billing software for windows - kbilling

© 2012 ... K Software

kBilling Help

Billing Software for Windows

An easy-to-use Windows billing andinvoicing application that lets youprint and email invoices, trackpayments, bill subscriptions, andcharge credit cards.

All rights reserved. No parts of this work may be reproduced in any form or by any means - graphic, electronic, ormechanical, including photocopying, recording, taping, or information storage and retrieval systems - without thewritten permission of the publisher.

Products that are referred to in this document may be either trademarks and/or registered trademarks of therespective 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 noresponsibility for errors or omissions, or for damages resulting from the use of information contained in thisdocument or from the use of programs and source code that may accompany it. In no event shall the publisher andthe author be liable for any loss of profit or any other commercial damage caused or alleged to have been causeddirectly or indirectly by this document.

Printed: August 2012

kBilling Help


3Contents

3


Table of Contents

Foreword 0

Part I Introduction 6

Part II Creating a New Company 6

Part III Password Protection 9

Part IV Settings 9

Part V Emailing Invoices 22

Part VI Customizing Invoices 24

Part VII Currency Support 25

Part VIII Price and Tax Rounding 25

Part IX Credit Card Processing 26

Part X Automatic Backup 27

Part XI Invoice Templates 28

................................................................................................................................... 281 Invoice Templates Intro

................................................................................................................................... 362 Packing Slip Template

................................................................................................................................... 383 Professional 1 Template








................................................................................................................................... 5411 Professional Blue Template

................................................................................................................................... 5612 Professional Red Template

................................................................................................................................... 5813 Professional Red/Green Template

................................................................................................................................... 6014 Professional Teal Template

................................................................................................................................... 6215 Service 1 Template



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................................................................................................................................... 7421 Service Red Template

................................................................................................................................... 7622 Service Red/Teal Template

................................................................................................................................... 7823 Tearsheet 1 Template




Part XII Customers 86

................................................................................................................................... 861 Creating a Customer

................................................................................................................................... 882 Editing a Customer

................................................................................................................................... 903 Customer Detail

................................................................................................................................... 974 Printing Customer Statements

Part XIII Products 99

................................................................................................................................... 991 Creating a Product

................................................................................................................................... 1012 Editing a Product

................................................................................................................................... 1023 Product Detail

Part XIV Invoices 105

................................................................................................................................... 1051 Creating an Invoice

................................................................................................................................... 1082 Editing an Invoice

................................................................................................................................... 1093 Invoice Detail

................................................................................................................................... 1194 Recurring Invoices

................................................................................................................................... 1265 Batch Late Fees

................................................................................................................................... 1286 Individual Late Fees

................................................................................................................................... 1297 Taking Payments

.......................................................................................................................................................... 129From Invoice Area

.......................................................................................................................................................... 133From Customer Area

................................................................................................................................... 1388 Banner Images / Logos

................................................................................................................................... 1389 Quotes / Proposals

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

Part XV Reports 143

................................................................................................................................... 1431 Recurring Invoices

................................................................................................................................... 1432 Customer Balance

................................................................................................................................... 1433 Payments by Category

................................................................................................................................... 1444 Payments Received

................................................................................................................................... 1445 Product Sales

5Contents

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................................................................................................................................... 1446 Category Sales

Part XVI Exporting Data 144

................................................................................................................................... 1441 Exporting Customers

................................................................................................................................... 1452 Exporting Products

Part XVII Importing Data 146

................................................................................................................................... 1461 Importing Customers

................................................................................................................................... 1472 Importing Products

Part XVIII Address Handling 149

Part XIX Macros (Variables) 149

Part XX Buy Update Support 153

................................................................................................................................... 1531 Discussion & Support Forum

Part XXI Register kBilling Now! 153

Part XXII What's New? 154

Index 0

kBilling Help6


1 Introduction

Welcome to kBilling® help

kBilling® has been written to be as straight-forward and easy to use as possible while stillincluding some very powerful features. Almostevery field in kBilling® contains "hover help",that is, if you hover your mouse pointer over aspecific field you will get a short pop-up aboutthat field and what it does or requires.

If you can not find the answers to yourquestions or would just like someone toexplain something to you, please see thesupport information below.

Tutorial movies that provide a real time walk-through of creating customers, products,invoices and recurring invoices can be foundin the movie section of the kBilling®homepage: http://www.k-billing.com/movies/

Online support is available 24/7 via thediscussion forum: http://forum.k-billing.comand via email: [email protected] -someone will reply to your post within 24hours (most of the time within 1 hour!).

Phone support is also available 9am to 5pmEST. See http://www.k-billing.com/contact.html for telephone numbers and othercontact information

You can also download a Printable PDF ofthis manual.

2 Creating a New Company

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

http://www.k-billing.com/movies/

http://forum.k-billing.com

mailto:[email protected]

http://www.k-billing.com/contact.html

http://www.k-billing.com/contact.html

http://www.k-billing.com/standard/help/kbilling_help.pdf

Creating a New Company 7


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

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The only required information is the company name (the first field).

The text boxes on the bottom are for yourcompany name, address and any otherinformation you want to put on the header ofyour invoices. Most use the left box for companyaddress 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 thelocation of your company file. The companyfile can be anywhere on the local computeror on a network fileserver so that multipleworkstations access the same database.

Move on to the next section entitled "Settings" toget an overview of all the settings you can edit inkBilling®.

Password Protection 9


3 Password Protection

To enable password protection, first follow the steps to create a newcompany 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. PASSWORDSCANNOT BE RECOVERED SO REMEMBERWHAT YOU ENTER!

Passwords are company-file specific. If you have multiple company files you can have aunique password for each.

4 Settings

There is a demo movie walk through for thissection as well. See http://www.k-billing.com/movies/

for details!

Start kBilling® and click Edit, then Settings from the menu on the mainwindow

The settings window should open

http://www.k-billing.com/movies/

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mpany Tab

Password support!

Click "On" and set a password. PASSWORDSCANNOT BE RECOVERED SO REMEMBERWHAT YOU ENTER!

Company BannersThese text areas hold information about yourcompany. The left box is typically used foryour company return address and name andthe right box for items like phone number, e-mail address, etc. However, there are norequirements - use these boxes in any wayyou wish. Just keep in mind that the contentsin these boxes get printed on every invoice.

ISC Tab

Settings 11


Confirm on exit (check)Check this box to display a confirmationmessage when closing kBilling®. Doing thisprevents accidental closing and loss of un-saved information.

Do not check for updates at start (check)By default, kBilling® checks for new versions bycontacting the K Software web server. Nopersonal information of any kind is sent tothe server during this check! Check this boxif you do not want kBilling® to perform thischeck at start.

Generate Invoice/Customer NumbersRandomly (Check boxes)Check one or both of these boxes if randomlygenerated (non-sequential, but unique)customer and/or invoice numbers are right foryour business. If there are no check boxes herethe customer/invoice numbers will be generatedsequentially.

Next Invoice/Customer Number (Text Fields)If invoice and/or customer numbers aregenerated sequentially, these fields allow thestart values to be set. Invoice and customernumbers must always be unique.

Prefix invoice/customer numbers with (TextFields)Invoice and customer numbers may optionallybe prefixed with a letter. Enter any letter or groupof letters here. You can also use date related

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macros: %yyyy: Will be replaced by the year Value, 4digits.%yy: Will be replaced by the year Value, 2digits.%mm: Will be replaced by the month Value, 2digits.%dd: Will be replaced by the day Value, 2digits.%hh: Will be replaced by the hour Value, 2digits.%ii: Will be replaced by the minute Value, 2digits.%ss: Will be replaced by the second Value, 2digits.

For example, use C%yyyy- and if it the year2008, your next customer number might beC2008-1000 - this way you can always trackwhen invoices or customers were added just bylooking at the invoice number. You can includemultiple macros - to include the month: C%yyyy%mm- (the hyphen isn't required, it justseparates the sequential part nicely for quickviewing).

Date Mask (Text Box)For users who do not wish to use the default USdate format of Month-Day-Year may change thedate format here. Use MM to represent month,DD to represent day and YYYY to representyear. Any separator character may be used (- isthe default).

Default Invoice and Customer Country (TextBox)To include a default value in the "country" field ofany address. Blank by default.

Customer Defaults (Series of checkes)These settings are all available per customer.Choose the settings to be used when newcustomers are created. If you want to updateexisting customers with the options you choosethen click the Update All button. Keep in mindthat it will update options on every customer inyour database.

State List Behavior (check & Drop-Down Field)

Settings 13


For users who have a large number of products, it is best to not display the full list indrop-down menus. Checking this option disables the product drop-down menus (thesearch from the invoice item window will still work). If the box is unchecked then you canchoose how to sort your product lists that appear in drop-down boxes.

Default Printers (Drop-Down Fields)You can choose separate printers to be thedefault for invoices and statements.

mail Tab

The email tab holds all the settings required tosend out invoice emails. If the workstationkBilling® is installed on isn't connected to theInternet or the email features of kBilling® won't beused, skip this section.

Server Settings

SMTP Server - Sometimes called the'outgoing mail server', this setting is the

kBilling Help14


same used by any email client (Outlook,Outlook Express, etc). If this value isunknown, please consult your ISP (InternetService Provider).

Port - This value is almost always 25. Onlymodify this value if instructed to do so byyour ISP.

Username/Password - Outgoing mailusername and password. Most users canleave this field blank. If email errors occur,try filling in the username/password fromyour ISP - the username is typically youremail address.

Preset Settings - A list of email providersthat we've included the server settings for.These are correct to the best of ourknowledge - please defer to your ISP andenter your own values if needed.

Use SSL/TLS - Encryption support forsending email - only use this if your serversupports it. GMail requires SSL, your ISPmay as well.

