Evox Support Centre

For recruitment businesses, sales invoices are automatically generated from the time that has been keyed through timesheets. 

Generally invoices are exported in batches, normally weekly and immediately before month end processing begins. 

Pre-Requisite

Evox allows you to set your own personal preferences. For the production of Sales Invoices, we suggest that you set the following two: 

1. Click the Maintenance tab 
2. Select the Personal Preferences link under the Personal Settings heading 
3. Click the Sales Invoice heading at the top of the screen that appears 
4. Under the SI Interface heading at the foot of that page: 
   1. Tick Show all timesheet statuses in one list 
   2. Tick Default ‘Invoice by’ to ‘Date Range’ 
5. Click Save Changes 

That’s a one-off set-up – once it’s done, you won’t need to set those again. 

Generating the invoices

1. Click the Accounts tab 
2. Click the Create From Timesheets and Rechargeables link under the Sales Ledger heading 
3. Set the filters to pull back the timesheets you’re interested in: 
   1. Set the Date From/To fields to the dates of the timesheet range that you want to pull in time for 
      To make sure no historic timesheets are missed, it’s worth setting your From date well in the past.  
   2. You can use the client name and job filters to return time for specific clients if needs be 
4. Click the Apply button to return a list of all timesheets matching your criteria which are not yet invoiced 
5. If you see any clients at the top of the list with ??? in place of the client name, click this link to pull them in 
6. Select the timesheets that you want to incorporate into sales invoices (click/drag your mouse) 
   To select multiple groups of timesheets, just hold down the CTRL key at the same time 
7. Check that the options on the right are all de-selected 
8. Click the appropriate button to generate your invoice: 
   1. Create Individual Invoice(s) allows you to create sales invoices for multiple clients at once. It creates one invoice for each person/client/week combination. 
   2. Create Group Invoice collates all selected workers for a client into one invoice. It can only be run for one client at a time. 
   3. Mark as invoiced is an option to let you remove timesheets from the list without actually adding them to an invoice. This would only be relevant if you didn’t expect the cost of that time to be included in an invoice, or if the time was included manually in another invoice for some reason. 

Viewing your invoices

Once you’ve clicked the appropriate button to generate your invoices, it will show you the latest one it created on screen, but you can find them all as follows: 

1. Click the Sales Invoices tab 
2. On the line of grey sub-tabs, select Confirmed 
3. This will list all your invoices that have been created 
4. If you wish to send invoices to your clients: 
   1. Click on the invoice number on the left to open the invoice 
   2. Click the View Invoice button to view what you’ll be sending to the client (optional) 
   3. Click the Email Invoice button to email the final invoice to the client (you can use View Invoice first) 
      1. Select the To dropdown to choose your contact from the Client record 
      2. Use the CC and CC free text fields to add any other contacts that may need included 
      3. Use the Body field to set the contents of your email 
      4. Click Send to send the email 
5. The sent email will be logged on the grey Emails top at the top-right of your sales invoice 
6. Once you’re happy that all your invoices have been created (and sent out if necessary)  
   1. Click the Sales Invoices tab to get back to the main search function 
   2. Click the Confirmed tab 
   3. Select all the invoices you’re happy with 
   4. Click Mark as posted to client to move them from the list of confirmed invoices to those checked 

All your invoices can be found under the five grey status tabs, but you can also use the grey Search tab to find specific invoices after they’ve been created.