that is used to post payments to an invoice. Balance Due Balance Due is the amount currently due on the invoice Post Date Post Date defaults to the current day but can be adjusted forward or backward. Click on the date to type in a date value or the down arrow next to the date to select from a calendar . Payment Type Click on the down arrow next to the list to select the appropriate payment type:

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Selecting Check or Money Order causes the Check/Money Order # to be enabled to allow for the recording of the check or money order number. Selecting Credit Card enables all of the credit card fields in the bottom part of the payment window. If you have configured kBilling to use one of the Internet payment processors Plug N Pay, Verisign Payflow Pro or Authorize.net posting a payemnt of type Credit Card will charge the customer's card! The Cash, Paypal and Other type are informational. Integrated Paypal support is coming soon! Total Payment Amount Total Payment Amount is the full amount of the payment, even if the payment is more than the amount due on the invoice. In the event a payment of more than the amount due is posted you will see the amount due appear in the Amount Applied field and the difference added to the customer's account as a credit with a note telling where the credit came from. Amount Applied Amount Applied is the amount of the payment applied to the current invoice. This is a read-only field filled in automatically. Notes Notes is a free-form text field used for
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keeping any kind of note on the payment. This information is not displayed on the invoice. Once all the appropriate fields have been filled in, click the save button to post the payment! The payment window will close and if the payment was for at least the amount due on the invoice the invoice will automatically be marked paid. If a credit card payment was used and a payment processor has been configured there will be a progress window shown while connecting to the payment gateway.

Voiding Payments
Once a payment has been posted, it is possible to void the payment. Voiding a payment marks the payment void and changes the status of the invoice back to Pending. A record of the voided payment is kept. If the payment was a credit card payment and a payment gateway was configured kBilling will attempt to void the credit card payment - if that fails kBilling will prompt to do a return to the credit card for the amount charged.

14.8

Banner Images / Logos


Invoice banner images are supported in most templates. JPEG and BitMap (BMP) formats are supported. If you are having trouble getting your logo to fit please send a copy of the image to support@ksoftware.net and our graphic artists will assist you. When possible, send vectored formats like PSD formatted files.

14.9

Quotes / Proposals
With the release of kBilling 3.0, kBilling allows the creation of quotes (AKA proposals).

14.9.1 Quotes / Proposals

The

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quotes section mimics the invoice section so much that almost all of the docum entatio n applies to both. Howev er, there are several key differen ces.

Quote totals don't affect a custom er's accoun t. Think of them as "pre invoice s" more than anythin g. You create a quote from the New Quote

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button on the Quotes tab on the main window or the New Quote button on the custom er window .

After creatin ga quote you can add items to it just like you would an invoice. Items added to a quote do not get taken out of stock right away.

Quotes support templat es (they

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are differen t in name from the invoice templat es but look the same).

Once a quote has been accept ed by a custom er all you need to do is click the "Make Invoice" button to create an invoice from the quote :

The new invoice created is shown

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automa tically. Once a quote is made into an invoice it is moved to status "Poste d". You can show "Poste d" quotes on the quote list by checkin g the "Poste d" checkb ox on the Quotes tab from the main window :

You can make a quote an invoice

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as many times as needed .

15
15.1

Reports
Recurring Invoices
The recurring invoices report will show a list of all active recurring invoices, the customer number and name, the invoice total, and the date the invoice is set to next recur. Date ranges are not taken into account for this report as it always gives the most up-to-date information.

15.2

Customer Balance
The customer balance report will show a list of all customers with a current balance due of more than zero. The date range on the report window is not taken into account for this report as it always produces the most current balance and customer information.

15.3

Payments by Category
The payments received by Category report is a summary of all payments received during the given date range and according to the product categories of the invoice line items. For partial payments the payment amount is added to each product on the invoice from the first one added to the last to ensure accurate partial payment placement. The total payments area shows how much money was received in the given date range you selected and it is further broken down by payment type.

