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Invoices

:!: You can use this option to print serial invoices. You should have previously prepared the persons' accounts, for example using the Automatic transfer of fees.

You can access this feature under Accounts/Print…/Invoices.

Proceed as follows:

  1. Check the invoice number (only at the beginning of the year)
  2. Persons group
  3. Printing order
  4. Deadline range
  5. Basic settings (choose the most suitable one)
  6. Check the layout
  7. Proforma invoicing
  8. Normal receipt

Generating serial invoices

Invoice number

:!: Please set the Invoice number at the beginning of each year. You MUST avoid using the same number twice.

HINT: We recommend the format YEAR00001, which allows you to start every year with the invoice number 1. For example, the first invoice for 2020 will have the Invoice number 202000001.

:!: The format YEAR00001 is particularly recommended for the gastronomy department. A different number will be assigned for each invoice, so the range should be generous enough to accommodate for the entire year.

PC CADDIE then automatically allocates the numbers.

Persons group

You can select here the Persons group. read more about how to create a filter under Persons group. Select “All persons” if you want to include in the invoice everything that is ready in the accounts.

:!: It is recommended here to impose only the absolutely necessary restrictions (as much as necessary, but as little as possible).

Order

The order of printing is usually “alphabetical”, but you can also sort by “postal code” or other criteria.

;-) In alphabetical Order you have family members with separate accounts directly after each other, which is useful when sending invoices by post.

Due-date

:!: The Due-date range refers to the product date in the contribution accounts. If you have assigned monthly payments and you want to send the bill every month, set the deadline of each invoice printing at the “last day” of the month, for example, 31.01.10. Just input the date that makes most sense for you.

Basic settings

HINT: The default settings are usually preset.

Amount only

“Amount only” from 5,- to999999,- means that only amounts from 5 euro upwards are billed.

Only WITH direct-debit C

Use if yuo want to make the distinction between persons with debit and persons without direct debit.

Families together

Checking the Families together is important. PCC checks it by default. Please contact us if the calculations should normally be printed per person, we will make a different default setting for you.

Editing the layout

The most suitable layout is usually already stored.

The following fields are available for changing the layout:

  1. Select the desired Fields (Date, Bank, BIC…).
  2. The Commands are very important for invoicing (Address with date, Bank statement…).
  3. The Fonts can also be canged (Bold, Italic…).
  4. Save format is very important; if you have made some changes to a format, but you are not sure if you have the desired result, it is better to save it under a different name.

:!: You should be careful not to delete commands in a custom-made layout.

HINT: We are glad to provide you with an individualized layout (for a fee), that you can directly use for invoice printing. Just send us an e-mail to support@pccaddie.com.

Commands

The commands are pre-defined words which trigger an action when printing the letter. For example, the command <LETTER WITH HEADER AND FOOTER> causes the program to automatically print headers and footers on every page of the letter. A command must always stand alone in a line, and must be written uppercase. Anything else on the same line will be ignored when printing (no additional blank lines are printed).