Use CRAM - CRAM/MD5 is a different typeof authentication - use only if your ISP tellsyou that this setting is appropriate.

Send Test Email - Use to test your emailsettings. When you click the button, a testemail will be sent to the address you enter -the test email only contains "This is an emailsetting test from kBilling®".

Default Email Format - This applies to Statementsas well

Send Invoice as EmailThis sends the invoice (or statement) as animage embedded in the email. If thecustomer's email client is set to displayimages, they will see the invoice (orstatement) as soon as they open themessage. Attach PDF Invoice to EmailThis attaches as PDF version of the invoice

Settings 15


(or statement) to an email. PDF is preferredbecause of it's superior printing capabilitybut it does require a PDF reader to beinstalled. Attach Text Invoice to EmailAttaches a plain text invoice (or statement)to the email. Most formatting is lost with thetext version.Attach Image Invoice to EmailAttaches a PNG format image version of theinvoice (or statement) to the email

Default Invoice Email Settings

Email From:The From: address in all invoice emails.This email address must exist! Separatemultiple addresses with a semi colon (;).BCC To:Include any email addresses here to receivea secret "blind carbon copy" of every invoice& statement email sent. This is useful forverifying that invoice emails are sent and forkeeping a record of email correspondence.Separate multiple addresses with a semicolon (;).Email SubjectThe default subject for all invoice email.Email BodyThe default body text for all invoice email. Ifthe default email format "Send Invoice asEmail" is selected, anything put here will beincluded in a text attachment to the invoiceemail.

Default Statement Email Settings

Email From:The From: address in all statement emails.This email address must exist! Separatemultiple addresses with a semi colon (;).Email SubjectThe default subject for all statement email.Email BodyThe default body text for all statement email.If the default email format "Send Invoice asEmail" is selected anything put here will beincluded in a text attachment to the

statement email.CC Info Tab

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If the online payment processing feature of kBilling® is not beingused, skip this section.

kBilling® offers integration with Plug N Pay,Verisign Payflow Pro (Now owned by PayPal!),IPPay, GoToBilling and Authorize.net for acceptingcredit cards. An account with one of those threecompanies is required for this section!

Credit Card Processor (Drop-down list)To take credit card payments (alwaysassumed good) without a payment processingvendor select the default settings "Manual - NoInternet Gateway". However, selecting themanual option will not cause any creditcards 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 thecredit card processing account here.

Authorization Email Several processors (Plug N Pay,Authorize.Net) have an optional email addressfield to receive charge notifications. Enter anemail address here to take advantage of thatfeature.

Settings 17


Ship Tab

The Ship tab allows the adding and editing ofshipping types that appear in a drop-down list onthe invoice. Click New Option to add to the list orselect an existing option to edit or delete it. Thereis no pricing information associated with theshipping option as shipping cost is added perinvoice.

Searching Tab

The Searching tab contains the default searchvalues for the Customers, Products, Invoices andRecurring Invoices tabs. The fields herecorrespond directly to the search fields on themain window.

kBilling Help18


Invoices Tab

Default Invoice Template (Drop-down Box)The invoice template that is set for newinvoices (you can change it per invoice,though). The button below the drop-downlabeled "Set All Templates" updates allinvoices to the selection in the box above.

Default Payment Type (Drop-down Box)The default payment type value for newcustomers and invoices. To update allinvoices and customers already created clickthe Set All button.

Default Payment Terms (Drop-down Box)The default payment terms value for newcustomers and invoices. To update allinvoices and customers already created clickthe Set All button.

Open Currency Configuration (Button)kBilling® uses Windows to determinecurrency formatting but does store theformatted values locally. Click this button toopen the Windows Control Panel to select anew currency. If you change your currencysymbol after you've created invoices, youneed to click the Sync Currency Formattingbutton

Open Default State List (Button)The values in this list appear in all "State"

Settings 19


drop-down menus. By default the State listconsists of all US States and territories andCanadian provinces. The default values canbe changed or replaced all together.

Print after payment (Check)Will enable a print dialog automatically after apayment is successfully posted.

Link Addresses (Check)If checked kBilling® builds the BillTo/ShipToaddresses on qutoes and invoices with theindividual address parts typed in. Uncheck ifyou 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 aninvoice needs to be before marking it "PastDue". The default is zero.

Invoice/Statement Printers (Drop-down Box)The printer(s) attached to your computer touse for invoices, quotes and statements.Quotes use the invoice printer.

Default Invoice Note (Text Area)The note text that will appear in the InvoiceNotes sections for new invoices (note,changing this value does not retroactivelychange all invoice notes already stored - youdo that by clicking the Global Note Updatebutton, but be careful as it will replace anyinvoice notes already on the invoice).

Invoice Display Texts (Multiple Text Boxes)To change the various texts that appear on theprinted 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 justplain "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 secondtax at all. If that is the case, don't check thisoption. If checked, the tax 2 box always shows(even if tax 2 is 0)

Apply Tax 2 to Invoice Total AND TaxSelect this option if you want tax 2 to becalculated on the sum of the invoice total andthe amount calculated from tax 1.

Tax Invoice Total Including ShippingSelect this option if you want to tax shippingcharges.

Set new products taxableDefault tax options for new items added to theProduct/Services list.

Settings 21


Invoice TitleOutside the United States it is sometimesnecessary to put "TAX INVOICE" on invoicedocuments. If you need to display that oninvoices or just want to change the title tosomething else, change this field.

Quote TitleDisplayed at the top right of the printed quote.

Banner ImageAn image in JPEG or BMP format to be usedin the invoice templates that support it. Animage can be anything from a logo to acompany banner. Keep in mind image sizeconcerns. The smaller the better, and mostinvoice templates don't allow for much largerthan a 2 inch image. Some experimentationwill be needed to get a good looking result. Using images on invoices really isn'trecommended. The invoices print and emailmuch faster without embedded images. If youneed help getting an invoice image to work,just email [email protected] and someonewill try to help!

Bill To/Ship To Address FormatSee the section on Macros for a list ofvariables you can use in here. This settingused to transform individual address pieces(like city and state) into an address "blob" that


kBilling Help22


gets printed on the invoice. Some non-USusers might want to eliminate the State fromthe address all together, for example.

Always display Ship To on invoicesCheck to make sure Ship To is always shownon the printed invoice regardless of shippingcost or type being set.

Invoice Footer Shown on some invoice templates in thebottom margin of the last printed invoice page.

Quote Footer Shown on some quote templates in thebottom margin of the last printed quote page.

Open Template DirectoryClick to show the directory that contains theinvoice templates. See the section on customizing invoices for more information.

5 Emailing Invoices

Emailing invoices can be an affordable and fastway to get your invoices to your customers.kBilling® supports emailing invoices internally soyou never have an extra step going throughOutlook or Outlook Express. This means thatkBilling® needs the same settings for sending mailas your e-mail client on your computer does and italso needs permission to directly access thenetwork - be sure to "allow" kBilling® through anyfirewall software you might be running.

The information kBilling® needs is your ISP'sSMTP server. An ISP is an Internet ServiceProvider (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 yourscould be anything. Please consult your ISP for thisinformation or, if your ISP is in the "PresetSettings" list, select it from there.

Some mail servers require a few special settingslike a username and password or encryption (SSL/TLS). If you are not sure what settings your mailserver requires, it won't hurt anything to give it a try

Emailing Invoices 23


- just click on the Send Test Email button to testyour settings.

A note to users of Yahoo, Hotmail and other freeweb-based email services:Gmail is currently the only service that allows"free" users to send and receive email outside ofthe browser. Any server that requires you to sendand receive mail through a web browser won'twork with kBilling®. If in doubt just drop us anemail at [email protected] and ask - we'll behappy to help you sort it out!

The email tab holds all the settings required tosend out invoice emails. If the workstationkBilling® is installed on isn't connected to theInternet or the email features of kBilling® won't beused, skip this section.

Server Settings

SMTP Server - Sometimes called the'outgoing mail server', this settings is thesame used by any email client (Outlook,Outlook Express, etc). If this value isunknown please consult your ISP (InternetService Provider).

Port - This value is almost always 25. Onlymodify this value if instructed to do so byyour ISP.

Username/Password - Outgoing mailusername and password. Most users canleave this field blank. If email errors occur try


kBilling Help24


filling in the username/password from yourISP - the username is typically your emailaddress.

Preset Settings - A list of email providersthat we've included the server settings for. These are correct to the best of ourknowledge - please defer to your ISPand enter your own values if needed.

Use SSL/TLS - Encryption support forsending email - only use this if your serversupports it. GMail requires SSL, your ISPmay as well.

Use CRAM - Another encryption setting.Only use this if your ISP tells you that youneed to. Most can leave it off (the defaultsetting)

Send Test Email - Use to test your emailsettings. When you click the button a test emailwill be sent to the address you enter - the testemail only contains "This is an email setting testfrom kBilling®".

6 Customizing Invoices

For things like changing the column header text, invoice banners, logos, footer textor 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 formatteddocuments (like invoices!).

ReportMan Homepage:

http://reportman.sourceforge.net

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

http://reportman.sourceforge.net

Customizing Invoices 25


All of the invoice templates that kBilling® uses are complex so editing them yourself usingReportMan can be very daunting. Don't panic! Just send your requests to [email protected] and we'll work with you to get the invoice to look the way you need itto. Most simple custom templates can be done for free and complex ones at a veryreasonable rate.

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

7 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 thecurrency symbol you want to use.

After that just open kBilling® and click Tools -> Update Currency Symbol and you'll be readyto go with any currency formatting options you need.

8 Price and Tax Rounding

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

These options are taken into account when the end total of a calculation is outside thenumber 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 isexactly $199.9715 - however, no one could pay that amount.

