Invoice Reference

This reference topic gives a detailed look at each field and tab you’ll see on a Spectra/Stratus invoice. Note: For more information about the tools on the ribbon, refer to the Invoice Ribbon topic.

For detailed instructions about how to create and manage your invoices, take a look at the Invoice How To’s section. Topics include:

• Creating a Session Invoice
• Discounting an Invoice
• Gift Certificates
• Printing or Emailing an Invoice
• and more!

Invoice Details #

Detailed information about the invoice can be found on the tabs across the bottom half of the invoice. Each tab holds
corresponding information about the invoice.

General Tab #

This is where client-specific information is located, along with general information and notes about the invoice.

Field	Description
Session Client	This is the client in whose name the session was booked. This field cannot be modified without changing the session.
Bill-To-Client	This is the name of the person being billed for the session. The default bill-to client is the session client. However, if you wish to change the bill-to client, click the client icon for additional bill-to options.
Invoice Number	The invoice number is a unique number assigned by the software when the invoice is saved and cannot be modified.
Web Order No.	If the order was downloaded from InSpiredByYou, the invoice will also be given a web order number which matches the client’s online order confirmation number. See also: Using InSpiredByYou
Invoice Date	The invoice date is the date the invoice was created. The software enters this date automatically.
Invoice Type	The invoice type is a description of what the invoice is for. The invoice types are: Session Fees, Initial Order, Re–order, Estimate, Generic, or Credit Memo. See also: Invoicing Overview
Invoice Description	Include a short description of what the invoice is for.
Invoice Classification	Invoice types are defined by the software with specific functionality and cannot be changed. If you want to have your own classifications, you can choose them here. Create your own classifications in Maintenance > Invoice > Invoice Classifications. See also: Invoice Classifications
Invoice Status	If you want to track your invoices based on additional criteria, create invoice statuses in Maintenance > Invoice > Invoice Statuses. You can then select the status for this invoice from the drop-down list. You can sort the Invoices hub based on these statuses, or use a filter based on invoice statuses to create reports. See also: Invoice Statuses
Status Due Date	This date is based on the duration set up in your invoice statuses.
Session Date	The session date is the date of the actual photography session. The date is automatically supplied by the software if you’re creating the invoice from a session and cannot be modified by the user. If you’re creating a client-based invoice (an invoice that is not linked to a session), this field is blank.
Session No.	If this is a session-based invoice, the session number will be listed here.
Sales Rep	The sales rep is the individual that created the invoice. You can choose the sales rep from the drop-down list.
Payment Due Date	The due date is the date that the invoice is due. You may click on the arrow to select the due date from the calendar, or simply type it in. When typing in the due date, you do not need to enter slashes. For example, 010120 would appear as 01/01/2020.
Approximate Delivery Date	(Optional) Use the down arrow to select the delivery date from the calendar or enter it manually. The date can be automatically generated by entering a standard turnaround time on the Invoicing page of your Company (Studio) Preferences. Note: This field is required if you plan to track your production workflow based on the delivery date. For more information about this option, refer to Automating Production Orders.
Delivered Date	(Optional) You may use the calendar or type the date in manually. If desired, you may set your invoice posting preferences to post only those invoices that have this date filled in, meaning that the order has been delivered.
Custom Fields	You have one short text field and one date field that can be used as you wish. More custom fields are located on the Custom tab.
Shipping Address	Click the drop-down to choose the session client, the bill-to client, or the studio as the location to ship to.
Notes	The notes section is a memo field that you can use to enter any information you wish regarding the invoice. Check the Print box if you want this field to appear on the printed invoice.

Order Detail Tab #

The Order Detail tab displays the client’s order, including each item ordered, discounts, sales tax, payments,
and refunds. If you’re creating an invoice manually from a session (without using a wizard or sales presentation), this is where you’ll build the client’s order. See Creating a Session Invoice for more information.

