Serial invoices are created here. You should have prepared the accounts of the persons accordingly beforehand, e.g. with the automatic contribution allocation.

Please go to Sales/Print…/Invoices.

Proceed as follows:

1. Check invoice number (only at the beginning of the year)
2. Group of persons
3. Print sequence
4. Note due date range
5. Basic settings (mostly suitable)
6. Check layout
7. Print advance document
8. Print normal receipt

At the beginning of each year, please enter the invoice number accordingly. Double assignment of the invoice number must be avoided at all costs.

TIP So that you can start each year with the invoice number „1“, the PC CADDIE team recommends the following invoice number: YEAR00001. So if you had the year 2020, you would start with the invoice number 202000001.

For a catering establishment, it makes sense to set the number like this: JAHR000001. In the catering industry, a document number is assigned for each transaction. The number range should be set up accordingly.

PC CADDIE then numbers through automatically.

Here you can select the group of people here. You can find out how to create a filter here: Person group. If you simply want to invoice everything that is prepared in the accounts, select the „All persons“ filter.

It is advisable to restrict as much as necessary and as little as possible.

The order of printing is usually „alphabetical“, but it could also be sorted by „postcode“ or similar.

With alphabetical order you have family members with separate invoices directly behind each other, which is an advantage when enveloping.

The due date range refers to the item date in the contribution accounts. If you have assigned monthly contributions and want to send the invoice every month, use the „last“ date of the month for the invoice printout, e.g. 31.01.10. Think carefully about which due date fits best here.

TIP The basic settings are usually stored appropriately.

„Balance only“ from 5,- to 999999,- means that only amounts from 5 Euro upwards will be charged.

Some people want to differentiate between people with direct debit authorisation and people without direct debit authorisation when printing invoices, e.g. if only invoices without direct debit authorisation are sent by post.

Here is still the tick for Combine families is important. PC CADDIE suggests this by default. However, if you want invoices to be printed per person in your club, please contact us and we can set up a different default setting.

A suitable layout is usually already stored here.

If you would like to change the layout, you can use the following tools:

1. Add the desired fields (date, bank, sort code…).
2. The commands commands are very important for invoices (address with date, bank statement…).
3. Also the font can also be changed (bold, italic…).
4. Saving is very important here, but please remember this if you have changed something in the actual format and are not sure whether it is correct, save it save it under a new name.

If you have had a customised format created by PC CADDIE, you should make sure that you do not delete any commands in this layout.

TIP We will be happy to create your customised stationery for you (for a fee), which you can print out directly with the invoice. Simply send us an e-mail to support@pccaddie.com .

Commands are defined words that trigger an action when the letter is printed. For example, the programme prints a letterhead above the letter and its subsequent pages as soon as the command <BRIEFKOPFMITFUSSZEILEN> appears in the letter. A command must always stand alone in a line. All letters must be capitalised. The command is then executed during printing, the remaining line is ignored (there is also no blank line).

tablelayout

Functions and commands must be written exactly as specified. Only capital letters are permitted for the command and field words.

Press the button Fields button. You can now easily select a command or field from the list that opens:

PC CADDIE inserts the selected field at the cursor position.

Tabs enable PC CADDIE to print a text in the more attractive proportional font and still ensure that text components that should appear flush with each other are actually printed one below the other. In the editor, texts are always entered in a non-proportional font in which each character is the same width. This makes it easy to arrange text passages one below the other using spaces, for example:

However, if you print this text in proportional font (where, for example, an i is narrower than a W), it will look like this:

Tabs must therefore be placed in the positions that should also appear below each other in the printout. To do this, use the button button above the input window. You can also use the key combination Alt + T key combination. The tab key on the keyboard does not work, however, as it is required to switch between the input fields. The example text should now look like this in the editor window:

Printed, it will look like this:

Tabs are particularly important for the design of tender texts.

Please note that PC CADDIE only uses the more attractive proportional font in a letter if a tabulator appears once in the text. You should therefore place a single tab in a free space in each letter, even if you do not need it for indentation, in order to activate the proportional font.

