Hi

We send out a monthly invoice that has a set price for each customer. Can your program handle this?

Sorry but I am not quite sure I understand what and why you are doing and asking about. Perhaps if that was provided I may understand. For example, you say you want to send out a monthly invoice that has a set price for each customer - what is this invoice from what is this invoice about? Is it from work that you have performed the previous month, or is it work that you will be performing the following month or ?

Maybe what you mean is you want to be able to Quote? - a quote is usually used where you identify for the client the work you will be doing and what its charges will be, send it to the client for approval/reminder, and than generate a workorder for that quote.

If so, yes, check out the AyaNova 4 Help file section (the version of AyaNova available at the time of this posting)  on Quotes starting with http://www.ayanova.com/AyaNova4webHelp/what_do_i_use_a_quote_for.htm  Also note that as with every other entry screen in AyaNova (workorder, PM, client, etc) AyaNOva comes with many sample report templates that you can use as is, further customize as needed as well as create your own.

 I need to send out weekly work orders for clients but not bill them and keep track of the time we were there. Can your program do this?

Do you mean that you perform service during the course of a month for a client, but you only bill them for that service at the end of the month? I am not sure what information you want to provide to the client every week that would be different from what you send them at the end of the month?

Do note that AyaNova is not an accounting program itself - it does not track Accounts Receiveable, Accounts Payable etc. 

Some AyaNova users do not use any sort of accounting program, they only use customized workorder reports to send to their clients as invoices - for example, open a sample workorder in the trial AyaNova, and select Print and select the Sample Detailed Service Workorder with Grand Total. This prints out a report that you can provide to the customer that identifies the service provided and charges.

I need to send out one invoice itemized with each lawn mowing job. Is this possible? I have a client that has 13 properties that wants to see 13 jobs with their monthly set price on it.

Two possibilities:

1. Make one workorder for the client each month. And every different job make as a different workorder item within the workorder.

When you are ready to invoice this entire workorder, select Print, select soemthing like the Sample Detailed Service Workorder with Grand Total report template to use as an invoice statement to the client

2. For each lawn job for a client, make a new workorder. When you want to invoice the client, filter the Service Workorder grid to show only those workorders for that client, and select to print something like the Sample Total Billable Grouped By Client (if you do not have this sample report template, do check out http://forum.ayanova.com/Topic2424-103-1.aspx)

Do note that you can customize existing report templates logos, fields, layout, and much more) as well as create your own. Do refer to the How do I..?'s in the AyaNova 4 Help file for tutorials on this, as well as additional report templates and how to's in the forum section http://forum.ayanova.com/Forum100-1.aspx

I am hoping this reply provides the information you were looking for. If you have additional questions or need additional clarification, please do provide additional iformation such as examples of what you mean, why , etc so that I better understand your situation and can provide specifics. Thank you

- Joyce

AyaNova Sales & Technical Support

http://www.ayanova.com

I also wanted to mention that in additon to some users just using reports to invoice their customers, others might use the QBI (QuickBooks interface) or PTI (Peachtree interface) to interface between AyaNova and their accounting program to invoice from the accounting program itself.

Do let me know if you have additional questions or need additional clarification. Do provide additional information such as examples of what you mean, why , etc so that I better understand your situation and can provide specifics. Thank you

- Joyce

AyaNova Sales & Technical Support

http://www.ayanova.com

1. We have 20 customers. Each customer has a different price for the maintenance of their landscapes. So Mrs Smith job is 200.00 a month and Mr Jones job is 700.00 a month.
At the end of the month I need to send them a invoice. So on March 30 Mrs smith would get a invoice of 200.00 and Mr Jones would get a invoice for 700.00. Would i set up a monthly workorder for each customer?

A suggestion is that you actually set up PM's (Preventive Maintenance) for each customer.

In the PM order, you can pre-enter details and charges for the customer, schedule yourself, as well as set Next Service Date, Threshold Time Span, and Generate Time Span so that you can have the PM automatically generate a workorder for you or manually generate a workorder from it.

This way you only have to create the PM once, but use it to generate a workorder each month or each week for the client.

If you bill at the end of the month for service performed, a suggestion is to do either of the two suggestions I had list above. I have listed them again here

Two possibilities:

1. Make one workorder for the client each month. And every different job make as a different workorder item within the workorder.

