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Income

VAT/GST Tax Guide

Value Added Taxes (VAT) or Goods & Services Taxes (GST) are consumption taxes collected from your customers and taxes paid to your vendors. You can define an unlimited number of VAT Tax Groups to ...
Customer List

The primary place to view customers is Income -> Customers. You can search for customers and export a customer list by clicking the Export button. You can also export a customer list that can be us...
Invoice Number Override Add-On

If you'd like to override the invoice number that is generated for a given invoice, you can turn on the Invoice Number Override add-on (Tools -> System -> Add-ons). When saving an invoice you'll...
Email Invoices

You can email invoices a few different ways. Open the invoice by clicking the Invoice # in Income -> Invoices. Click the Email button at the top of the page. When you email an invoice, an Invoice ...
Orders Received Report Vs. Customer Item Order History Report

The Orders Received report shows all fulfillment and service orders that have been entered in the system. These can include orders that don't have inventory items on them, for example service orders w...
Invoice & Email When Shipped

You can set a customer to Invoice and Email when an order is shipped by editing the customer via Income -> Customers. Click the Edit tab after selecting a customer. Under the Invoicing section clic...
Delete an Invoice

In order to delete an invoice, you must first void any payments that have been applied to the invoice:   Income -> Payments -> Void Payments or click the invoice number in Income -> Invoices,...
Email Statements

You can email statements from NolaPro by going to Income -> Reports -> Billing -> View/Print Statements.  Check the box labeled Send Email. You can set up email templates for the statements b...
Barcode Scanner

To use a barcode scanner all you need to do is place your curser in the field where scanned info should go, and then scan the barcode to insert the barcoded information. For example, scanning a barcod...
Sales Tax Report - Voids

If you would like to have voided invoices factored in when running the sales tax report (Income -> Reports -> Billing -> Sales Tax Report), check the box labeled Include Voided Invoices.  Voi...
Duplicate Invoice GL Entries

Why are there duplicate GL entries for some of my invoices? Whenever you edit an invoice, it makes a reversing set of entries to back out the original invoice amounts, and then it creates a new set of...
Invoice Notes and Invoice End Notes

There are a few different options for notes that will appear on invoices, or for notes that you want to keep internally about invoices. Default Invoice Note - You can set a standard note that will be...
Process credits to a credit card

You can void a credit card payment by going to Income -> Invoices and clicking to edit the invoice with the payment you'd like to cancel. In the Payment Detail section, click Void Payment for the p...
Shipping Charges

When does the Shipping Charge for shipped Fulfillment Orders (Income -> Shipments -> Ship Order) eventually hit the GL Accrued Shipping Liability account (Admin -> Billing -> General Setup...
Print Multiple Invoices at Once

You can generate a PDF containing multiple invoices by going to Income -> Reports -> Billing -> Reprint Invoices. You can select a date range of invoices to include and also narrow down the i...
Print Invoice without Customer ID Number

If you would like your invoices to print without the Customer ID number, turn on the setting Admin -> Billing -> Company Options -> Formatting -> Invoice Format -> Hide Customer Number.
Missing or incorrect image error when printing invoice

If you receive an error similar to: FPDF error: Missing or incorrect image file: uploads/graphic_big1.jpg, please make sure Apache has write access to the nolapro/uploads folder. Similarly, if you rec...
Search Invoices by Notes

To search for invoices based on notes you have entered or line item descriptions, go to Income -> Reports -> Billing -> Summary of Invoices. In the Filters section enter in search text for th...
Recurring Billing with Payment Plans

If you'd like to set up recurring billing for your customers, then you'll want to check out our payment plan module. Go to Income -> Payment Plans and click on New Plan to enter in the details for ...
User Is This Salesperson

When editing a user with Admin -> System -> Users you can link the user to a salesperson so that when the user creates orders and invoices, they will be the default salesperson for the orders an...
Create Credit Refunds/Invoices

If you'd like to refund a credit balance invoice for a customer, go to Income -> Payments -> Refund Credit. You can search by customer, and the a list of credit balance invoices for the customer...
Change US States to a List of States for My Country

You can modify the list of States/Provinces/Departments/Regions/Territories by going to Admin -> System -> States.
Can I Apply Sales Taxes by Item?

Yes. Go to Admin -> Billing -> Sales Taxes. Click on General Sales Tax Info. Click the option Select Which Taxes Apply To Each Item for the setting How to Apply Taxes on Invoice Order Items. Thi...
Charge POS Tax According to "Ship To" Address.