With the "always round up" option $199.9715 becomes $199.98


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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 ithad been $199.975, it would have rounded up. The "nearest" option uses basic arithmeticrounding 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 waytied to currency.

9 Credit Card Processing

Charging cards through kBilling® requires thatyou already have a merchant account set upand an account through one of three verypopular online payment processors. All of thesepayment processors supply Internet gatewaysfor charging credit cards. This means that youcan take credit cards almost instantly with nophone line!

If you already have a merchant account then youwill 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 supportedthrough IPPay

GoToBilling - Click here for more information

SkipJack - Click here for more information

Through our partnership with Novera, K Software isoffering "flat fee" merchant accounts for major creditcards. We even have a rebate program in place - youget $50 (or a free update) when you sign up withNovera!

http://www.plugnpay.com

http://www.authorize.net

http://www.ippay.com/

http://www.gotobilling.com

http://merchant.k-billing.com

Credit Card Processing 27


10 Automatic Backup

By default kBilling® automatically saves a backup copy of any company file when theprogram is closed (and the database has changed). Additionally, backups are saved at leastonce per day if the software remains open. The default save location for backup copies ofkBilling® company files is in the current user's My Documents folder, in a sub-folder calledkBilling® Company File Backup. You may change the automatic backup location or disableautomatic 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!

11 Invoice Templates

11.1 Invoice Templates Intro

Example InvoiceskBilling® offers invoices in several formats - PDF, PNG, JPEG and BMP. Click below to view thedifferent invoices you can create, print and email using kBilling®! Customized invoice templates areavailable - just email [email protected] 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 inwith the item name/description. Quantity can be number of hours (decimals supported) andprice can be your hourly rate.Tearsheet - most suited to subscription based businesses and includes a portion of theinvoice 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 displayedcomes from your Windows locale settings and is easily changed any time. All available information isfilled in in these examples (PO, Salesman, etc) but is optional - you can fill out as much or as little ofthat information per-invoice. The K Software logo has been put in place to show where your logocan go and registered users can send over their logo to [email protected] to have it sized to fitany template (for free).



Invoice Templates 29


The quote template is used when you select theinvoice 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 whenyou select the invoice controls menu and clickPrint Packing Slip. Packing slips are producedfrom invoices.View "Packing Slip" Example PDF... Or as a PNG image

The Professional Blue invoice template is acontemporary invoice layout with a full pagedesign. The totals are always at the bottom andinvoice detail is displayed in the middle of thepage horizontally. An optional logo may beplaced on the top left side of the page (5.8cmX 2.8cm 100 DPI).

View "Professional Blue" Example Invoice PDF... Or as a PNG image

The Professional Red invoice template is acontemporary text only (no logo) invoice layoutwith a variable length page design. The pagewill be shorter if fewer items are on the invoice.

View "Professional Red" Example Invoice PDF... Or as a PNG image

http://www.k-billing.com/example_invoices/quote_example.pdf

http://www.k-billing.com/example_invoices/quote_example.png

http://www.k-billing.com/example_invoices/packingslip_example.pdf

http://www.k-billing.com/example_invoices/packingslip_example.png

http://www.k-billing.com/example_invoices/professionalblue_example.pdf

http://www.k-billing.com/example_invoices/professionalblue_example.png

http://www.k-billing.com/example_invoices/professionalred_example.pdf

http://www.k-billing.com/example_invoices/professionalred_example.png

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The Professional Red Green invoice template isa contemporary text only (no logo) invoicelayout with a full page design. The totals arealways at the bottom and invoice detail isdisplayed in the middle of the page horizontally.

View "Professional Red Green" ExampleInvoice PDF... Or as a PNG image

The Professional Teal invoice template is acontemporary text only (no logo) invoice layoutwith a full page design. The totals are always atthe bottom and invoice detail is displayed in themiddle of the page horizontally.

View "Professional Teal" Example Invoice PDF... Or as a PNG image

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

View "Professional 1" Example Invoice PDF... Or as a PNG image

The Professional 2 invoice template is thedefault template for new users of kBilling® andis a text-only (no logo displayed), full pagedesign. Invoice details are displayed on the topright, totals always at the bottom.View "Professional 2" Example Invoice PDF... Or as a PNG image

http://www.k-billing.com/example_invoices/professionalredgreen_example.pdf

http://www.k-billing.com/example_invoices/professionalredgreen_example.pdf

http://www.k-billing.com/example_invoices/professionalredgreen_example.png

http://www.k-billing.com/example_invoices/professionalteal_example.pdf

http://www.k-billing.com/example_invoices/professionalteal_example.png

http://www.k-billing.com/example_invoices/professional1_example.pdf

http://www.k-billing.com/example_invoices/professional1_example.png





The Professional 3 invoice template is designedso that the totals area will directly follow the lineitems. The page will be shorter if fewer itemsare on the invoice. Invoice details (paymentterms, dates, acct numbers, etc) appear in themiddle of the page. Also an optional logo maybe included on the right side of the page (5.8cmX 2.8cm 100 DPI).View "Professional 3" Example Invoice PDF... Or as a PNG image

The Professional 4 invoice template is a fullpage design. The totals are always at thebottom and invoice detail is displayed on theupper right of the page vertically. An optionallogo can be placed as a banner at the top left ofthe 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 fullpage design in alternate font. The totals arealways at the bottom and invoice detail isdisplayed in the middle of the page horizontally.An optional logo can be placed at the top rightof 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 fullpage text-only design in alternate font. Thistemplate does not display the SKU column.The totals are always at the bottom and invoicedetail is displayed in the top right corner of thepage vertically.View "Professional 6" Example Invoice PDF... Or as a PNG image









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The Professional 7 invoice template is a fullpage text-only design in alternate font withshading accents. The totals are always at thebottom and invoice detail is displayed in the topright corner of the page vertically.View "Professional 7" Example Invoice PDF... Or as a PNG image

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

The Service 1 invoice template is a full pagedesign with an optional logo in the upper rightcorner (Up to 6cm X 3.8cm 100 DPI). Thistemplate does not print tax on the invoice. Thetotals are always at the bottom and invoicedetail is displayed in the middle of the pagehorizontally.View "Service 1" Example Invoice PDF... Or as a PNG image

The Service 2 invoice template is a full pagedesign with an optional logo in the upper rightcorner (Up to 6cm X 3.8cm 100 DPI) - asmall deviation from the service 1 templatedesign. This template does not print tax on theinvoice. The totals are always at the bottomand invoice detail is displayed in the middle ofthe page horizontally.View "Service 2" Example Invoice PDF... Or as a PNG image





http://www.k-billing.com/example_invoices/service1_example.pdf

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The Service 2 Red invoice template is a fullpage design with an optional logo in the upperright 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 invoicedetail is displayed in the middle of the pagehorizontally.

View "Service 2 Red" Example Invoice PDF... Or as a PNG image

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

The Service 3 invoice template is a full pagetext-only design. This template does not printtax on the invoice. The totals are always at thebottom and invoice detail is displayed in the topright portion of the invoice.View "Service 3" Example Invoice PDF... Or as a PNG image

The Service 4 invoice template is a full pagetext-only design - a small deviation from theservice 3 template design. This template doesnot print tax on the invoice. The totals arealways at the bottom and invoice detail isdisplayed in the top right portion of the pagevertically.View "Service 4" Example Invoice PDF... Or as a PNG image

http://www.k-billing.com/example_invoices/service2red_example.pdf

http://www.k-billing.com/example_invoices/service2red_example.png

http://www.k-billing.com/example_invoices/service2redteal_example.pdf

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The Service 5 invoice template is a full pagedesign with an optional logo in the upper rightcorner (Up to 6cm X 3.8cm 100 DPI). Thistemplate does print tax on the invoice. Thetotals are always at the bottom and invoicedetail is displayed in the middle of the pagehorizontally.View "Service 5" Example Invoice PDF... Or as a PNG image

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

The Tearsheet 1 invoice template is designed sothat the totals area will directly follow the lineitems. The page will be shorter with fewer itemson the invoice. This template does printshipping and tax information. Invoice details(payment terms, dates, acct numbers, etc)appear in the middle of the page and anoptional logo may be included on the right sideof the page (6cm X 2.8cm 100 DPI). Like alltearsheet templates, this template prints thebottom part of the invoice in a format thecustomer can tear off and send back in with

The Tearsheet 2 invoice template is designedso that the totals area will directly follow theline items. The page will be shorter with feweritems on the invoice. This template does printshipping and tax information. This templatedoes not print the SKU/Code column but is thesame design as tearsheet 1 in every other way.Invoice details (payment terms, dates, acctnumbers, etc) appear in the middle of the pageand an optional logo may be included on theright side of the page (6cm X 2.8cm 100 DPI).Like all tearsheet templates, this template prints







their payment. The torn off part containseverything anyone needs to quickly post thepayment 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 thecustomer can tear off and send back in withtheir payment. The torn off part containseverything anyone needs to quickly post thepayment 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 sothat the totals area will directly follow the lineitems. The page will be shorter with fewer itemson the invoice. This template does not print theSKU/Code column, quantity column or lineprice column. The only two columns displayedare the description and line total. This templatedoes print shipping and tax information. Invoicedetails (payment terms, dates, acct numbers,etc) appear in the middle of the page and anoptional logo may be included on the right sideof the page (6cm X 2.8cm 100 DPI). Like alltearsheet templates, this template prints thebottom part of the invoice in a format thecustomer can tear off and send back in withtheir payment. The torn off part containseverything anyone needs to quickly post thepayment 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 designedso that the totals area will directly follow theline items. The page will be shorter with feweritems on the invoice. This template does notprint the SKU/Code column, quantity columnor line price column. The only two columnsdisplayed are the description and line total. Thistemplate does print shipping information butdoes not print tax information. Invoice details(payment terms, dates, acct numbers, etc)appear in the middle of the page and anoptional logo may be included on the right sideof the page (6cm X 2.8cm 100 DPI). Like alltearsheet templates, this template prints thebottom part of the invoice in a format thecustomer can tear off and send back in withtheir payment. The torn off part containseverything anyone needs to quickly post thepayment to the invoice (invoice number,customer number, etc).View "Tearsheet 4" Example Invoice PDF... Or as a PNG image

http://www.k-billing.com/example_invoices/tearsheet1_example.pdf

http://www.k-billing.com/example_invoices/tearsheet1_example.png







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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 PrintPacking 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 totalsare always at the bottom and invoice detail is displayed in the middle of the page horizontally. Anoptional logo may be placed on the right side of the page (5.8cm X 2.8cm 100 DPI).

