DSM Instructional – Billing Basics

These instructions cover basic billing in DSM.

Billing in DSM is relatively simple.  Go to either the billing button on the main screen, or the menu option under billing called “billing.”  You will see the following screen:

Now, notice the highlighted area.  This is the invoicing delay that can be defined in the company configuration.  By default, it shows a few days ago.  The reason for this is because you don’t want to see everything, including today’s work because most likely you don’t have job tickets entered yet.  You can change it in the company configuration or simply change the date here, then click REFRESH LIST to see more.

 

For this example, we’ll change the date to reflect prior items in our instructional.

With the new date range in place and a refreshed list, you will see other items shown here:

Highlighting any job will show a billing status below.  In our case, the job is CLOSED/COMPLETED and the JOB TICKET has been entered.  This means that you can bill it right now.   We’ll do that shortly.

 

Shown here are other jobs and their status.  You can highlight a job and see its details.

Keep in mind that you can control your jobs or job tickets from this screen too.  There is no need to go back to the schedule because every single thing in your system is actually on the billing screen.  The billing screen can almost access everything in the system and is the most powerful screen in DSM.

 

Let’s get back to billing and get that job billed out.

At the billing screen, highlight the job you want to bill, then click the button below entitled “Generate Invoice for Highlighted”

You may also click the “Generate invoice for all ready” button.  This button would run the invoicing process for any job on your screen with a JOB CLOSED, READY TO BILL STATUS.  They are shown with the Red & White Asterisk Icon on the left side of the screen. 

 

Click Generate Invoice for Highlighted and you will see the following screen:

You can choose your invoice date and the starting number if you wish.  The system automatically numbers invoices for you but you can change it.

NOTE:  If you check the “preview invoice to screen” option, it will not generate an invoice.  It is only a preview.

Click OK and in the upper right hand corner of the screen you will see:

 

And be brought to this screen:

This is the Print / Email Invoices screen.  It can be accessed at any time by going to the menu option Billing > Reprint invoices.

In truth, it is not necessary to do anything here.  You can close it if you wish.

If you want to print the invoices you just generated, simply select a print option above and print it.  If you print invoices they will disappear from this screen and may be reprinted by selecting a date option at the top and a batch on the left.  Batches show up with a date & time format on the left.

Notice that you have 2 Sections here.  The upper section is for those customers who have elected to receive a printed invoice.  The lower section is for those that chose to have an emailed invoice.  This is an option you can change on the customer screen.  Also note that if you email a customer an invoice, it shows up in the customer email log too!

Invoices are very basic but may be modified at any time to include your logo or other pieces of information.  Contact support to learn more on this process.

 

When you’ve printed your invoices, you are brought back to the main billing screen as before.  Click Close.

 

Reports

Let’s see what we’ve done now.  Go to Reports > Accounting reports > Invoices > Invoice List.

Simply click REPORT at the bottom for now.  You may of course select many other options here but let’s just see where we are.

Remember, at the bottom of ANY REPORT in DSM, you can send it to numerous locations.  E.g.  Printer, email, export to files. 

 

Next, go to reports > Accounting reports > Sales by Product Codes  (those are your invoice items)

Pick your date range and click Report.

This report shows you what you’ve billed by item with totals.

 

 

Next, we’ll look at the sales tax we billed. 

Go to reports > accounting reports > Sales tax > sales tax billed.

Pick a date range and click REPORT, you will see the following:

 

Next, go to accounting reports > Outstanding Balances and you will see this screen. 

Simply run your report and see your outstanding balances (aging report)

 

Finally, we’ll see some times for your employees.

Go to Reports > Timecard Reports > and Timecard Detail.  You will see this screen.

It defaults the dates to the work week but you can change them any time you like.  For now, just click REPORT and you will see this screen below:

 

Another helpful report that shows utilization of your employees is the employee job & day rate report.

Go to Reports > Job Reports > Employee Job & Day Rate report.  You will see this below:

Pick a date range and click REPORT.  You will see this report.

 

Keep in mind there are many other reports in the system that will give different pieces of information but what we’ve shown you here is the most used items in DSM.

 

 

End of document.