There you can also set the conditions for all the different document types, e.g. "Thank you for your business. Payable until…"
Your Licenses are listed in the GrandTotal/Licenses menu. From there you can buy an upgrade.
Once you have purchased and activated an upgrade License you may delete the old one.
Additional fields can be used in your layouts. The same fields are added to all of your clients as well
The format of the client number and the current counter can be changed here. (Counter shows the number the next client will get)
The payment terms are copied to newly created clients and my me changed there individually. In addition you can set custom terms while sending an invoice.
Invoices not being paid within this terms are marked as due. When the date passes the value in the second field they become overdue.
For each payment type you can define own conditions. Those appear at the end to the invoice
The numbering of invoices can be customized as well
The conditions are shared for all estimates
Here you can setup your additional document types and their conditions.
In this section you define the contents of an E-Mail for the various document types.
In case you are using stationary paper for printed invoices you may add backdrop for mailed documents here. (Don't use backgrounds in your layout then).
Following mail clients are supported:
Base: The directory where all the documents are saved in.
Folder: The sub directory in which the documents are saved. (use "/" between the elements to create further sub directories)
File name: The name of the document.
The tax groups are assigned to the item groups.
⚠Once used in a sent document taxes can't be changed anymore.
In case taxes are being raised or lowered over time you have to create a new tax group. This group needs to be assigned to the item groups.
* Ask your tax adviser in case of questionsYou may add an exchange rate relative to the default currency. This will be used to covert rates when changing the currency of a document and to calculate the values in the dashboard to your native currency.
Define the conditions for the different payment types in Preferences/Invoices
Using rules you can declare what item groups should be used for the items. If there are no rules the default value of your item groups is applied.
When adding an online timer service it will be added to the Overview screen.The language menu allows you to set the interface language of GrandTotal. This does not affect your layouts.
Entries archived in Timings will not appear in this list
Mite accounts saved in your keychain are listed automatically. You can add accounts in Preferences/Work time
Entries archived in .mite will not appear in this list
In "Date range" you may summarize you data in various ways. Use "File/Export" to save CSV files.
If the document is still a draft you can edit the layout. More on layouts
If you add a payment before sending the invoice it is considered as a progress payment (Date of the payment is earlier than the date of the invoice)
If you get a Deposit from a client you add this to the top hierarchy of the documents. If you drag this payment on an unpaid invoice later it will be assigned to the invoice.
Using multiple selection you can select which item should appear on the account statement.
In account statements the layout placeholder <quantity/> is replaced with the date of the invoice/payment
In case you need layouts in multiple languages you need to create a separate layout for each language.
⚠ Usage: this number shows you how many times a layout has been used. This also counts how many times this layout is assigned as default in client settings.Additional pages can be used to append extra pages. E.g. terms of service.
⚠ The sections are only used if needed in a document. There is no need to delete fields in unused sections.
⚠ If you use discounts on items you need to add the <discount/> placeholder.
⚠ Quantities (<quantity/> ) are automatically formatted as duration when the unit is "h". Use the <qty/> placeholder to always show decimal values.
Lists
Clients, catalog items and listsin the reports section can be exported as CSV files. Menu File/Export.Documents
Layouts
For drafts you will see a warning in the print dialog. Drafts are not intended to be sent to the client. Use the "Send" button for this.
This works with documents as well. After copied you can paste them in the list of another client.
Duplicate items and documents using ⌘-D.
All documents are drafts after creating them. As long you don't have sent them they don't have a send date and can be edited.
In the preview you will see a red question mark instead of send and due dates. Those will be replaced with the actual dates after hitting the send button.
Net: The prices of the items don't include taxes. Tax will be added at the end of the document.
Gross: Tax is already included in the items. Taxes are declared a the end of the document
Payments are always a part of the gross amount and have no net value
Save your stationary template as a PDF and add it as backdrop to Preferences/Mail. This background will be added to all documents you send by mail.
Europeans will get a DD.MM.YYYY date while americans will see a MM/DD/YYYY format. German recipients get a comma as decimal separator, while swiss have a period.
There are two different kind of discounts in GrandTotal.
One is on a single item. This is deducted directly from the item itself. Your item section in the layouts table needs to contain the <discount/> placeholder to display the discount.
The global discount entered below the items affects all items. (Including the ones already having an individual discount). This discount will be shown in separate line after the net section.