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15.4

Payments Received
The payments received report is used to balance cash drawers or keep an eye on daily/weekly/monthly payments. Each payment that is posted within the date range specified will appear in the list along with some invoice and customer information. If an invoice has more than one payment posted in the date range the invoice number will show up once for each payment that posted. The total payments area shows how much money was received in the given date range you selected and it is further broken down by payment type.

15.5

Product Sales

The product sales report breaks down sales in a given date range by product name. Shipping and tax are listed at the top and are counted in the total. Only products that appear on paid or pending invoices that were created during the given date range will appear on this report. Unlike the category sales report, products that are on invoices but not in the product database will show on this report.

15.6

Category Sales
The category sales report breaks down sales in a given date range by product category. Shipping and tax are listed at the top and are counted in the total. Only products that appear on paid invoices that were created during the given date range will appear on this report. Products that are on invoices but not in the product database will not show on this report.

16
16.1

Exporting Data
Exporting Customers
Open kBilling and the company file you would like to

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use. From the File menu on the main window's menu bar choose Export -> Export Customers. The format of the export file is 1 record per line with tab characters between the fields. Each record is on a single line with 1 tab character between the following fields in the order shown: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. Customer Number [Unique or blank] Customer Name Billing Street 1 Billing Street 2 Billing City Billing State [Abbreviation for US and Canada] Billing Zip Billing Country Ship Name Ship Street 1 Ship Street 2 Ship City Ship State [Abbreviation for US and Canada] Shipping Zip Shipping Country Credit Card Number [16 Digits - Numbers Only] Credit Card Expiration Month [2 Digits] Credit Card Expiration Year [4 Digits] Contact Name Contact Title Contact Email Primary Contact Phone Number [Any Format] Secondary Contact Phone [Any Format] Contact Fax [Any Format] Customer Notes

Excel and most other spreadsheet programs can open TSV (tab separated file) formatted files!

16.2

Exporting Products
Open kBilling and the company file you would like to use. From the File menu on the main window's menu bar choose Export -> Export Products. Each record is on a single line with 1 tab character between the following fields in the order shown

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1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13.

Product Name [Any format] Category Name [Any format] Status [Active, Inactive] SKU [Any format, must me unique if not blank] Product Description [Any format] Stock [Amount in stock - numbers only] Low Limit [ Limit at which to display an alert] Price [Numbers and decimal only] Cost [Numbers and decimal only] Taxable, Tax Rate 1 [t or f indicating true or false] Taxable, Tax Rate 2 [t or f indicating true or false] Service [t or f (stock/cost isnt applicable)] Bin Location [Any format]

Excel and most other spreadsheet programs can open TSV (tab separated file) formatted files!

17
17.1

Importing Data
Importing Customers
Open kBilling and the company file you would like to use. From the File menu on the main window's menu bar choose Import -> Import Customers. The format of the import file is 1 record per line with tab characters between the fields. If you already have an Excel spreadsheet of customers then importing them into kBilling is easy. Open your spreadsheet in Excel and add a new row at row 1. Label each column with the appropriate header by putting the header text in row 1 for each column. The full list of available headers : The smallest set of data kBilling can import is a single column of either customer names or customer numbers. If you do not have a column for the corresponding data in your spreadsheet just leave the column out or leave the heading blank. Columns without headers are ignored. Custom CCName
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erNumb CCNumber er CCExpMonth Custom CCExpYear erName ContactName BillToNa ContactPhone me ContactPhone2 BillToStr ContactFax eet1 ContactEmail BillToStr ContactTitle eet2 CustomerNotes BillToCit y BillToSta te BillToZip BillToCo untry ShipToN ame ShipToS treet1 ShipToS treet2 ShipToC ity ShipToS tate ShipToZi p ShipToC ountry Case is ignored in the headers so "BillToName" is the same as "billtoname" (don't include the quotes). Once the headers are in place select File -> Save As from Excel and for format, choose "Text (Tab delimited) (*.txt), then click the Save button.