The variety of fonts in PC CADDIE is of course not as large and flexible as in Word, for example. Nevertheless, there are a few options: Click on font to select a font command. For example, if you enter „this is ~F~U TEXT ~f~u“, „TEXT“ will be bold and underlined. „TEXT“ is printed in bold and underlined will be printed. You can select the start of a specific formatting with ~CAPITAL LETTER (for example F = bold, U = underline, B = wide etc), the end of a certain formatting with ~lowercase (again f = bold off, u = underlined off, b = wide off etc.).

It should also be noted that you can define a specific text for duplicate printing at this point. If you want the word „Duplicate“ to appear after the invoice number in a duplicate printout, you can do this by inserting the ~D font command before the word and ending the command after the desired word with ~d.

The „advance voucher“ is very practical if you want to check the invoice text and the persons concerned again before the actual printing.

Instead of an invoice number, you will only see ——- on the „Advance voucher“. This is a safeguard for you to ensure that you do not inadvertently send advance vouchers. The invoice number is only generated with „normal receipt“.

Check whether the invoice address fits into the window of the envelope by printing a page.

The „Normal document (invoice or credit note)“ then generates the invoices with consecutive invoice numbers. The invoice numbers are already generated when printing on screen.

Duplicate printing„ for serial invoices prints the duplicates of invoices that have already been created. The ORIGINAL INVOICES are printed.
Select „Duplicate print“, then go to Print, so that the following window opens:

If you require a different invoice layout for the entire invoice run, it is better to reset the invoice numbers invoice numbers should be cancelled and the entire invoice printout restarted with the appropriate layout.
Only individual invoices can be changed with regard to the invoice layout. Read ⇒ here

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

The „Summary document“ shows the summary of several invoices per person. This allows you to print everything that is in a person's account. A suitable layout is important for this, which is stored in the summary document.

A posting filter if you only want to create an invoice for certain items. Click on the button Buchungsfilter:

The following window opens. About Select article you can directly access the item list in the current account area.

Now tick the desired items and confirm twice with OK. If the booking filter is active, you will see a tick in the button.

The consumption fee is often calculated separately because a different layout is important. This item can also be transferred to the account area GASTRO account area, e.g. to all persons who have paid the flat rate.
It would also be possible to create a separate account area for the catering flat rate for a clean separation of the postings, e.g. if the catering flat rate can be collected with a SEPA mandate and is to be credited directly to the catering account.

You can make a note of the invoicing by entering the following before printing the Normal receipt clicking on the button Note button before printing the normal receipt.

Only make a note in the normal voucher, not in the advance voucher, or make a note after printing the invoice:

The following window opens:

In the example you see a note that goes to „All operators“. When the payment has been received, the status is set to „Completed“ and the member can receive the badge.

TIP If you would like the invoices to be stored as a PDF in CRM\DMS, please contact PC CADDIE Support. Read more detailed information about the PC CADDIE module here CRM\DMS .

Many companies require more information on the invoice than a private individual. With the following commands in the invoice layout, additional fields from the person mask can be printed & displayed.

1. customer no.: <KUNDENNR > or <CUST_NO>

2. payment term: <ZAHLUNGSB > or <PAYCOND>

3. remark line 1: <COMPINFO1>

4. remark line 2: <COMPINFO2>

On the invoice or letter, it will look like this:

With the command <GIROCODE> command, Pc Caddie generates the QR code. The bank details stored in Pc Caddie are saved.

~FRechnung <RG_NR>  


<Anredebrief>


Anbei sende ich euch die Abrechnung über das Konsumationskonto.

<KONTO NETTO MWST BRUTTO OPDETAILS ZWEIT>


~FBistro~f

<EXE:(umbr_seite:=0)>

//---------------------------------------------------------

<EXE:fambru := xVAL("<SALDO>")>
<WENN fambru > 0>
<SETUP_NEWPAGE>
<UMBRUCH:99>
<BLAUER_EZS:50,-2.5mm,193.6mm>
//<LOGO1:0,0,0,0,briefbogen_230224.pge> // Logo auf erster Seite
<ADRESSE>