CG Invoicer 2 - Manual
Open the application
Double-click the CG Invoicer 2 icon. An introductory splash screen opens the application.
Welcome screen
Click the OK button to go to Settings and create your default preferences.
Preferences setup
The first tab that you're brought to is the "Header" tab. Customize the information here that would be printed at the top of your invoices.
As you replace the sample information you will see the preview at the bottom of the screen update to reflect the changes.
1. Company Name and general information.
2. Change the Font, Style, and Color of the text to suit you.
3. Place your own logo (150 x 110 pixels) by copying your logo then right-clicking on the logo area and selecting "Paste" or you could right-click and select the "Insert Picture..." option which will allow you to browse to your file.
4. When finished, click the "Return" button at the top right of the screen to take you to the Client detail layout.
Client Detail layout
The Client Detail Layout is the heart of the contact management of CG Invoicer. Here is where you store all your clients' addresses, invoices, notes, email history and product history.
Client View Buttons
The buttons along the top of the Client view allow you to create new clients, delete the currently selected client, or to go to Client List view.
Client List layout
The List layout can show all clients in alphabetical order, or isolate by selecting a letter in the sort row. You can always return to showeing all clients by clicking on the "All" button.
Active/Inactive Clients
1. If a client is not marked "Active" then they will still show up in the client list view, but their name will display in red.
2. Click the "Client Detail" button to return to the Client Detail layout.
Client Detail - Address Tab
1. Name and Company information.
2. You can add an unlimited number of addresses for each client.
3. You can use the check boxes to designate if an address is a Billing and/or Shipping address. In the "Additional data to print" popup, you can select to include contact name, company name, or both.
4. Click the label printer icon to print either a billing or shipping label for the client.
5. If you need additional numbers or email addresses for your client, you can click the "Add Item" button and it will provide and unlimited number of additional items.
6. Use the checkboxes to "Mark" clients, make them active or inactive, or to mark them to add them to an "Opt in newsletter" (if you have one.)
7. In this area you can add optional information, including VAT no. (Value Added Tax), Category or SubCategory, or Type (choose from "Retail" or "Wholesale".) You can also store some notes here.
Client Detail - Invoices Tab - Details
Selecting an invoice from the list on the left will show you the details of that invoice on the right.
1. Invoice Style: Can select from "Standard", "Standard/ID", "Landscape", and "EZPay". The Standard/ID includes the product ID numbers on the invoice. The EZPay is a format specially designed for forms that you can find at www.ezpayinvoicing.com.
2. Print Options: Can select from "Tear off", "Product Descriptions", or both of these.
NOTE: if you combine any of the print options with either the Landscape or EZPay Invoice styles you will receive an error asking you to select a different Invoice Style. The print options are currently incompatible with these styles.
3. Terms: Can select from "Due upon receipt", "Net 30", "Net 60", etc. You can also add your own terms to the list.
4. Type: Can select from "Invoice", "Quote", "Past Due", etc. You can also add your own types to the list.
5. Create Line Item: Click this button to add Products from the products section to the invoice.
NOTES: Changing details of the product here do not change the information from the Products section.
To add a product to the product list and the invoice at the same time, on the fly, hold down the "shift" key while clicking the "Create Line Item" button.
6. Clicking on the "Item Notes" button shows or hides a notes section beneath each line item of your invoice. You can choose to print these or not.
7. The double dollar sign icon will duplicate the current invoice with a different Invoice Number.
8. To delete an invoice, simply click the red "X" located in the shaded invoice area.
Client Detail - Invoices Tab - Payment
The payment tab will reflect all payments for the currently selected invoice on the left.
1. Click the "Add a Payment" button to create a payment line item. A dialog pops up to request the "Amount" and optional "Type" and "Note" fields. On the line the current date is auto-entered with the amount.
2. Click the "Batch Payment" button to bring up a new window which will allow you to apply multiple payments to all open invoices for all active clients.
3. If you click the "Close this invoice" checkbox, it will immediately change the status of the invoice to "Closed" even if there is a balance due.
4. The "Payment Notes" field is a general space for notes for this invoice.
Client Detail - Invoices Tab - Inv. Notes
The Inv Notes section is an open section for notes for the selected invoice. There is a check box at the bottom to print the note on the invoice.
