The Ledger Lowdown Time Saver: Add Charges and Invoices to a Group
I just replied to a forum post for a customer asking how to quickly add invoices to almost 50 clients and thought this would be a good topic to also cover here. If you have the same invoice or charge to add to a large group of clients, there is no need to manually go through each one; instead add transactions to a group.
The only hitch is that you need to create a query for the clients to add the invoice. No need to worry if it's random clients; make sure you mark the Preview clients before invoices are added checkbox on the Add Invoices to a Group screen. This will allow you to unmark the clients you do not want to add the invoice to.
Before you begin this process, here is a disclaimer that may save your life... well at least a LOT of manual data entry:
Make sure you have a valid backup of your database. This is strongly recommended because the only way to reverse a global process is to either manually correct each record or restore to a backup.
Ok, so now let's get started saving you data entry time:
- In Records, create a new or open an existing charge or invoice to add to the group.
- Select Transaction, Add this Invoice to a Group of Clients from the menu bar.
Note: If you created a new charge or invoice, you will need to save the record before the options will be available.
- Click browse
in the Add this invoice to clients in this query field.
- Click Find Now and select a query, or click Add a New Query.
- Mark the Preview clients before invoices are added checkbox and mark the other options as appropriate.
- Click Add Invoices Now.
- On the Preview Clients screen, mark or unmark the Include checkbox for each of the clients listed.
- Click Add Invoices Now.
That's it; you're done in less than half the time!
I also wanted to get your opinion about the structure of these posts. Do you guys like the process stepped out, or do you prefer the quick and dirty explanation? Leave a comment and let me know.
Talk to you soon!