Invoice Statuses

An Invoice can have one of 3 different statuses:

In the list, you can tell them apart easily by looking in the status column. Those that have been exported to QuickBooks have a "QB" icon; the closed out Invoices have a "C" icon and those that are still Open have no icon.

Figure 203: A list of invoices, showing the statuses of Exported to QuickBooks, Closed and Open

Closing Out an Invoice

An Invoice must be closed out before it can be exported to QuickBooks. Closing an Invoice indicates that it is no longer in flux, that it is complete and ready to send to the Customer.

Before an Invoice is closed out, all of its elements are dynamic. For example, if a Shift is modified or removed, the totals and display of the Invoice are adjusted to reflect the changes. Once the Invoice is closed out, this is not the case. The elements of the Invoice are then "frozen", preserved as they were when the Invoice was closed out. In our example, those changes would end up being added to the next Invoice as Adjustments.

To closeout an Invoice, select it in the list and click on the Closeout Invoice button at the bottom of the Invoice (or the Closeout Invoice option in the File menu). You'll see that the Closeout Invoice button disappears and a "C" icon appears next to the Invoice in the list. As soon as the selected invoice has been closed out, Rosemark will automatically jump to the next open invoice on the invoice list.

Reopening an Invoice

An Invoice may be reopened at any time before it is exported to QuickBooks. This lets you feel free to closeout an Invoice when you think it's ready, without having to wait until you are ready to export a batch of Invoices. To reopen an Invoice, select it in the list, then click on the File menu. Choose "Reopen selected Invoice".