COMMAND IN GERMAN COMMAND IN ENGLISH EXPLANATION
<BRIEFKOPFMITFUSSZEILEN><LETTER WITH HEADER AND WITHOUT FOOTER> This command ensures that the club name and address are printed as header. This information is automatically compiled by PC CADDIE from the the settings from Setup/Program Options/Club Address, Banking details. Each page will also gave a footer containing the banking details.
<BRIEFKOPFOHNEFUSSZEILEN><LETTER WITH HEADER AND WITHOUT FOOTER> Same as above, only that no footers are printed.
<FUSSZEILEN><FOOTER> Use this command to ensure that only the footer is printed (this is useful for example if you are using paper that already has a header).
<SEITENZÄHLER><PAGE NUMBERING> This command activates the page counter. The current page number will be printed above the footer.
<ABSENDER><SENDER> This command provides prints the sender information above the address (for window envelopes). Normally, the sender text is automatically assembled from the data club. It can also be entered individually by selecting the next command from the list:
<ABSENDER:><SENDER:>Please complete the command now with your details. For example: <SENDER: Golfclub Schwarze Heide e.V. - Bottrop>
<ADRESSE><ADDRESS> This command displays the address. It automatically ensures that the address is printed on the correct position for window envelopes. This only works if the printer parameters are correctly set.
<ADRESSE_MIT_DATUM><ADDRESS WITH DATE> The date of printing the invoice will be printed on the right of the address.
<TYP><TYPE> PC CADDIE prints the type, such as “invoice”. If you use this command, PC CADDIE automatically detects whether you print a bill, a duplicate or a summary. PC CADDIE then writes the correct command in the layout.
<ANREDE> <SALUTATION> The correct salutation will be added on the position of the <SALUTATION> command. For example, “Dear Club members” or “Dear Mr. Soandso …”.
<ANREDE_HERR_FRAU><SALUTATION MR. MRS.> Same as above, only that members with be addressed with “Dear Mr.” and not with “Dear Club Member”.
<KONTOAUSZUG><BANK STATEMENT> This command creates a bank statement for the person and possibly for their entire family, which can be included in the letter. This statement should be an indispensable part of an invoice; it lists the individual contributions for each family member.
<KONTO TEXT DATUM ZEIT MWST NETTO BRUTTO ZWEIT><ACCOUNT TEXT DATE TIME TAX NET GROSS SECOND> With this command you can specify exactly what you want to appear in the account. All input options are listed above - simply delete the ones you do not want.
“TEXT”“TEXT” ensures the printing of the extended posting text. The normal text is always displayed, even if “TEXT” was not specified. Therefore, “TEXT” cannot be meaningful combined with “DATE” and “TIME”. “SECOND” means that the messages are still included in the account statements which are already marked with “R” or other processing labeling (for secondary invoices or account statements in reminders). This input does not affect the appearance of the bank statements.
<RECHNUNGEINZELN><SINGLE INVOICE> Creates an itemized list of all items purchased.
<RECHNUNG><INVOICE> Only the invoice numbers with date and the total amount will be listed. The two commands <SINGLE INVOICE> and <INVOICE> offer additional opportunities. These two options are especially important to print invoices which were posted in Pro shop or Gastronomy accounts but not immediately paid.
<BANKVERBINDUNG><BANK DETAILS> With this command the complete bank details of the addressees is inserted for control (centered).
<BANKVERBINDUNG_LEFT> <BANK DETAILS_LEFT> With this command the complete bank details of the addressees is inserted on the left side
<BANK_XXX><BANK_XXX>This command will make the IBAN number unrecognizable
<BANK_HIDDEN_LEFT><BANK_HIDDEN_LEFT> This command displays the hidden IBAN - only the first and last 4 characters are recognizable
<WENN>, <WENN_EINZUGSERMÄCHTIGT>, <WENN_NICHT_EINZUGSERMÄCHTIGT>, <ENDE_WENN><IF>, <IF AUTHORIZED INSERTION>, <IF NOT AUTHORIZED INSERTION>, <END IF> These command allows adjusting the letter to different groups of persons. The area between <IF> and <END IF> is only printed if the person meats the corresponding if clause.
<UMBRUCH:><BREAK:> This command forces a page break when the X-last line of the sheet was reached; otherwise the command is ignored.
<UMBRUCH:6> <BREAK:6> It means that a page break is made when the 6th line from the bottom of the page is reached. This command can thus ensure that a page break is performed in front of some lines that should be printed together.
<RECHNUNGEN><INVOICES> Listing of outstanding invoices with invoice date, amount and dunning level.
<FIBU> <FA> FA account number will be printed on the invoice. This command can be integrated into the <ACCOUNT TEXT DATE GROSS> command, for example <ACCOUNT TEXT FA DATE GROSS>
<NOPOS> <NOPOS> Prevents the numbering of the contributions if you un-check “Families together”.