When you are ready to invoice this entire workorder, select Print, select soemthing like the Sample Detailed Service Workorder with Grand Total report template to use as an invoice statement to the client

2. For each lawn job for a client, make a new workorder. When you want to invoice the client, filter the Service Workorder grid to show only those workorders for that client, and select to print something like the Sample Total Billable Grouped By Client (if you do not have this sample report template, do check out http://forum.ayanova.com/Topic2424-103-1.aspx)

2. My contracts Mrs Smith and Mr Jones require me to visit their site every week to mow the lawns and such. This contract is a set monthly price. (see above #1) I need to see if I am making any money on this job. Let say if my billable hour is 25.00 a hour. Durning the month of march i have been on this property 8 hours. 8 x 25 = 200.00. It looks like i was in budget. Can your program figure this out?

I would suggest that in the actual workorder that you use the Labor subsection to identfiy the actual number of hours service you provided so that you can keep track of it. But perhaps use either the Parts or Misc Expense to enter in the flat set fee for the month. In the "invoice" you send to them, don'thave it show your Labor details; but in reports for yourself do.

For example, I will llist here a complete scenerio:

1. Create a labor rate specifically for Smith & Jones called Smith & Jones Rate - per it at $25.00

2. Create a PM for the client Smith & Jones, setting the Generate Time Span to 1 month (because you want this to generate every month)

3. Set the Threshold Time Span to 7 days (so that the workorder is generated one week before the first service date)

4. Set the Next Service Date to August 1 2008

5. You might also want to set the Desired Day of the week, if you always service them on a set day of the week.

5. For the first workorder item in this workorder, create a Scheduled Users record with a Start date/time of August 1 2008 8AM and stop date/time (this is so that when the workorder is generated, you can see yourself scheduled in the Schedule screen). And identify in the Workorder Item Summary perhaps the text "first week lawn service"

6. Create another workorder item in this workorder, create a Scheduled Users record with a Start date/time of Ausut 7th and stop date/time (this is so that you are autoamtically scheduled for the second week). And identify in the Workroder Item Summary perhaps the text "second week lawn service"

7. Create two additional workorder items, one for the third week in the month, the other for the fourth week, setting the Start date/time in the Scheduled Users for the third week and for the fourth week.

8. You also want to identfiy a flat fee of $200 for the customer. A suggestion is that in one of the workorder items in the Misc Expense subsection you enter a flat $200 charge to the customer.

9. Save the PM (Preventive Maintenance) order.

10. Now this PM will automatically generate a workorder one week before the 1st of the month, and the workorder will have those four workorder items in it with the one flat charge of $200 (see the video on PM's and details on PM's in the AyaNova 4 Help file for more info on this)

11. The first week of August when you perform the lawn service at Smith & Jones, enter into that workorder items Labor subsection the amount of hours you actually did provide selecting the rate Smith & Jones Rate. Next week do the same thing, and following weeks. Than at the end of the month, you can print out a report on this workorder to see for yoru eyes how many hours of Labor you actually provided and compare that to the flat charge of $200 you charged the customer.

This is one suggestion. Try this and let me know

- Joyce

AyaNova Sales & Technical Support

http://www.ayanova.com

Unzip, and import into your AyaNova (see AyaNova 4 Help file section http://www.ayanova.com/AyaNova4webHelp/importing_a_report_template.htm 

This JohnnyGreen Example Detailed Service Workorder with Grand Total report template with further customization, may be what you send to your customer at the end of the month. I have removed the Labor band so that it doesn't show those Labor entries you put in. You might also want to remove additonal bands (i.e. Travel, Loan, etc) as well as the fields in the Total area at the bottom (Net Travel, Net Loan, etc) that won't ever be a charge to your customer as well as edit your company name and logo etc.

Whereas for your own internal use, you might preview the Sample Detailed Service Workorder with Grand Total to see the charge you did to the customer and compare it with the actual Labor you incurred to yourself.

This is just one example, you can make and customize report templates in AyaNova to show any data from the workorders. Also as outlined in the forum section on AyaNova Printing & Report Templates we can also create and customize report templates for you - see http://forum.ayanova.com/Topic3447-100-1.aspx

- Joyce

AyaNova Sales & Technical Support

http://www.ayanova.com

	Post Attachments
	JohnnyGreen Example Detailed Service Workorder with Grand Total For Client.zip (2 views, 52.23 KB)

Yes and no. You create a PM once for the client, and use this PM to either automatically or manually generate a workorder for the client each month after. 

Another suggestion is that you make a Service Workorder Template (see http://www.ayanova.com/AyaNova4webHelp/service_workorder_templates.htm for an overview of this) that can be selected (or set as that client's default etc). Do note that by its nature a template wouldn't have any dates or times pre-entered as you may use a template at any time, so once you use the template than you go through and set Scheduled Users etc as needed.

- Joyce

AyaNova Sales & Technical Support

http://www.ayanova.com