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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 aredisplayed on the top right, totals always at the bottom.

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The Professional 3 invoice template is designed so that the totals area will directly follow the lineitems. 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 includedon the right side of the page (5.8cm X 2.8cm 100 DPI).

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

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

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

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

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The Professional 8 invoice template is a full page text-only design in alternate font. This templatedoes not display the SKU column. The totals are always at the bottom and invoice detail isdisplayed 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. Thetotals 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 avariable 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 layoutwith a full page design. The totals are always at the bottom and invoice detail is displayed in themiddle 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 afull page design. The totals are always at the bottom and invoice detail is displayed in the middle ofthe 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 arealways at the bottom and invoice detail is displayed in the middle of the page horizontally.

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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 templatedoes not print tax on the invoice. The totals are always at the bottom and invoice detail is displayedin the middle of the page horizontally.

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

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

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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 atthe bottom and invoice detail is displayed in the middle of the page horizontally.

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

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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 rightcorner (Up to 6cm X 3.8cm 100 DPI). This template does not print tax on the invoice. The totalsare 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 rightcorner (Up to 6cm X 3.8cm 100 DPI) - a small deviation from the service 1 template design. Thistemplate does not print tax on the invoice. The totals are always at the bottom and invoice detail isdisplayed 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 taxinformation. Invoice details (payment terms, dates, acct numbers, etc) appear in the middle of thepage 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 thecustomer can tear off and send back in with their payment. The torn off part contains everythinganyone needs to quickly post the payment to the invoice (invoice number, customer number, etc).

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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 taxinformation. This template does not print the SKU/Code column but is the same design as tearsheet1 in every other way. Invoice details (payment terms, dates, acct numbers, etc) appear in the middleof the page and an optional logo may be included on the right side of the page (6cm X 2.8cm 100DPI). Like all tearsheet templates, this template prints the bottom part of the invoice in a format thecustomer can tear off and send back in with their payment. The torn off part contains everythinganyone needs to quickly post the payment to the invoice (invoice number, customer number, etc).

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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 thedescription 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 logomay 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 sendback in with their payment. The torn off part contains everything anyone needs to quickly post thepayment to the invoice (invoice number, customer number, etc).

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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 thedescription and line total. This template does print shipping information but does not print taxinformation. Invoice details (payment terms, dates, acct numbers, etc) appear in the middle of thepage 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 thecustomer can tear off and send back in with their payment. The torn off part contains everythinganyone needs to quickly post the payment to the invoice (invoice number, customer number, etc).

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12 Customers

12.1 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 acompany 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 notneed to be filled in)

Click save or press F2

The only required field for a customer is theCustomer Name field. All other fields areoptional 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 "EditingCustomers" 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 thesearch

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 F2on 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 thereare many fields that you may optionally fill out.The only required field on the customerwindow is the customer name and numberfield. The customer number is filled inautomatically if one is not entered.

Save [F2]Any time you edit a customer's record

you need to save your changes! Click the Savebutton or press the F2 key or CTRL+S to save a customer. The same hot keys work forvirtually everything.

Print [F3]Printing a customer, by default, prints a

customer detail sheet that is every field yousee in the customer record in text form.Clicking on the down arrow next to the printbutton reveals a menu:

- Print Detail Sheet isthe default action for the Print button in thecustomer area.

- Print Invoice Historygives a detailed list of past and presentinvoices and provides a date range.

- Print Statementprints out any outstanding invoices and theirdetail.

Email [F4]If you have an email client (like Outlook

Express) it will open and compose a newmessage to the address listed in the ContactEmail field of the customer record. Click theEmail button or press F4 on the keyboard toopen 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 inall information available. Press the New Invoice button or F5 on the keyboard to createa new invoice.

New Quote [F7]The New Quote button creates a new

quote for the customer, automatically filling inall information available. Press the New Quotebutton or F7 on the keyboard to create a newquote.

Payment [F6]The Payment button allows for the

posting of quick payments to one or moreinvoices for the customer. Click the Paymentbutton or press F6 on the keyboard, select theinvoice 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. Thisdoes not affect previously created invoices.Press the Delete button or F5 on the keyboardto delete a customer.

The Customer Window

Customer Tab

Customer NameRequired. Free form text field indicating

the name of the customer. This can be acompany name, a personal name or any combination.

Customer Number

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A unique alphanumeric identifier forcustomers. This value is generatedautomatically if left blank

Customer StatusPotential values are Active, Inactive and

Terminated. Setting a customer to anythingother than Active will cause all recurring invoices to be voided.

Email AddressEmail address of the customer. Very

important! This is the email address usedby default when emailing invoices!

PhoneTelephone number of customer

Customer CategoryA category organization. You may add

customer categories to kBilling® by clickingthe "Controls" menu on the customer windowand selecting "Open Categories"

Ship To

The ShipTo tab has commonly used fields foraddress information.

Account

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Customer's BalanceThis is the total balance due of all

outstanding invoices for the customer

Balance PenaltyThis is a penalty charge applied to any

new invoice if the customer already hasoustanding invoices. The penalty is configurable as a percentage of the previousbalance owed or a flat dollar amount.

Penalize for balance forwardingBalance Forwarding is when all of a

customers previously outstanding charges aremoved forward to a new invoice. If the check

mark is present here the abovementioned penalty will also be chargedautomatically.

Always forward existing balancesUse this feature to ensure a customer

has only one outstanding invoice at a time.When you create a new invoice any previousunpaid balances on other invoices will bemoved forward and the above mentionedpenalties will be applied if applicable.

Tax RateThis is the default tax rate for the

customer. Tax rates can be changed percustomer, per invoice and system widethrough the Settings menu on the invoicestab.

Total Available CreditThis value indicates the total amount of

credit the customer has available. You maychoose 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 toinvoices for more than the amount due

automatically create credits for any overpayment amount.

Invoice TemplateThe invoice template here is the default

for the customer and can be changed at anytime.

Default Payment TermsThe payment term that is used as a

default for all of this customer's invoices (canbe changed per invoice as well).

Paper InvoiceOnly applicable if you are doing recurring

invoices. When a recurring invoices comesready and is generated if the check mark is

present next to "Paper Invoice" theinvoice will automatically be printed.

Email InvoiceOnly applicable if you are doing recurring

invoices. When a recurring invoices comesready and is generated if the check mark is

present next to "Email Invoice" the invoicewill automatically be emailed.

Mailing ListIf you use the newsletter feature of

kBilling® a check mark in this field will includethe customer's email address in the mailing.

Tax ExemptCheck this if your customer is exempt

from any taxes.

Contact

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Contact NameThe name of the contact person (or

people) for the customer.

Contact TitleThe title of the contact person for the

customer

Phone 2/FaxAdditional contact phone and fax

numbers for the customer. No special formatis required.

Cards (Credit Cards on File)

Name on Credit CardThis is the name as it appears on the

card.

Card NumberThis is the credit card number. Numbers

only!!

Expiration Month / YearThe expiration month and four digit year

of the credit card.

CVV2 According to the Visa/MasterCard

security guidelines, CVV2 data cannot bestored 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 TabA 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 TabA 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 TabA 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 NotesA totally free-form field for any kind of

notes on the customer. These are not printedon the invoice.

12.4 Printing Customer Statements

Account Statements contain a summary list of all outstanding invoices a customer has. If acustomer has at least 1 invoice in Pending status, then you can view, print and email astatement, 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 aquick preview of the statement.

13 Products

13.1 Creating a Product

Make sure kBilling® is open so you canfollow the steps!

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1. Click the Products & Services tab if itisn't already selected.

2. Click the New Product button.

1. Fill in the name of the product. Theproduct name is the only required field.

2. Click Save or press F2 on the keyboard.

That's it! You have created a new product inkBilling®! Please move to the "ProductDetail" section of this chapter for a detailedexplanation 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 theresults 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 tokBilling® products!

13.3 Product Detail

Once you bring a product up for editing thereare many fields that you may optionally fill out.The only required field on the product windowis the product name field. However, you willwant to fill in other fields like price, and stock ifapplicable.

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 theSave button or press F2 on the keyboard tosave.

Categories [F3]Products and services are always

organized into categories, these categories arefor reference and reporting purposes and theiruse is optional. By default, all products initiallyappear in the Default category. To bring up thecategory administration window where you canadd, edit and delete product categories, clickthe Categories button or press F3.

Delete [F12]Deleting a product removes the product

from the kBilling® product database. Thisdoes not affect previously createdinvoices. To delete a product, click the Deletebutton 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 andinactive products and services will not appearin the invoice drop-down lists of products.The default value for all products is Active.

CategoryProducts and services are always

organized into categories, these categories arefor reference and reporting purposes and their

use is optional. By default all productsinitially appear in the Default category. To bringup the category administration window where you can add, edit and delete productcategories click the Categories button or pressF3. There is also a list of categories andthe number of products in those categories onthe main window, products tab.

NameThe product's name is the only required

information on the form. It is a free-form textfield that does appear on invoices.