Fields

:!: Functions and commands must be written exactly as described here. Use only uppercase letters for the commands and fields.

Click on the Fields button. You can now easily select a command or a field:

The selected field is inserted at the cursor's position.

Tab

;-) The tabulators ensure that PC CADDIE appropriately aligns the printed text, separating the entries that need to be separated and printing together the text that belongs together. The text entered in the editor is monospaced, meaning that each character has the same width. Using the tabs allows for a better, visible pleasing alignment:

If you want to use a proportional font (where for example i is smaller than a W), the text looks like this:

Therefore you should carefully place the tabs on the correct spots. Use the button from above the input window for placing a tab. You can also use the key combination Alt + T. The Tab key on the keyboard does not work because you need it to switch between the input fields. The sample text should look like this in the editor window:

And the final print-out:

Tabs are particularly important for the design of tendering documents.

:!: Note that PC CADDIE only uses the nicer proportional font if at least one tab is inserted into the text. So even if you do not necessarily need a tabulator you should use one instead of a simple space in order to activate the proportional font.

Fonts

PC CADDIE does not offer the same fonts diversity as the Word, but you still have some usefull options: print Fonts to select a font command. If you input for example „this is ~B~U TEXT ~b~u“ the result will be bold and underlined “TEXT“ . Mark the beginning of a formatted section with ~CAPITAL LETTERS (for example B = bold, U = Underlined, W = Wide etc), and the end with ~small letters (the same: b = bold, u = underlined, w = wide etc.).

Note also that one can define a specific text for duplicate printing. Insert the command ~D in front of the text you want to double print and ~d after it if you want that the word “Duplicate” appears after the invoice number.

Proforma invoicing

The “Proforma invoicing” is very useful if you want to double-check the statement text and the persons concerned before the actual printing.

:!: On a proforma invoice you will see ——- instead of the invoice number. This is a security measure for you, ensuring that you do not accidentally send-out proforma invoices. The invoice number will be generated only for “normal invoices”.

:!: You can print this document and check if the address is correctly aligned with the envelope's window.

Normal receipt

The “Normal receipt (invoice or credit)” generates the invoices with consecutive invoice numbers. You can already see the number during the print-preview.

Additional options

The “Print copy” creates a duplicate of the old invoices. The latest used invoice layout is used for the duplicate. Select “Print copy”, press Print and the following window opens:

If you require a different invoice layout for the entire invoice run, it is better to Withdraw the invoice numbers and restart the invoice print with the appropriate layout.
Only individual invoices can be changed in relation to the invoice layout. Find out more here.

Fill-in the fields according to your needs and confirm with OK.

Summary of account

The “Summary of account” shows several bills per person. So you could print anything that has to do with a person's account.

Filter for bookings

You can set a Filter for bookings if you want to write an invoice only for a specific article. Click on the Filter for bookings button:

The following window opens. The Select fees brings you directly to the item list in the current account area.

Check the desired items and confirm twice with OK. If the Filter for bookings is activated you will now see the check-marks inside the buttons.

;-) The consumption flat rate is usually calculated separately because it is important to have a different layout. The product can be later re-booked in the accounts area GASTRO, for example for all those who paid the fee.
It would also be possible to have a separate account area for the consumption allowance, for a clean separation of the bookings, for example if the consumption allowance can be collected with the SEPA mandate and credited directly to the restaurant account.

Notes in CRM\DMS

You can make a note of the invoices by clicking on the Notes button before printing the Normal receipts.

:!: Use this feature only for the normal documents, not the proforma invoices, or make a note after the invoice printing:

The following window opens:

;-) In the example you see a note that should be sent to “All users”. The Status is set to upon receiving the payment and the member can receive the card.

HINT: Please contact the PC CADDIE Support if you want to save the invoices PDF files in CRM\DMS. Find out more about the CRM\DMS PC CADDIE module.

en/umsaetze/drucken/rechnungen.txt · Last modified: 2019/04/10 09:33 by emilia
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