Client Detail - Invoices Tab - Defaults
The "Defaults" section allows you to customize elements of invoices for this client, such as "Terms", "Invoice Type", "Invoice Style", "Tax Rate", etc.
The default settings will apply to all newly created invoices for the client.
You can always change these settings on a per-invoice basis or modify these defaults at any time.
These Client settings will override the General settings in the preferences section.
Client Detail - Client Notes Tab
This section is a freeform notes section for your client.
Client Detail - Custom Tab
In this section you have ten fields that you can customize the title. Click on the words "Custom Text" to change the field title.
These custom titles will carry through to all clients.
Client - Email Tab
This section lists all emails sent to this client.
Clicking on the Invoice number will open a new window showing the details of the email.
Email Overview - Step 1
It is very easy to email your invoices to your clients. From the Client - Invoices - Detail section, pick from the drop-down menu what type of email you want to send, either "HTML Standard", "Inline Image", or Text Standard", then click the "Email Invoice" button.
Email Overview - Step 2
A new window will open where you can preview your email.
If you chose the HTML option, you will see HTML code that you can customize if you'd like. You can click the "Preview in Browser" button to launch your default web browser and view your invoice before you send it.
If you chose Inline Image, you will see a picture of your invoice in the body of the email (as in our example.) This image is the same as the printed version of the invoice. Note that this will only print the first page of any invoice. There is a button at the bottom right which will allow you to "Save this image to your hard drive".
If you chose Text Standard, you will see a formatted text version of your invoice as the body of the email.
If your information is correct, click the Send button.
If you should get an error message stating that the message could not be sent, check your settings in preferences.
Email Overview - Preferences
In the menu bar, go under the Navigation menu, then select Preferences from the bottom of the list.
This takes us to the CG Invoicer Preferences section. Click on the "Email" tab, then click on the "Settings" tab to enter your email account information.
If you aren't sure how to set up your account information, contact your Network Administrator or your Internet Service Provider (ISP).
Client - History Tab
The History section allows you to view all products on all invoices for this client.
If you click on the "Total Sales" button, a dialog will appear showing the total sales amount. Two buttons appear below the information: "OK" or "More".
If you click the "More" button, another dialog appears with the instructions: "Click Report to view a report of all clients total sales history."
Products Detail layout
The Products section allows you to customize an unlimited number of "Products" that you put on invoices for your clients.
1. The "Product Name" can be anything you need it to be. "Retail Price", "Description", and all other fields below are not required.
2. There must be at least one "Product ID" per product, though there can be many IDs per product.
3. "Category" is not required, but you can use it to further organize your products.
Product List layout
In Product List view, like the Client List view, you can see all of the available products. You can view "All" products or view a subsection alphabetically.
As with the Client List view, if you uncheck the "Active" box to the right, the Product Name appears in red.
You can click the "New Product" button to add to the list as well as edit the Product Names, IDs, Description, Category, and Price of all items in the list.
Product History
This section allows you to see how often and on how many invoices a particular product has appeared.
Reports
There are many reports you can run from this section.
1. This section allows you to run reports on either "All Open Invoices", "Invoices over 30 days", or "New Invoices". There is also a checkbox to "Include taxes on report."
2. This section allows you to choose a date range for a series of reports. The first option is the "Invoices for date range" button that allows you to view either "All," "Open," or "Closed" Invoices for that time frame.
The "Payment History" button will show all payments for all clients for the preselected date range.
The "Sales History" button will show all sales and which client they are attributed to through the date range. You can choose with the pop-up menu to include: "All items," "Taxed items," or "Non-taxed items."
The "Batch Process Payments" button will show you all invoices for the date range and allow you to apply multiple payments at one time.
3. This section contains two print only reports also based on the date range selected: "Product Sales Summary" and "Sales by Client." When clicking either button, a new window appears and previews the information. A few seconds later a print dialog appears.
The Product Sales Summary lists each of your products, the individual products' total sales, and then a grand total of all of the products' sales together at the bottom.
The Sales by Client will list each client and their total sales, as well as a grand total at the bottom.