17.2

Importing Products
Open kBilling and the company file you would like to use. From the File menu on the main window's menu bar choose Import -> Import Products.

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The format of the import file is 1 record per line with tab characters between the fields. If you already have an Excel spreadsheet of products then importing them into kBilling is easy. Open your spreadsheet in Excel and add a new row at row 1. Label each column with the appropriate header by putting the header text in row 1 for each column. The full list of available headers : The smallest set of data kBilling can import is a single column of either product names or SKU codes. If you do not have a column for the corresponding data in your spreadsheet just leave the column out or leave the heading blank. Columns without headers are ignored. SKU Price Product Cost Name Taxable DescriptiTaxable2 on Service Categor BinLocation y Status [Active, Inactive] Stock LowLimit

The columns Taxable,Taxable2 and Service are "yes or no" fields. The column data can be t, true, y or yes, or f, false, n, or no. Case is ignored in the headers so "ProductName" is the same as "productname" (don't include the quotes). Once the headers are in place select File -> Save As from Excel and for format, choose "Text (Tab delimited) (*.txt), then click the Save button.

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18

Address Handling
In kBilling, the addresses on invoices are built from address "pieces" (City, State, etc) using a template. The template can be edited by clicking on the Edit menu on the main window, then on Settings, then on the Invoice Templates tab. See the chapter on macros for more information about the template format.

th is is ju s t an im age, don 't click on it.

By default kBilling disables the free form address entry box. If you want to add information to the individual invoice addresses then remove the check from the "Automatically Sync Address" box from the Invoices tab in the system settings (click on the Edit menu on the main window, then on Settings, then on the Invoices tab). Doing this enables you to change how the address appears on the invoice without actually changing any of the address pieces.

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Macros (Variables)
Macros are bits of text you can include in the various text files kBilling deals with that are replaced with "real" values. If you're using recurring invoices be sure to check out the Recurring Invoices chapter for additional macros that are supported for recurring invoices. The Bill To and Ship To default format boxes are the two most important areas where these macros play a role. The default format for billing/shipping addresses is the US format (shown in the screenshot below).

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* don't click on this - it's just an image!

To open the address formatting options, click the Edit menu, then Settings, then click the Invoice Templates tab.

As you can see, the Bill To and Ship To formats use these variables. When an invoice is saved, the variables in that format are replaced with the "real" values from the invoice.

The following variables are available: <customer_name> - The name of the customer as entered on the Customer Name box. <bill_name> - The name of the customer as entered on the Bill To tab, name box. <ship_name> - The name in the "Ship To Name" box <invoice_number> - The invoice number <bill_street1> - The billing address street 1 portion <bill_street2> - The billing address street 2 portion <bill_city> - The billing address city portion <bill_state> - The billing address state portion

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<bill_zip> - The billing address zip (or postal code) portion <bill_country> - The billing address country portion <ship_name> - The shipping address country portion <ship_street1> - The shipping address street 1 portion <ship_street2> - The shipping address street 2 portion <ship_city> - The shipping address city portion <ship_state> - The shipping address state portion <ship_zip> - The shipping address zip (or postal code) portion <ship_country> - The shipping address country portion <invoice_date> - The invoice date (as selected) <invoice_due_date> - The invoice's due date <invoice_payment_terms> - The invoice's payment terms <invoice_subtotal> - The invoice's subtotal <invoice_total> - The invoice's total <invoice_balance_due> - The invoice's balance due <invoice_shipping> - The invoice's shipping cost <invoice_tax1> - The invoice's tax 1 <invoice_tax2> - The invoice's tax 2 <past_due_notice> - Include in the invoice email body or subject, and if the invoice is past due it will contain the text "PAST DUE". Blank if the invoice is not past due.