SKUStock Keeping Unit - this value is a

product ID number used for quickly referencingyour inventory and is optional.

Desc (Description)An optional free-form text field describing

the product or service. This value is printed oninvoices.

PricePrice of the product or service. Use only

numbers and decimals here. The default priceof any product or services is 0.00. Prices, andmoney values in general, are displayed throughkBilling® according to your locale setting inWindows. Non-US users should see theircurrency symbol displayed on invoices.

CostCost of a product or service. This (along

with price) allows for proft/loss reporting and isoptional.

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TaxableYou may want to add a product or service

that isn't taxable, if so, remove the checkmarkfrom this box.

Stock/Low LimitkBilling® offers some basic inventory

control in the form of a stock count (thenumber of a product you currently have) and alow limit (the number at which a message is tobe displayed alerting you to the stock problem).Once a product's stock reaches the value inthe low limit field, a message is displayed inred on the main window, products tab. Todisable 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 physicalinventory or charge tax for it.

14 Invoices

14.1 Creating an Invoice

Creating an invoice in kBilling® is possible inseveral different ways. For example, if youread the Customer Detail section of the firstchapter you will see several buttons andmenu items allowing you to create an invoicedirectly from a customer record. Alternativelyyou may create a new invoice and thenchoose the customer for which it is beingcreated. This section will concentrate on thelatter method.

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1. Click on the Invoices tab2. Click on the New Invoice button

1. Choose the customer from the listprovided (all Active customers in thedatabase) or type in a new customername. Customer name is required!

2. Both the Bill To and Ship To addressesare optional and are filled inautomatically if you selected a customerfrom the drop-down list.

3. Add items to the invoice.

When the New Invoice button is clickedthis window will appear:

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This window allows you toadd items to an invoice.There are three ways to additems using this window :

1. Search using the Enter SKUor Enter Name fields - justtype a full or partial SKU orproduct name in theappropriate field and pressenter on your keyboard orclick the Find button

2. Choose a product from thedrop-down list of all activeproducts in the database. Ifyou do this all the fields willbe filled in with data from theproduct record and you canedit the informationdisplayed.

3. Enter all the information byhand. The only required fieldis Item Name.

The Save changes to databasecheck, when checked,saves the productinformation to the productdatabase.

4. Save! If you make any modifications tothe invoice other than adding and editing

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line items, you need to save yourchanges by clicking Save or pressing F2on the keyboard.

Please continue with the next section in thischapter entitled "Editing an Invoice"!

14.2 Editing an Invoice

1. Click on the Invoices tab2. Select search terms or leave blank to display all invoices3. Filter search results to Paid, Voided, Recurring and Pending invoices4. 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 tokBilling® invoices!

14.3 Invoice Detail

kBilling® invoices are both simple and veryflexible. The only thing required on an invoiceis a customer name!

First, let's have a look at the toolbar

Save [F2]Though the invoice is saved automaticallywhen adding new items, if you changeother invoice details you will need to savethem! Click the save button or press F2 onthe keyboard to save the invoice at anytime.

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Print [F3]This prints an invoice directly to the defaultwindows printer using the invoice templatecurrently selected. Click the print button orpress F3 on the keyboard to print aninvoice.

Email [F4]Clicking the Email button will produce twodifferent results depending on the checkbeing present in the "Never prompt forinvoice format" box in the email settings. Ifthe check is not present, a new windowwill open and display the email address,subject, body, attachments and allow youto choose how to send the invoice to thecustomer. If the check is present, thedefaults for email address, subject, body,and format are used and any associateddocuments are attached to the email.

Open the default email settings by clickingthe Settings menu item on the invoicewindow or Edit -> Settings on the mainwindow and click on the Email tab to viewthe invoice format preference.

Preview [F5]Click the Preview button or press F5 onthe keyboard to see what the print or emailinvoice looks like.

New Item [F6]Click the New Item button or press F6 onthe keyboard to add a new line item to theinvoice. Refer back to the section abovethis one in the Invoices chapter entitled"Editing an Invoice" to get more informationon adding line items to the invoice.

New Doc [F7]Documents of any type can be associatedwith an invoice. These might be wordprocessor or text documents describingdetailed work being billed, images, or anyother type of file. It is important to note thatassociated documents are sent with theinvoice email! Click the New Doc button or

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press F7 on the keyboard to add a newdocument to the invoice.

Payment [F8]Click the Payment button or press F8 onthe keyboard to open the payment windowand post a payment to the invoice. See the section entitled "Taking Payments" for adetailed look at posting payments inkBilling®.

Void [F12]Voiding an invoice essentially deletes itfrom the sales record but keeps a copy inthe database for reference. Totally deletingan invoice is possible, though notrecommended, through the Controls menuat the top of the invoice window. Click theVoid button or press F12 on the keyboardto void an invoice.

The Invoice Window

View Customer (button)View the customer record. Unavailable ifthe customer isn't stored in the customerdatabase.

View Statement (button)View the customer's Statement if theyhave one. Unavailable if the customer isn'tstored in the customer database.

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Customer drop-downA list of Active customers. Choose fromthis list and all contact and address fieldswill be filled in automatically from thecustomer record.

Customer NameThe name of the customer on the invoice.This doubles as the Bill To: name.

Contact EmailEmail address of customer.

Email / Print TemplateThis is the template that will be used togenerate the email and print versions ofthe invoice. These templates areconstantly changing and new ones arebeing added. If you would like a custominvoice template, see the CustomizingInvoices section.

EmailedThe date the invoice was last emailed (orNever if it hasn't been emailed).

PrintedThe date the invoice was last printed (orNever if it hasn't been printed).

Extra Tab

Account BalanceThe sum of all the balance due on allinvoices.

Account CreditThe total amount of available credit thecustomer has.

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Add Previous Balance (button)Click to "forward" previous balances to thisinvoice. This will prompt and optionallyapply a penalty fee. Set the penalty fee andautomatic inclusion of previous balancesin the customer record (click the ViewCustomer button to open the customerrecord).

Use Customer's Credit (button)Click to a credit to the invoice (if any isavailable). You can add credit to acustomer's account through the customerrecord (click the View Customer button toopen the customer record).

Payment Terms Payment terms of the invoice. Optionsare:

None - Nothing printed on the invoiceand the due date is unchanged.On Receipt - Printed on the invoiceand the due date changed to theinvoice date.NET-X - Payment due X days after theinvoice date, the due date isautomatically changed.1STMONTH - Sets the due date to thefirst day in the month following theinvoice date.NET-30M - Sets the due date to thelast day in the month of the invoicedate.

PO#Purchase Order Number. Displayed on theinvoice if present.

Sold By Sales person's name, number or any otherinformation. Displayed on the invoice.

Tax RateThe tax rate for this invoice. The defaultvalue is pulled from the customer record ifpresent and system settings if not. Set thedefault system tax rate from the globalsettings window accessible by clicking in

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the Edit menu option on the main windowand then on the Settings -> Invoices tab.

Bill To: / Ship To: Tabs

The Ship To tabs contain addressinformation. All fields are optional.

Check the box next to Same as BillingAddress if the shipping address is the sameas the billing address and the Ship Toaddress will not show on the invoice.

Use the Other field under the state drop-down if the state or province for yourcustomer does not appear in the list.

Ship ByThe shipping method used to ship the

products on the invoice. Printed on theinvoice if present, options are configured insystem settings. Add more shippingoptions from the global settings windowaccessible by clicking in the Edit menuoption on the main window and then onSettings -> Ship tab.

Ship OtherFree-form text field for adding a custominvoice-specific ship type. Use this if youdo not want to configure shipping typesglobally.

Shipping CostThe cost of shipping the products on theinvoice. Printed on the invoice andincluded in the total if present.

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Recur Tab

The Recur tab is only used if you want tocreate the invoice on a regular basis. Thinkof recurring invoices as invoice templatesthat are used to generate new invoices atgiven intervals.

Recur (Drop-down list)

This is the list of intervalsat which the invoice can recur. Make yourselection!

Next InvoiceNext Invoice takes a date value. This is thedate the recurring invoice will be generatednext. To immediately generate a "Pending"invoice, put today's date in this field.

Last InvoiceLast Invoice is also a date field. This fieldindicates the date to stop recurring the

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invoice. Leave this field blank to recur untilthe invoice is voided. Type a date value in

or click on the button to display acalendar and select the date.

Generate new invoices X days beforeNext Invoice date.Enter the number of days before the NextInvoice date that you want the recurringinvoices to be "ready" for generation. Usethis field if you are mailing invoices andneed to print invoices several days beforethe actual invoice date.

Beside the top tabs you will see the abovesection of the invoice window that provides aquick glance at the invoice status, invoicenumber, invoice date and amounts due onthe invoice.

StatusThis indicates the status of the invoice.This value is not shown on printed oremailed invoices. Possible values:

PendingPending is the default status for newlycreated invoices. Any invoice in statusPending has not been paid in full nor hasit been voided, and has not been marked

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to recur. Pending status can be thoughtof as "pending payment". PaidThe invoice has been paid in full fromcredit or from payments posted.RecurThe invoice is set to recur at a giveninterval. Remeber that recurring invoicesare only template invoices and paymentscannot be posted directly to them. Seethe section entitled "Recurring Invoices"for a detailed explanation of recurringinvoices.ForwardedForwarded invoices have had theirbalances moved to another invoice.Forwarded invoices cannot acceptpayments.

Invoice Number (#)A unique invoice identifier. This value is anumber optionallty prefixed with a letter orset of letters. You may leave this fieldblank to have kBilling® generate invoicenumbers for you. Invoice numbers can besequentially generated, randomlygenerated or manually input. Automaticinvoice generation settings are accessiblefrom the Edit menu on the main window,then Settings -> Misc tab.