The Order Detail tab is broken down into the following sections:

1. Item Selection – This is a list of all the price list items available for this invoice. If the invoice is not linked to a session, then the items shown are based on the default client price list chosen in your Company (Studio) Preferences. See also: Company (Studio) Preferences – Invoicing and Setting up a Price List
   

2. Invoice Details – This section contains the client’s order. It lists each item on the invoice, including a description of the item, image number of the selected pose, quantity ordered, unit price, and extended price.

   NOTE: If you’re using the digital features in the software, make sure a pose is selected for each item on the invoice! You can then print an image detail sheet for the client that includes a thumbnail image for each item they’ve purchased. See also: Printing an Image Detail Sheet

3. Payment Information and Item Details –

   • The Payment & Refunds tab in this section gives you a quick glance at the payment history of this particular invoice. The list will include the date the payment or refund was made, the method of payment, and the amount paid. It will also list any future payments that have been planned, but not processed. Double-click on any payment or refund in this area to open the payment. See also: Payment How To’s 

   • Use the Item Detail tab in this section to add option, enhancement, vendor, and color choices for a specific item. You can also enter notes about a specific item. More choices are available by opening the Item Detail window, including line item discount options. Just right-click an item on the invoice and choose View Item Detail. See also: Features of the Invoice Item Detail Screen and Discounting an Invoice
     

   • The Loyalty Rewards tab (available in ) shows any redeemable loyalty rewards that can be used on this invoice. When there is an unpaid total on the invoice, you can put a check in the Redeem column to apply a reward. If the invoice is less than the reward, the redeemed amount will be shown, along with any remaining balance in the Reward Balance column. See also: Implementing a Loyalty Program

4. Charges and Totals – This is where the invoice summary information is located. The summary fields include the following:

Field	Description
Subtotal	The subtotal shows the total of all the items listed in the Invoice Detail section.
Discount % and Discount Amount	To discount the entire order, enter a percentage in the smaller box and let the software calculate the discount, OR type in a fixed dollar amount in the box on the right. See also: Discounting an Invoice
Loyalty Rewards	(available in  ) This field will only be visible if a reward is redeemed on the invoice. See also:  Implementing a Loyalty Program
Sales Tax Rate	Applies the appropriate sales tax to the invoice based on the sales tax method and tax rates you’ve set up in your Company Preferences. Sales tax is not applied to non-taxable items. Sales tax is applied after any discounts have been subtracted from the subtotal. You can select a sales tax rate from the drop-down list. See also: Sales Tax
Sales Tax Amount	This is the total tax applied to the items of this invoice, automatically calculated by the software. We recommend creating an exempt rate of 0% in the tax table for tax-exempt orders. See also: Sales Tax
Shipping & Handling	Enter the amount (if any) being charged for shipping and handling.
Invoice Total	This is the total amount due for this invoice. It is calculated automatically.
Total Payments	This field displays the amount that has been paid on this invoice. It’s automatically updated as additional payments are made.
Balance Due	This field shows the amount still owed on this invoice.  It’s automatically updated as additional payments are made.
Total Pending Payments	If you have created a payment plan for this invoice or added some future payments, the total will appear here.

Order Detail Editing Options #

Image editing options are included on the invoice. Maximize the window while on the Order Detail tab to edit your images right from the invoice! Note: This feature was added in 2014.

Images Tab #

The Images tab displays the images
related to the session being invoiced.

Custom Tab #

The Custom tab has text, date, and checkbox fields that you can use at your discretion. See also: Custom Labels and Lists

Production Tab #

NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop.

All production orders related to the invoice are located here. See also: Production

Tasks Tab #

The Tasks tab displays all the
tasks for this invoice.

Other Tab #

The Other tab is used to indicated the invoice is a prepaid order that should be uploaded to InSpiredByYou for image selection. UPS shipping can also be initiated and tracked from this tab. See also: Using InSpiredByYou and UPS Integration

Notes Tab #

Property	Description
Invoice Notes	This is a memo field where you can enter any notes regarding the invoice. Click on the green plus (+) icon to add new notes. Click Ctrl+T to stamp the current date, along with the logged in user’s initials, to track when the note was entered and who entered it. You can also click the spell-check button to check your spelling.
Status Notes	The software automatically enters status log notes as a read-only field that displays a history of some of the changes for this invoice.