If you selected the customer from the drop-down menu on the invoice then these additional variables are available: <contact_name> - The contact name of the associated customer. <cc_name>- The name on the credit card on file of the associated customer. <cc_number>- The The last 4 digits of the credit card on file. <cc_exp_month>- The expiration month of the customer's credit card. <cc_exp_year>- The expiration year of the customer's credit card. <contact_title> - The contact title of the customer. <contact_email> - The contact email of the customer. <contact_ph1> - The contact phone 1 of the customer. <contact_ph2> - The contact phone 2 of the customer. <contact_fax> - The contact fax of the customer. <customer_notes> - Customer notes. <credit> - The amount of credit on a customer's account. <customer_balance> - Total balance of the customer's account. <customer_number> - The customer number of the customer's account. <current_eng_short_month> - Nov, Oct, Dec, etc.. <current_eng_long_month> - November, October, December, etc... <current_num_month> - 01, 02, 03, etc

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<current_eng_short_day> - Mon, Tues, Wed, etc... <current_eng_long_day> - Monday, Tuesday, Wednesday, etc... <current_num_day> - 1,2,3,4,5,6,7... <current_year> - 2009 (which changes automatically of course!)

An additional example of using these variables is in the default email text:

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payment is processed! You will need 1 license for every computer running kBilling. Volume discounts are available! Registration How To To purchase licenses for kBilling using a credit card, check or wire transfer please click here to visit our 100% secure online store. For the fastest processing time please use this option. Already a registered user? Purchase update support! You get 1 year of free updates with your initial purchase and after that you can purchase additional years of support at a fraction of the retail price. Click here to visit the online store and purchase another year of update support for kBilling.

22

What's New? Vers ion 3.9 (Jun e 23 2011 )-:


Added credit card number encrypt ion for PCI Compli ance

Added ACH eCheck

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support for IPPay (more gatewa ys coming soon)

Fixed email issue with Yahoo Premiu m Email service

Fixed email attach ment issue for custom ers with accent ed names

Vers ion 3.8 (Mar ch 30 2011 )-:


Added batch

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envelop e printing to the Custo mers tab

Fixed item order bug on recurrin g invoice s (items could get out of order after a billing cycle)

Chang e the product and custom er export formats to be compat ible with the import format with this change it is now possibl e to export

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custom ers and product s from one compa ny file to another

Added support for the Quantu mGate way credit card proces sor

Chang ed custom er batch payme nts to accept overpayme nts and apply the appropr iate credit

Vers ion 3.7 (Jan uary


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18 2011 ) -:
Update product import with an option to update existing product s with new values if the SKU is already in the databa se

Fixed embed ded image bug when using the "send invoice as email" option

Added Bill Name to Custo mer Ship

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List report

Added Ship Name to search fields on Invoice tab

Added the new SkipJa ck payme nt gatewa y for integrat ion with the Novera/ K Softwar e payme nt platfor m (http:// mercha nt.kbilling. com for details! )

Added custom er payme

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nt option to the custom er window - one payme nt can now pay off multiple invoice s with a single post (Paym ent button on the Custo mer window )

Update d the email library for addition al compat ibility with Gmail and Hotmail SMTP servers

Vers ion 3.6


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(Mar ch 23 2010 ) -:
Added NET-20M payment type - sets the due date to the 20th day of the month following the invoice date.

Added the "Taxable and Non-Taxable" report.

Added stock value totals to the stock report.

Fixed auto-backup to disable when set.

Added <next_year> and <next_month> to the macro list.

Fixed a bug in the customer credit report that was causing only Active customers to show.

Added features to help AntiVirus false-positive reports.

Vers ion 3.5 (Sep tem ber 4th 2009 ) -:


Added option to ask for the admin password when deleting invoices or customers.

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Added option to hide invoice item cost on the invoice item window (settings, Misc tab).

Added a "duplicate invoice" option to the Invoice Controls menu on the invoice window.

Added "Warn if PO numbers aren't unique" option to the MISC tab in settings. The default behavior is to warn if the PO number has already been used for the customer but with that option checked PO numbers are checked for uniqueness across the entire database.