Invoice DateThe Invoice Date is the date that appearson the invoice (in addition to the due date).By default, it is the day the invoice wascreated. Type a date value in or click onthe down-arrow button to display acalendar and select the date.

Due ByThe due date of the invoice. Note theoptional printing of this date on the invoicewith the check next to the calendar button.To change the due date, simply type in anew date or click on the down-arrowbutton and select the new date from thecalendar.

Print Due Date (check)

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Uncheck if you do not want to print the duedate on the invoice

Balance DueThe total on the invoice minus anypayments or credits gives the balancedue.

Items Tab

The items tab on the bottom half of theinvoice window is a list of items currently on

the invoice. The button to the left of thelist is a shortcut button for adding a newinvoice item. Double click on any invoiceitem to view or edit the item detail.

Payments Tab

The payments tab on the bottom half of theinvoice window is a list of payments applied

to the invoice. The button to the left of thelist is a shortcut button for posting a newpayment. Double click on any payment toview or edit the payment detail.

Attached Documents Tab

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

Notes Tab

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

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

14.4 Recurring Invoices

Recurring invoices are invoices that automaticallygenerate at given intervals.

Currently supported intervals are:

Daily

Weekly

Every 6 Months

Yearly

Every 2 Years

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Bi-Weekly

Every 3Weeks

Every 4Weeks

Monthly

Every45Days

Bi-Monthly

Quarterly

Every 4Months

Every 5Months

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 ofvariables that can be used to represent relativedates:

<billing_cycle>Monthly, Yearly, Bi-Weekly, etc (the billing cyclename)<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 monthpart of the Next Invoice date, in the formatdescribed 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 formatdescribed 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 invoiceitem names and/or descriptions will replace theabove variables with their corresponding values.

For example, this item description on the recurringinvoice:

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 drop-down menu.

2. Enter a next invoice date. If this is the firstadding this invoice new this will be the firstinvoice date as well (and can be the sameday). To have one copy immediately availableto send to the customer or post payments on,enter the current day.

3. If the invoice is only to recur until a specificdate, enter that date in the last invoice field.Tick the box labeled "Recur Until Voided" torecur indefinitely (until you void the invoice).

4. If printing or snail-mail is needed, optionally fillin the Generate new invoice X days beforeNext Invoice date

5. If you do not want the invoice to print in batchprint operations, check the Don't print inbatches box

6. If you want the invoice to be marked paidautomatically (as soon as it recurs), check theAuto-pay invoice when created box

7. Save the invoice!

After saving the invoice the status will change to Recur.

Remember! Recurring invoices are only templatefor future billing cycles, do not apply payments torecurring invoices!

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The generation of recurring invoices to pendinginvoices still requires some human intervention.This is done so that the user (you) maintains totalcontrol over the billing cycle.

Close the invoice window.

The kBilling® main window should be visible.Follow the steps below to generate any recurringinvoices that are ready.

Click the Recurring Invoices tab - this checks automatically to see ifany recurring invoices are ready.

Auto Charge Credit Cards (check)A check in this box will cause the credit card onfile to be charged automatically through one ofthe online payment processors. This is onlyapplicable when using a credit card paymentgateway. Do not check this box unless you haveproperly configured your Plug N Pay, VerisignPayflow Pro or Authorize.net account inkBilling®.

Auto Email Paid Invoices (check)A check in this box will cause paid invoice (paidusing an online gateway) to be emailedautomatically after payment is received andverified. This option is only applicable whenusing a credit card payment gateway. Do notcheck this bx unless you have properlyconfigured your Plug N Pay, Verisign PayflowPro or Authorize.net account in kBilling®.

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Auto Email Unpaid Invoices (check)Check this box to email copies of all generatedinvoices regardless of them being paid.

Generate Recurring Invoices (button)Click this button to generate invoices for all therecurring invoices with a check listed in the boxat the bottom left of the window. Depending onthe checks in the top three checkes this maycause credit cards to be charged and invoiceemails to be sent out.

View Payment Errors (button)Payment errors occur when a charge fails usingthe credit card payment gateway. Click thisbutton to view payment errors - if there are anypayment errors a message will be displayed inthe middle of the window.

Recurring Invoice List

A check in the check to the left of the Invoice IDcolumn includes the invoice listed when theGenerate Recurring Invoices button is clicked.Removing the check in that box will cause thatinvoice to not be generated. Manipulate thewhole list with the Check/Uncheck/Invertbuttons

Once all the appropriate options and invoiceshave been selected click the GenerateRecurring Invoices button and the billing cyclewill start! Depending on the recurring options setthe invoices will be emailed. If the paymentgateway feature is used cards will be charged atthis point as well.

Remember. Recurring invoices aretemplates for future invoices, you cannotapply payments directly to recurringinvoices!

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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 individuallyfrom 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 toapply. In this example there will be a 10% (of the balance due) fee added to all invoices thatare 1 to 90 days late, unless the invoice already has a late fee on it. If you want to add multiplelate 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" conditionset 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 "PrintInvoices" 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 onthe 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 valuesas 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 thepayment is to be posted to.

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Double click the result containing the invoiceto post a payment on.

Click the Payment button or press F8 on thekeyboard 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 isthe window that is used to post payments toan invoice.

Balance DueBalance Due is the amount currently dueon the invoicePost DatePost Date defaults to the current day butcan be adjusted forward or backward.Click on the date to type in a date value orthe down arrow next to the date to select

from a calendar .Payment TypeClick on the down arrow next to the list toselect the appropriate payment type:

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Selecting Check or Money Order causesthe Check/Money Order # to be enabled toallow for the recording of the check ormoney order number.

Selecting Credit Card enables all of thecredit card fields in the bottom part of thepayment window. If you have configuredkBilling® to use one of the Internetpayment processors Plug N Pay, VerisignPayflow Pro or Authorize.net posting apayment of type Credit Card (or Visa,Mastercard, Amex, Discover) will chargethe customer's card if!

The Cash, Paypal and Other type areinformational. Integrated Paypal support iscoming soon!

Total Payment AmountTotal Payment Amount is the full amountof the payment, even if the payment ismore than the amount due on theinvoice. In the event a payment of morethan the amount due is posted, you willsee the amount due appear in theAmount Applied field and the differenceadded to the customer's account as acredit with a note telling where the creditcame from.

Amount AppliedAmount Applied is the amount of thepayment applied to the current invoice.This is a read-only field filled inautomatically.

Notes

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Notes is a free-form text field used forkeeping any kind of note on the payment.This information is not displayed on theinvoice.

Once all the appropriate fields have beenfilled in, click the save button to post thepayment! The payment window will closeand if the payment was for at least theamount due on the invoice, the invoice willautomatically be marked paid. If a creditcard payment was used and a paymentprocessor has been configured there willbe a progress window shown whileconnecting to the payment gateway.

iding Payments

Once a payment has been posted, it ispossible to void the payment. Voiding apayment marks the payment void andchanges the status of the invoice back toPending. A record of the voided payment iskept. If the payment was a credit cardpayment and a payment gateway wasconfigured kBilling® will attempt to void thecredit card payment - if that fails kBilling®will prompt to do a return to the credit cardfor the amount charged.

14.7.2 From Customer Area

Payments in kBilling® are always applied toindividual invoices, not to customer"accounts". However, there are shortcuts inplace to pay invoices for customers directlyfrom the customer record.

First we need to find our customer.

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Double click the result of the customerwhose invoice you want to post a paymenton.

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

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The above window will show with a list ofinvoices current invoices pending payment.Any payment posted here will post to invoices in reverse-date order, from oldestto newest. This is a batch payment optionand should only be used to post payments to multiple invoices at one time.For example, if a customer sends 1 check topay 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 isthe window that is used to post payments toan invoice.

Balance DueBalance Due is the amount currently dueon the invoicePost DatePost Date defaults to the current day butcan be adjusted forward or backward.Click on the date to type in a date value orthe down arrow next to the date to select

from a calendar .Payment TypeClick on the down arrow next to the list toselect the appropriate payment type:

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Selecting Check or Money Order causesthe Check/Money Order # to be enabled toallow for the recording of the check ormoney order number.

Selecting Credit Card enables all of thecredit card fields in the bottom part of thepayment window. If you have configuredkBilling® to use one of the Internetpayment processors Plug N Pay, VerisignPayflow Pro or Authorize.net posting apayemnt of type Credit Card will chargethe customer's card!

The Cash, Paypal and Other type areinformational. Integrated Paypal support iscoming soon!

Total Payment AmountTotal Payment Amount is the full amountof the payment, even if the payment ismore than the amount due on theinvoice. In the event a payment of morethan the amount due is posted you willsee the amount due appear in theAmount Applied field and the differenceadded to the customer's account as acredit with a note telling where the creditcame from.

Amount AppliedAmount Applied is the amount of thepayment applied to the current invoice.This is a read-only field filled inautomatically.

NotesNotes 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 theinvoice.

Once all the appropriate fields have beenfilled in, click the save button to post thepayment! The payment window will closeand if the payment was for at least theamount due on the invoice the invoice willautomatically be marked paid. If a creditcard payment was used and a paymentprocessor has been configured there willbe a progress window shown whileconnecting to the payment gateway.

Voiding Payments

Once a payment has been posted, it ispossible to void the payment. Voiding apayment marks the payment void andchanges the status of the invoice back toPending. A record of the voided payment iskept. If the payment was a credit cardpayment and a payment gateway wasconfigured kBilling® will attempt to void thecredit card payment - if that fails kBilling®will prompt to do a return to the credit cardfor 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 [email protected] and our graphic artists will assist you. When possible, sendvectored formats like PSD formatted files.

14.9 Quotes / Proposals

14.9.1 Quotes / Proposals

With the release of kBilling® 3.0, kBilling® allows the creation of quotes (AKA proposals).