4. See next section for information on the "Batch Run Invoices" button.
5. This section allows you to print standard mailing labels with your client's information on them.
Select Label Style - choose Avery "8160," "5163," or "5160" from the pop up menu.
Select Label Address Option - choose either the client's Billing or Shipping address.
Choose Labels to print - from the pop up menu, select either "All," "Marked," or "Select".
- "All" will print all clients. (The unlabeled field outlined in red in the picture will allow you to enter how many multiples of the labels you'd like to print. For example, if you have the number 3 in this field, CG Invoicer will print 3 of each label. This only works if "All" is selected.)
- "Marked" will print only clients that have an "X" in the "Marked" checkbox in list view or on their detail.
- "Select" will bring up a new window when you click the "Print Labels" button and allow you to choose multiple clients from a list.
From the label graphic, click on which label you'd like to start printing from (so you can use up those half used label sheets!)
When finished with all reports, hit the "Return" button at the top right of the screen.
Reports - Batch Run Invoices
Batch invoicing is a way to automatically create multiple invoices to multiple clients at one time.
It is a two part process.
1. When you click the "Batch Run Invoices" button from the Reports window, another window will appear with explicit instructions.
2. Once you've specially marked the invoices that you'd like to batch run, you enter the term into the highlighted box and hit the "Batch Run Invoices" button in that window.
If you'd like to cancel, simply click the "Return" button in the top right corner of the window.
CG Invoicer Menu Bar - File Menu
Under the File Menu you will find the following commands:
New Client (Mac, Command + N ; PC, Control + N)
New Invoice (Mac, Command + K ; PC, Control + K)
Close Window (Mac, Command + W ; PC, Control + W)
Page Setup...
Print... (Mac, Command + P ; PC, Control + P)
Export Records...
Import Records...
Importing Records Command Overview
To import your own records from an outside source such as an Excel spreadsheet take the following steps:
1. Select "Import Records..." from the File menu.
2. Select whether you want to import Clients or Products.
3. Locate your file to open.
4. In the Field mappings dialog match up your fields with the appropriate CG Invoicer fields. You can drag the fields on the right up and down to match the fields on the left.
5. Select which fields to import.
6. Click the button marked import.
These instructions are also online at http://cginvoicer.com/importhelp.html
CG Invoicer Menu Bar - Edit Menu
Under the Edit Menu you will find the following commands:
Undo (Mac, Command + Z; PC, Control + Z )
Cut (Mac, Command + X; PC, Control + X )
Copy (Mac, Command + C ; PC, Control + C)
Paste (Mac, Command + V ; PC, Control + V)
Clear
Select All (Mac, Command + A ; PC, Control + A)
Find (Mac, Command + F ; PC, Control + F)
Find Invoices (Mac, Command + Shift + F ; PC, Control + Shift + F)
Find/Replace
Spelling
Export Field Contents...
CG Invoicer Menu Bar - Insert Menu
Under the Insert Menu you will find the following commands:
(The following will ask you to browse to the files you want to insert)
Picture...
QuickTime...
Sound...
File...
Current Date (Mac, Command + - ; PC, Control + -)
Current Time (Mac, Command + ; ; PC, Control + ;)
Current User Name (Mac, Command + Shift + N ; PC, Control + Shift + N)
From Index... (Mac, Command + I ; PC, Control + I)
From Last Visited Record (Mac, Command + ' ; PC, Control + ')
CG Invoicer Menu Bar - Navigation Menu
Under the Navigation Menu you will find the following commands:
Client List
Product List
Reports
Batch Process Payments
Preferences (Mac, Command + ; ; PC, Control + ;)
CG Invoicer Menu Bar - Records Menu
Under the Records Menu you will find the following commands:
Delete Client
Show All Records (Mac, Command + J ; PC, Control + J)
Mark Found Records...
CG Invoicer Menu Bar - Reports
Under the Reports Menu you will find the following commands:
Open Invoices
Invoices Over 30 Days
Unprinted Invoices
CG Invoicer Menu Bar - Help Menu
Under the Help Menu you will find the following commands:
CG Invoicer on the Web
Online Manual
Enter Registration Code
Mail.It Version
FileMaker Menus