Added "Don't warn if PO numbers aren't unique" option to the MISC tab in Settings to turn off all PO number warnings.

Added "Always show tax 1" option to settings - this defaults to checked. Un-check if you do not want tax to show in the total boxes when it is zero.

Fixed Sync Invoice Item Prices (from the tools menu) to update the currency format too.

New mail server library with better support for requesting read receipts and SSL emailing.

Added customer contact information to the Product Sales by Customer report.

Various invoice template fixes.

Vers ion 3.0 (Jan uary 13th 2009 ) -:


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Added automa tic backup support . See the chapter in the help file for more informa tion.

Added Bin Locatio n to the product s databa se and a new invoice templat e (Profes sional 10) that prints the location in its own column on the invoice.

Items on Paid invoice s can now have their

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SKU, Name, Descri ption and Cost edited.

Added "Email after payme nt" setting to the Invoice s tab, setting s window .

Added #10 envelop e printing . For individu al invoice s select Print Envelo pe from the Control s menu.

For batch envelop e printing


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select the invoice s in the invoice list, choose "Print Envelo pes" from the

Batch Operati ons menu and then the Run Batch button. Envelo pe setting s are at the bottom left of the Invoice s tab in kBilling 's main setting s, the return addres s (if needed ) is on the compa ny tab.

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Chang e custom er and product import to a named column syntax that is much easier to use. See the " Importi ng Custo mers" or " Importi ng Produc ts" chapter for more informa tion.

Added batch late fee feature (Tools menu from the main window ).

Added individu

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al late fee feature to the invoice window (Tools menu).

Added uncate gorized item details to the Catego ry Sales report to show the detail of items that are on invoice s but not saved in the product databa se.

Added sorting to the recurrin g invoice list.

Added "Invoice Profit/


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Loss" report to show cost on individu al invoice s.

Batch operati ons and save director ies now save betwee n sessio ns.

Chang ed custom er statem ent templat e.

Chang e the way custom ers and product s are importe d - see the "Importi ng Custo mers"
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or "Importi ng Produc ts" chapter of the help file for details.

Added Custo mer Credit report shows custom ers stored that have credit availabl e.

Modifie d the "Sync Invoice Item Prices" feature from the Tools menu to prompt for confirm ation for both Pendin g and Recurri ng

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invoice s so users can update prices for invoice s in either status individu ally.

Added "email invoice" to the custom er window 's invoice list rightclick menu.

Added memo item support for all invoice templat es. A checkb ox on the invoice item window makes only the descrip tion and

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price show on the invoice. Memo items can be mixed with standar d items on the same invoice.

Added option to always synchr onize custom er data with invoice s. Update a custom er and all invoice s for that custom er are update d with the new addres s and contact informa tion. kBilling setting

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s window , Misc tab, under Custo mer Default s.

Added accoun t number and routing number trackin g to custom ers.

Added new section for quotes and propos als.

Added default for "don't show due dates on invoice s".

Added "show

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unpaid invoice s on statem ents" option on the Misc tab, kBilling setting s.

Vers ion 2.8.0 (Aug ust 14th 2008 )-:


Added Profes sional Blue invoice templat e.

Added Profes sional Red invoice templat e.

Added Profes

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sional Red Green invoice templat e.

Added Profes sional Teal invoice templat e.

Added Service 2 Red invoice templat e.

Added Service 2 Red Teal invoice templat e.

Update d GMail/ SSL email library to properl y encode PDF attach ments.

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Added Recurri ng Invoice s report to custom er to print details of all recurrin g invoice s.

Added "1STM ONTH" and "NET30M" payme nt terms. "1STM ONTH" sets the due date to the first day of the month followin g the invoice date, NET30M sets the due date to the last day in the

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month of the invoice date.

Various small bug fixes in the templat e generat or.

Vers ion 2.7.0 (Jun e 25th 2008 ) -:


Added shadin g to the new Recurri ng Invoice s by Next Invoice report.