The


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quotessectionmimicstheinvoicesectionsomuchthatalmostall ofthedocumentationappliesto both.However,thereareseveralkeydifferences.

Quotetotalsdon'taffect acustomer'saccount. Thinkof themas "preinvoices"morethananything. Youcreatea quotefromtheNewQuote

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buttonon theQuotestab onthemainwindowor theNewQuotebuttonon thecustomerwindow.

Aftercreating aquoteyoucanadditemsto it justlike youwouldaninvoice.Itemsaddedto aquotedo notgettakenout ofstockrightaway.

Quotessupporttemplates(they

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aredifferent innamefromtheinvoicetemplates butlook thesame).

Once aquotehasbeenaccepted by acustomer allyouneed todo isclickthe"MakeInvoice"buttontocreateaninvoicefromthequote :

Thenewinvoicecreatedisshown

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automatically.

Once aquoteismadeinto aninvoiceit ismovedtostatus"Posted". Youcanshow"Posted"quoteson thequotelist bychecking the"Posted"checkbox ontheQuotestabfromthemainwindow:

Youcanmake aquoteaninvoice

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asmanytimesasneeded.

15 Reports

15.1 Recurring Invoices

The recurring invoices report will show a list of allactive recurring invoices, the customer number andname, the invoice total, and the date the invoice is setto next recur. Date ranges are not taken into accountfor this report as it always gives the most up-to-dateinformation.

15.2 Customer Balance

The customer balance report will show a list of allcustomers with a current balance due of more thanzero.

The date range on the report window is not takeninto account for this report as it always producesthe most current balance and customerinformation.

15.3 Payments by Category

The payments received by Category report is asummary of all payments received during the givendate range and according to the product categories ofthe invoice line items. For partial payments thepayment amount is added to each product on theinvoice from the first one added to the last to ensureaccurate partial payment placement.The total payments area shows how much money wasreceived in the given date range you selected and it isfurther broken down by payment type.

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15.4 Payments Received

The payments received report is used to balance cashdrawers or keep an eye on daily/weekly/monthlypayments. Each payment that is posted within thedate range specified will appear in the list along withsome invoice and customer information. If an invoicehas more than one payment posted in the date rangethe invoice number will show up once for eachpayment that posted.

The total payments area shows how much money wasreceived in the given date range you selected and it isfurther broken down by payment type.

15.5 Product Sales

The product sales report breaks down sales in a givendate range by product name. Shipping and tax arelisted at the top and are counted in the total.

Only products that appear on paid or pendinginvoices that were created during the given daterange will appear on this report. Unlike the categorysales report, products that are on invoices but not inthe product database will show on this report.

15.6 Category Sales

The category sales report breaks down sales in agiven date range by product category. Shipping andtax are listed at the top and are counted in the total. Only products that appear on paid invoices thatwere created during the given date range will appearon this report. Products that are on invoices but not inthe product database will not show on this report.

16 Exporting Data

16.1 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 barchoose Export -> Export Customers.

The format of the export file is 1 record per line withtab characters between the fields.

Each record is on a single line with 1 tab characterbetween the following fields in the order shown:

1. Customer Number [Unique or blank] 2. Customer Name 3. Billing Street 1 4. Billing Street 2 5. Billing City 6. Billing State [Abbreviation for US and Canada]7. Billing Zip8. Billing Country9. Ship Name10. Ship Street 111. Ship Street 212. Ship City13. Ship State [Abbreviation for US and Canada]14. Shipping Zip15. Shipping Country16. Credit Card Number [16 Digits - Numbers Only]17. Credit Card Expiration Month [2 Digits]18. Credit Card Expiration Year [4 Digits]19. Contact Name20. Contact Title21. Contact Email22. Primary Contact Phone Number [Any Format]23. Secondary Contact Phone [Any Format]24. Contact Fax [Any Format]25. Customer Notes

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

16.2 Exporting Products

Open kBilling® and the company file you would like touse. From the File menu on the main window's menubar choose Export -> Export Products.

Each record is on a single line with 1 tab characterbetween the following fields in the order shown

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1. Product Name [Any format]2. Category Name [Any format]3. Status [Active, Inactive]4. SKU [Any format, must me unique if not blank]5. Product Description [Any format]6. Stock [Amount in stock - numbers only]7. Low Limit [ Limit at which to display an alert]8. Price [Numbers and decimal only]9. Cost [Numbers and decimal only]10. Taxable, Tax Rate 1 [t or f indicating true or false]11. Taxable, Tax Rate 2 [t or f indicating true or false]12. Service [t or f (stock/cost isn’t applicable)]13. Bin Location [Any format]

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

17 Importing Data

17.1 Importing Customers

Open kBilling® and the company file you wouldlike to use. From the File menu on the mainwindow's menu bar choose Import -> ImportCustomers.

The format of the import file is 1 record per linewith tab characters between the fields.

If you already have an Excel spreadsheet ofcustomers then importing them into kBilling® iseasy.

Open your spreadsheet in Excel and add a newrow at row 1.

Label each column with the appropriate headerby putting the header text in row 1 for eachcolumn. The full list of available headers :

The smallest set of data kBilling® can import isa single column of either customer names orcustomer numbers. If you do not have a columnfor the corresponding data in your spreadsheetjust leave the column out or leave the headingblank. Columns without headers are ignored.

Custom CCName

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erNumberCustomerNameBillToNameBillToStreet1BillToStreet2BillToCityBillToStateBillToZipBillToCountryShipToNameShipToStreet1ShipToStreet2ShipToCityShipToStateShipToZipShipToCountry

CCNumberCCExpMonthCCExpYearContactNameContactPhoneContactPhone2ContactFaxContactEmailContactTitleCustomerNotes

Case is ignored in the headers so "BillToName"is the same as "billtoname" (don't include thequotes).

Once the headers are in place select File ->Save As from Excel and for format, choose"Text (Tab delimited) (*.txt), then click the Savebutton.

17.2 Importing Products

Open kBilling® and the company file you wouldlike to use. From the File menu on the mainwindow's menu bar choose Import -> ImportProducts.

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The format of the import file is 1 record per linewith tab characters between the fields.

If you already have an Excel spreadsheet ofproducts then importing them into kBilling® iseasy.

Open your spreadsheet in Excel and add a newrow at row 1.

Label each column with the appropriate headerby putting the header text in row 1 for eachcolumn. The full list of available headers :

The smallest set of data kBilling® can import isa single column of either product names or SKUcodes. If you do not have a column for thecorresponding data in your spreadsheet justleave the column out or leave the heading blank.Columns without headers are ignored.

SKUProductNameDescriptionCategoryStockLowLimit

PriceCostTaxableTaxable2ServiceBinLocationStatus [Active, Inactive]

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 Savebutton.

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18 Address Handling

In kBilling®, the addresses on invoices are built from address "pieces" (City, State, etc) usinga 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 moreinformation about the template format.

this is just an image, don't click on it.

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

19 Macros (Variables)

Macros are bits of text you can include in the various text files kBilling® deals with that arereplaced with "real" values.

If you're using recurring invoices be sure to check out the Recurring Invoices chapter foradditional macros that are supported for recurring invoices.

The Bill To and Ship To default format boxes are the two most important areas where thesemacros play a role. The default format for billing/shipping addresses is the US format (shownin the screenshot below).

kBilling Help150


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

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

As you can see, the Bill To and Ship To formats use these variables. When an invoice issaved, 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

Macros (Variables) 151


<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 pastdue 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 theseadditional 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:

Buy Update Support 153


20 Buy Update Support

Purchase update support for an additionalyear!

You get 1 year of free updates with your initialpurchase and after that you can purchaseadditional years of support at a fraction of the retailprices. Click here to visit the online store andpurchase another year of update support forkBilling®.

Updated versions can be downloaded right fromthe website or from within the software (File -> Check for kBilling® Updates).

20.1 Discussion & Support Forum

Discuss kBilling® with other users or get support! All available 24 hours a day, 7 days aweek!

Click here to visit the kBilling® discussion & support forum

21 Register kBilling Now!

Registering kBilling® gets you free upgrades to allversions released within one year of yourregistration, free technical support and the fullyunlocked version of the software. Registration isinstant and 100% secure. Your full version serialnumber is sent in an email within minutes after

http://www.k-billing.com/update_support.php

http://forum.k-billing.com

kBilling Help154


payment is processed!

You will need 1 license for every computer runningkBilling®. Volume discounts are available!

Registration How To

To purchase licenses for kBilling® using a creditcard, check or wire transfer please click here tovisit our 100% secure online store. For the fastestprocessing time please use this option.

Already a registered user? Purchase updatesupport!

You get 1 year of free updates with your initialpurchase and after that you can purchaseadditional years of support at a fraction of the retailprice. Click here to visit the online store andpurchase another year of update support forkBilling®.

22 What's New?

Version 3.9.1 (August 4 2012)

- :

Added "estimates" to the recurring invoices

report for average monthly income.

Added the NET-20M payment term (sets the

due date to the 20th of the following month).

Added "Duplicate Quote" function to the quote

window, Controls menu.

Updated database library to improve

performance and reliability.

