Service Tickets and Invoices

A service ticket records what you sold a customer: the hours of work, the parts, the shipping and the sales tax. A ticket paid on the spot is a receipt. A ticket on account is an invoice: the customer owes it until they pay, and it shows in their balance and statement. Every ticket is posted to your books when you save it.

Menu	Sales > Service tickets, Sales > Invoices
Permission	View credit sales, customer balances and other income (to see them); Enter credit sales, customer payments and other income (to enter them)
Feature	Service tickets & invoices

Can't find it?

What you see depends on your role. If the menu, a button or a setting on this page is missing, ask your administrator to give you the permission listed above or to turn on the feature. Only administrators can turn features on and change site settings.

Enter a ticket

1. Open Sales > Service tickets and select New ticket, or New invoice to start with On account.

2. Choose the Customer. An invoice needs one; a receipt can be for a walk-in customer.

3. Check the Date and choose how the customer Paid with. On account makes the ticket an invoice.

4. For an invoice, enter the Due date, or leave it empty: it is then the date plus the customer's payment terms (set on the customer).

5. Optionally enter a Description, such as Repair of the compressor. It is printed on the document.

6. Enter one line per thing sold:

   • the Category, which decides the income account and the sales tax rate (see Sales categories);
   • the Item, as the customer should read it, such as Technician hours;
   • the Qty (1 when empty) and the Price;
   • the Shipping, if any;
   • the Tax: leave it empty to use the category's rate on quantity × price, or enter the amount.

   Each line totals quantity × price + shipping + tax. A negative price is a discount.

7. Select Save and post.

The ticket gets the next receipt number (R-1001, R-1002, ...) or invoice number (INV-1001, ...) and opens as a document, ready to print or send.

Print or send a receipt or invoice

The document shows your business name and address (from the business profile), the number and dates, Bill to with the customer's name, address and e-mail, the lines and the total. An invoice asks to be paid by its due date; a receipt says how it was paid.

• Select Print to print it or save it as a PDF from the browser's print dialog.
• Enter the customer's e-mail (filled in from the customer) and optionally a copy address, and select Send to customer. Sending needs e-mail set up by your administrator; without it the send form is not shown.

To open a document later, select View receipt or View invoice in the list.

Find tickets

The list shows the current month. Choose the Dates, a Customer, and Show All tickets, Invoices or Receipts, then select Show. Sales > Invoices opens the list with invoices only.

Get paid for an invoice

Record the money with Receive a payment on the customer's statement or under Credit sales and payments. Invoices count in Customer balances like credit sales, so a payment can be up to what the customer owes in all.

Change or delete a ticket

Select Edit, change it and select Save and post: the entry is reversed and posted again. Changing On account to a paid method (or back) gives the ticket a number of its new kind. Delete reverses the entry and removes the ticket.

Two changes are refused, with the reason:

• a ticket dated in a closed period;
• lowering or deleting an invoice when the customer has already paid more than their other invoices would leave owed. Change the payment first.

Attach the signed work order or photos under the saved ticket: see Attachments.

See also Customers.