Added new Recurri ng Invoice s by Next

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Invoice report.

Added persist ent column widths to the invoice item quick view grid (colum n widths are now saved).

Added PO number to invoice line on the custom er statem ent.

Added Active/ Inactive checke s to the newslet ter window (custo mer status).

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Update d databa se library to improv e perfor mance.

Added custom er status checke s for the Invoice and Invoice Aging by Custo mer reports (to run those reports for only active or inactive custom ers).

Added "Batch Pay" option to the invoice

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batch operati ons list. Users can now pay off multiple invoice s with a single payme nt.

Added persist ent save to the backup location . The last backup location will now be the default when choosi ng "Backu p Compa ny File" from the File menu.

Added "taxabl e total"

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tax method (Setting s, Tax tab). This is the default behavio r but if unchec ked kBilling will calculat e taxes per line item.

Added 2 new invoice templat es Profes sional 8 & 9.

Vers ion 2.6.0 (May 16th 2008 ) -:


Reordered payme nts receive
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d report by payme nt date.

Various invoice templat e fixes.

Added an option to not print due dates.

Added product sales report by salesm an.

Custo mer window redesig ned.

Invoice window redesig ned.

Added invoice item orderin g

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options . Rightclick on any item in the item list on the invoice window to reorder. This change require da chance to the invoice templat es if you have a custom invoice templat e please email it to support @ksoft ware. net for a free conver sion.

Added new Service 5 and Service 6 invoice templat

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es.

Added per custom er default s for payme nt type and payme nt term (set or re-set those default options on your whole custom er databa se from Edit -> Setting s -> Invoice Tab (the Set All buttons next to the appropr iate setting) ).

Added "Create new custom er records from


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invoice s" - you can enable (or disable ) the creatio n of custom er accoun t records for invoice s where the custom er was not selecte d from the custom er list. Bottom of the Invoice s tab, setting s window .

Chang ed orderin g on the payme nts receive d/ payme

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nts receive d by categor y report to order and group by SKU and name.

Added "Reset Grid Layout" options to all rightclick menus for the search result grids.

Vers ion 2.5.0 -:


Added <billing _cycle > to recurrin g macros - use it on recurrin g invoice items

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or notes and it will be replace d with the billing cycle name (Monthl y, Yearly, BiWeekly , etc)

Added Synchr onize Custo mer Addres ses to the Tools menu on the main window . Use to update all invoice s to custom er addres ses stored in the custom er databa

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se.

Added options for both statem ent and invoice printers . Check the setting s window , Misc tab to set these. By default both are set to your Windo ws default printer.

Added "invoice Point In Time" report letting you do an invoice report from and to any date (with totals "as of" the

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ending date).

Added new "BillTo Name" to custom ers and invoice s to track differen t custom er names/ billing names. A new macro <bill_na me> was created and can be used in the addres s formats , emails and items descrip tions/ notes for recurrin g invoice s.

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Added "don't print in batche s" option to invoice window , Extra tab. The setting is carried to recurrin g invoice s and causes any invoi ce with this option checke d to not print in recurrin g print cycles or any batch prints.

Made the "specia l notes" box save the last used text.

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Fixed invoice aging by custom er report to properl y total 31-60 past due amount s

Added tax exempt option for custom ers

Fixed "reques t return receipt" email option

Added GMail support and support for other SSL/ TLS servers (chang ed email

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library)

Signific antly change d the newslet ter feature. Users can now load an HTML docum ent in and all images will be attache d and embed ded automa tically.

Added "Updat e all" button to the Misc tab on the setting s window to set/ reset those custom er options (mailin g list, paper invoice,

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email invoice, etc).

Added Bank Deposit to the payme nt type list

Added the custom er number to the list on the invoice s tab

Added a quick view aging report to the custom er quick view

Added batch statem ent operati ons (print, save, email, etc)

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Redesi gned custom er statem ent and implem ented it using the invoice design er

Moved "detaile d statem ent" option to Misc tab on setting s window - check to show the items on invoice s on the statem ent.