Updated reporting engine and improved

performance for large reports.

http://www.k-billing.com/buy.html

http://www.k-billing.com/update_support.php

What's New? 155


Version 3.9 (June 23 2011) - :

Added credit card number encryption for PCI

Compliance

Added ACH e-Check support for IPPay (more

gateways coming soon)

Fixed email issue with Yahoo Premium Email

service

Fixed email attachment issue for customers

with accented names

Version 3.8 (March 30 2011)

- :

Added batch envelope printing to the

Customers tab

Fixed item order bug on recurring invoices

(items could get out of order after a billing

cycle)

Change the product and customer export

formats to be compatible with the import format

with this change it is now possible to export

customers and products from one company

file to another

Added support for the QuantumGateway credit

card processor

Changed customer batch payments to accept

over-payments and apply the appropriate credit

kBilling Help156


Version 3.7 (January 18 2011)

-:

Update product import with an option to update

existing products with new values if the SKU is

already in the database

Fixed embedded image bug when using the

"send invoice as email" option

Added Bill Name to Customer Ship List report

Added Ship Name to search fields on Invoice

tab

Added the new SkipJack payment gateway for

integration with the Novera/K Software

payment platform

(http://merchant.k-billing.com for details!)

Added customer payment option to the

customer window - one payment can now pay

off multiple invoices

with a single post (Payment button on the

Customer window)

Updated the email library for additional

compatibility with Gmail and Hotmail SMTP

servers

Version 3.6 (March 23 2010) -:


What's New? 157


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.

Version 3.5 (September 4th

2009) -:

Added option to ask for the admin password

when deleting invoices or customers.

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.

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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.

Version 3.0 (January 13th

2009) -:

Added automatic backup support. See the

chapter in the help file for more information.

What's New? 159


Added Bin Location to the products database

and a new invoice template (Professional 10)

that prints

the location in its own column on the invoice.

Items on Paid invoices can now have their

SKU, Name, Description and Cost edited.

Added "Email after payment" setting to the

Invoices tab, settings window.

Added #10 envelope printing. For individual

invoices select Print Envelope from the

Controls menu.

For batch envelope printing select the invoices

in the invoice list, choose "Print Envelopes"

from the

Batch Operations menu and then the Run

Batch button. Envelope settings are at the

bottom left of the Invoices

tab in kBilling®'s main settings, the return

address (if needed) is on the company tab.

Change customer and product import to a

named column syntax that is much easier to

use. See the "Importing Customers" or

"Importing Products" chapter for more

information.

Added batch late fee feature (Tools menu from

the main window).

kBilling Help160


Added individual late fee feature to the invoice

window (Tools menu).

Added uncategorized item details to the

Category Sales report to show the detail of

items that are on invoices but not saved in the

product database.

Added sorting to the recurring invoice list.

Added "Invoice Profit/Loss" report to show cost

on individual invoices.

Batch operations and save directories now

save between sessions.

Changed customer statement template.

Change the way customers and products are

imported - see the "Importing Customers" or

"Importing Products" chapter of the help file for

details.

Added Customer Credit report - shows

customers stored that have credit available.

Modified the "Sync Invoice Item Prices" feature

from the Tools menu to prompt for confirmation

for both Pending and Recurring invoices so

users can update prices for invoices in either

status individually.

Added "email invoice" to the customer

window's invoice list right-click menu.

What's New? 161


Added memo item support for all invoice

templates. A checkbox on the invoice item

window makes only the description and price

show on the invoice. Memo items can be

mixed with standard items on the same

invoice.

Added option to always synchronize customer

data with invoices. Update a customer and all

invoices for that customer are updated with the

new address and contact information. kBilling®

settings window, Misc tab, under Customer

Defaults.

Added account number and routing number

tracking to customers.

Added new section for quotes and proposals.

Added default for "don't show due dates on

invoices".

Added "show unpaid invoices on statements"

option on the Misc tab, kBilling® settings.

Version 2.8.0 (August 14th

2008) - :

Added Professional Blue invoice template.

Added Professional Red invoice template.

kBilling Help162


Added Professional Red Green invoice

template.

Added Professional Teal invoice template.

Added Service 2 Red invoice template.

Added Service 2 Red Teal invoice template.

Updated GMail/SSL email library to properly

encode PDF attachments.

Added Recurring Invoices report to customer to

print details of all recurring invoices.

Added "1STMONTH" and "NET-30M" payment

terms. "1STMONTH" sets the due date

to the first day of the month following the

invoice date, NET-30M sets the due date to the

last day in the month of the invoice date.

Various small bug fixes in the template

generator.

Version 2.7.0 (June 25th 2008)

-:

Added shading to the new Recurring Invoices

by Next Invoice report.

Added new Recurring Invoices by Next Invoice

report.

Added persistent column widths to the invoice

What's New? 163


item quick view grid (column

widths are now saved).

Added PO number to invoice line on the

customer statement.

Added Active/Inactive checkes to the

newsletter window (customer status).

Updated database library to improve

performance.

Added customer status checkes for the Invoice

and Invoice Aging by

Customer reports (to run those reports for only

active or inactive

customers).

Added "Batch Pay" option to the invoice batch

operations list. Users can

now pay off multiple invoices with a single

payment.

Added persistent save to the backup location.

The last backup location

will now be the default when choosing "Backup

Company File" from the

File menu.

Added "taxable total" tax method (Settings, Tax

tab). This is the

default behavior but if unchecked kBilling® will

calculate taxes per line

item.

kBilling Help164


Added 2 new invoice templates - Professional

8 & 9.

Version 2.6.0 (May 16th 2008)

-:

Re-ordered payments received report by

payment date.

Various invoice template fixes.

Added an option to not print due dates.

Added product sales report by salesman.

Customer window redesigned.

Invoice window redesigned.

Added invoice item ordering options. Right-click

on any item in the item list on the

invoice window to re-order. This change

required a chance to the invoice templates -

if you have a custom invoice template please

email it to [email protected] for a free

conversion.

Added new Service 5 and Service 6 invoice

templates.

Added per customer defaults for payment type

and payment term (set or re-set those

What's New? 165


default options on your whole customer

database from Edit -> Settings -> Invoice Tab

(the Set All buttons next to the appropriate

setting)).

Added "Create new customer records from

invoices" - you can enable (or disable) the

creation of customer account records for

invoices where the customer was not selected

from the customer list. Bottom of the Invoices

tab, settings window.

Changed ordering on the payments received /

payments received by category report to order

and group by SKU and name.

Added "Reset Grid Layout" options to all right-

click menus for the search result grids.

Version 2.5.0 -:

Added <billing_cycle> to recurring macros -

use it on recurring invoice items or notes and it

will be

replaced with the billing cycle name

(Monthly, Yearly, Bi-Weekly, etc)

Added Synchronize Customer Addresses to

the Tools menu on the main window.

Use to update all invoices to customer

addresses stored in the customer database.

Added options for both statement and invoice

printers. Check the settings window, Misc tab

kBilling Help166


to set these.

By default both are set to your Windows

default printer.

Added "invoice Point In Time" report letting you

do an invoice report from and to any date (with

totals "as of" the ending date).

Added new "BillTo Name" to customers and

invoices to track different customer names/

billing names.

A new macro <bill_name> was created and

can be used in the address formats, emails

and items descriptions/notes for recurring

invoices.

Added "don't print in batches" option to invoice

window, Extra tab. The setting is carried to

recurring invoices and causes any

invoice with this option checked to not print

in recurring print cycles or any batch prints.

Made the "special notes" box save the last

used text.

Fixed invoice aging by customer report to

properly total 31-60 past due amounts

Added tax exempt option for customers

Fixed "request return receipt" email option

Added GMail support and support for other

SSL/TLS servers (changed email library)

What's New? 167


Significantly changed the newsletter feature.

Users can now load an HTML document in and

all images will be attached and embedded

automatically.

Added "Update all" button to the Misc tab on the

settings window to set/reset those customer

options (mailing list, paper invoice, email

invoice, etc).

Added Bank Deposit to the payment type list

Added the customer number to the list on the

invoices tab

Added a quick view aging report to the

customer quick view

Added batch statement operations (print, save,

email, etc)

Redesigned customer statement and

implemented it using the invoice designer

Moved "detailed statement" option to Misc tab

on settings window - check to show the items

on invoices on the statement.

Added customer name to invoice file names

when using "Save as"

Added default for invoice and customer country

(settings window, Misc tab)

kBilling Help168


Added an option to disable loading the product

lists into all drop-downs (useful for those that

have large inventory lists)

Added automatic check to make sure kBilling®

is only running 1 instance

Added aging information to the customer quick

view

Added recurring cycle to the status column in

the invoice list on the customer window (users

may want to resize that column)

Added recurring cycle to the status column in

the main invoice list (users may want to resize

that column)

Added check number to the payment list on the

customer window

Added date macros to the invoice and

customer number prefixes:

%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.

What's New? 169


%ii: Will be replaced by the minute value, 2

digits.

%ss: Will be replaced by the second value, 2

digits.

For example if your customer prefix is C%yyyy-

your next customer number would look like

C2008-1000 (if 1000 was the next sequential

number).

You can combin macros too, C%yyyy%mm-

for <year><month> for example - all the way

down to the second.

Added customizable texts for virtually all parts

of the invoice (see Edit->Settings->Invoice tab)

Changed the name of the invoice PDF file to

reflect the customer's name as well as invoice

number

On recurring invoices there are a number of

variables that can be used to represent relative

dates:

<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..

kBilling Help170


<current_num_day>

1,2,3,4,5,6,7

<current_year>

2008, etc..

All of these variables are available with the next

and invoice_date prefixes as well:

<next_eng_short_month>

Shows the "next" month after the

current one, in the format described above.

<next_eng_long_month>

<next_num_month>

<next_eng_short_day>

<next_eng_long_day>

<next_num_day>

<next_year>

<next_invoice_eng_short_month>

Shows the "next" 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 "next" month after the month

part of the Next Invoice date, in the format

described above.

<invoice_date_eng_long_month>

<invoice_date_num_month>

What's New? 171


<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_dat>

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, 2008

When a recurring invoice runs in May of 2008.

Another example:

Service from

<invoice_date_eng_long_month>,

<invoice_date_year> to

<next_invoice_eng_long_month>,

<next_invoice_year>

kBilling Help172
