10.20 Example : Generating Invoices

Case: You need to generate invoices for your consulting activities (could as well be products with only minor differences)
Solution: Use InfoQube and the built-in HTML merge feature

In this tutorial, you'll lean how to:
  • Use the grid and the HTML Editing pane as data for an invoice
  • Create a template file for InfoQube built-in template merge
  • Generate the invoice using template merge

Using this grid and/or the form on the right, you enter the details for each invoice. An ID, Date, worked start and end date, the nb of hours worked. The description of the work done is entered in the HTML Editing pane to ease formatting (bold, bullets, etc)
The rest is automatically calculated by the field equations (rate, sub total, taxes and total)

As seen in 10.30 Example : Time Tracking, the pivot table could be used to compute totals per client or per year.

Here, we are interested in generating invoices.
  1. We start by opening MSWord or some other suitable word processor or HTML editor. We could use InfoQube own built-in HTML editor. We chose to use MSWord because it is easier to apply formatting.
  2. Since this file will be used as a merge file, field names (enclosed by [ ] ) are inserted
  3. Can insert fields from the parent using this syntax [parent].[fieldname]
  4. The file is then saved as HTML (important: save as HTML filtered to filter out MS Word specific tags). See below ("InvoiceEx.htm"). The InvoiceEx.htm file is available in the standard InfoQube distribution in the AppfFiles folder.

InvoiceEx3.jpg

Generating an invoice is done through the HTML Export using the above file as a template (Grid>Export to a web page):

InvoiceEx2.jpg
 
The InvoiceEx.htm example file looks like this:
 
 
The resulting page looks like this:

 
 
 
 
 


It can be emailed, drag-dropped in an email or printed/faxed.

Once the template is made, generating the invoice is done in the following 4 steps:
  1. Create a new invoice item. You can use the buttons on the invoice form for this.
  2. Enter the invoice basic information. Totals are calculated automatically
  3. Click the HTML Export button on the toolbar
  4. Select the template, output file name (if desired) and click Save
If need be, combine this invoice with the details seen in 10.30 Example : Time Tracking. Detailed work done example is available here  (link dead as of 5/31/2010)
 
The InfoQube File>New template has been updated to include the above setup.

Hourly Rate

Pierre
how do you work the hourly rate - the HrsRate field
 
1) Do you apply the price p.h. to the HrsRate field manually and only apply it to invoices/totals ?
 
2) Would there be an easy way to have this filled by default with my hourly rate (I wouldnt even have to show it then) ?
 
3) I have been using a field ("Cost") that I created a good while back with your help. If I say my hourly rate is 35units
Equation is   = ZN([duration] * 35) 
What's the ZN for here?                    I found ZN in 10.50 Example-Finances but not explained there
 
4) I see the SubTotal field in new file has this equation
= [Duration] * [HrsRate]              
but
= [Duration] * [35]    doesnt seem to work here - should it ?
= [Duration] * 35      DOES WORK!
 

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