Added custom er name to invoice file names

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when using "Save as"

Added default for invoice and custom er country (setting s window , Misc tab)

Added an option to disable loading the product lists into all dropdowns (useful for those that have large invento ry lists)

Added automa tic check to make


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sure kBilling is only running 1 instanc e

Added aging informa tion to the custom er quick view

Added recurrin g cycle to the status column in the invoice list on the custom er window (users may want to resize that column )

Added recurrin g cycle to the status column


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in the main invoice list (users may want to resize that column )

Added check number to the payme nt list on the custom er window

Added date macros to the invoice and custom er number prefixe s: % yyyy: Will be replace d by the year value, 4 digits. %yy: Will be replace
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d by the year value, 2 digits. % mm: Will be replace d by the month value, 2 digits. %dd: Will be replace d by the day value, 2 digits. %hh: Will be replace d by the hour value, 2 digits. %ii: Will be replace d by the minute value, 2 digits. %ss: Will be replace d by the second value, 2 digits.

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For exampl e if your custom er prefix is C% yyyyyour next custom er number would look like C20081000 (if 1000 was the next sequen tial number ). You can combin macros too, C %yyyy %mmfor <year> <month > for exampl e - all the way down to the second .

Added

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custom izable texts for virtually all parts of the invoice (see Edit>Settin gs>Invoic e tab)

Chang ed the name of the invoice PDF file to reflect the custom er's name as well as invoice number

On recurrin g invoice s there are a number of variable s that can be used to represe nt

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relative dates:

<curre nt_eng _short_ month> Nov, Oct, Dec, etc.. <curre nt_eng _long_ month> Nove mber, Octobe r, Decem ber, etc.. <curre nt_num _month > 01, 02, 03, etc.. <curre nt_eng _short_ day> Mon, Tues, Wed, etc.. <curre nt_eng _long_ day> Mon day,

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Tuesda y, Wedne sday, etc.. <curre nt_num _day> 1,2,3 ,4,5,6,7 <curre nt_year > 2008 , etc..

All of these variable s are availabl e with the next and invoice _date prefixe s as well: <next_ eng_sh ort_mo nth> Shows the "next" month after the current one, in

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the format describ ed above. <next_ eng_lo ng_mo nth> <next_ num_m onth> <next_ eng_sh ort_day > <next_ eng_lo ng_day > <next_ num_d ay> <next_ year>

<next_i nvoice_ eng_sh ort_mo nth> Shows the "next" month after

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the month part of the Next Invoice date, in the format describ ed above. <next_i nvoice_ eng_lo ng_mo nth> <next_i nvoice_ num_m onth> <next_i nvoice_ eng_sh ort_day > <next_i nvoice_ eng_lo ng_day > <next_i nvoice_ num_d ay> <next_i nvoice_ year>

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<invoic e_date _eng_s hort_m onth> Shows the "next" month after the month part of the Next Invoice date, in the format describ ed above. <invoic e_date _eng_l ong_m onth> <invoic e_date _num_ month> <invoic e_date _eng_s hort_da y> <invoic e_date _eng_l ong_da

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y> <invoic e_date _num_ day> <invoic e_date _year>

You can use these variable s to do an item like:

For service from <invoic e_date > to <next_i nvoice_ dat>

When the billing cycle is run the pendin g invoice item names and/or descrip tions

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will replace the above variable s with their corresp onding values.

For exampl e, this item descrip tion on the recurrin g invoice:

Service for <curre nt_eng _long_ month> , <curre nt_year >

Would read:

Service for May, 2008

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When a recurrin g invoice runs in May of 2008.

Another exampl e:

Service from <invoic e_date _eng_l ong_m onth>, <invoic e_date _year> to <next_i nvoice_ eng_lo ng_mo nth>, <next_i nvoice_ year>

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