The POS system will use the taxes set up in the Admin -> Billing -> Sales Taxes -> General Sales Tax Info -> Sales Tax District For Walk-Ins section. You can set up separate tax groups per...
Order Shown as Open When Billed

If an order is not showing as complete when shipments on the order have been billed out, the order may not have been marked complete during the last shipment. Open the order and click the Ship Now but...
Invoice Layout

You can customize the invoice layout by going to Admin -> Billing -> Company Options -> Formatting -> Invoice Format. There are several options available to show or hide various info and c...
Sales Report by Salesperson

You have a few options for viewing sales info by salesperson. 1) You can run Income -> Reports -> Billing -> Summary of Invoices and for Order By choose Salesperson. This will give totals by ...
Invoice Date and Format

There are a few different layouts and date formats available for invoices and statements. To pick a format go to Admin -> Billing -> Company Options and click the Formatting tab. Select your pr...
Cancel Credit Memo

To cancel a credit memo you will first need to void the refund payment, if a refund has been issued for the credit invoice. Go to Income -> Payments -> Void Payments. Select a time period in ord...
Enable/Disable Automatic Invoice Emails

You can toggle on or off automatic invoice emails on a per-customer basis by using the Email When Invoiced option when editing a customer (see the Invoicing section). You can create an email template ...
Salesperson vs. Service Rep

The Salesperson for a customer will be assigned by default to new quotes, orders, and invoices unless a user is linked to a salesperson. In that case the quotes, orders, and invoices entered by that u...
Salesperson Commissions

Commissions can be calculated on invoices for salespeople using the following methods (see Admin -> Billing -> Company Options -> Defaults -> Default Commission Method):

Customer ID

The customer ID field is auto-assigned and cannot be changed. You can however set a custom Customer Code. You can then search by Customer Code in any customer auto-complete boxes in addition to the cu...
VAT Tax Payable and Receivable

Value Added Taxes (VAT) or Goods & Services Taxes (GST) are consumption taxes collected from your customers and taxes paid to your vendors. You can define an unlimited number of VAT Tax Groups to ...
UPS WorldShip

If you have a hosted version of NolaPro, you can turn on access for a WorldShip computer to access your NolaPro database by going to Admin -> System -> System Settings -> UPS WorldShip -> ...
Remove Customer ID From Invoice

If you would like your invoices to print without the Customer ID number, turn on the setting Admin -> Billing -> Company Options -> Formatting -> Invoice Format -> Hide Customer Number.
RMA vs. Item Returns

Income -> Invoices -> Item Returns and Income -> Orders -> Fulfillment Order -> Process RMAs are very similar as they both result in returning items to inventory and giving credits to c...
Canadian Sales Taxes

Example: I am in Canada and have a provincial tax (PST) and a federal tax (GST). I need the ability to set the tax level on products and customers where a product could require PST and GST, but a cust...
Several Credit Card Accounts - Filter by Type

If you have more than one credit card processor, and you'd like to be able to see transactions listed with the account they are from, you can go to Income -> Reports -> Billing -> Credit Card...
Invoice Start Number

You can set the starting invoice number by going to Admin -> Billing -> Company Options -> Defaults -> Invoicing -> Next Invoice Number. This number will only be used if it's higher tha...
Edit Invoice

If payments have been applied to the invoice, you will need to void the payments first before editing. When viewing an invoice click the Void Payment link for any payments on the invoice in the Paymen...
Top 10 Most Profitable Customers

This report pulls the price and cost from invoices in the last 30 days and groups them by customer. The 10 customers with the highest profit are displayed.  You can view this dashboard report by going...
Add a Payment Type Designation

Payment types are not currently editable. The types that are available are Cash, Check, Credit Card, and Other. ACH/EFT payments will be designated as Other. If you'd like to enter payments that are n...
Customer Terms and Invoice Due Dates

You can have the system automatically calculate due dates for invoices by setting up due date calculations in customer terms. You can edit terms by going to Admin -> Billing -> Invoice Terms. If...
Correct or Cancel Offline Credit Card Payment

If you need to change the date or amount of a credit card payment, you will need to void the original payment via Income -> Payments -> Void Payments. If it is not feasible to void the original ...
Attached Files on Invoices

Customers are not able to view files that you have attached to invoices via View/Upload Delete - Invoice Files. If you'd like to add PDF pages that will always print with invoices, orders, and quotes ...
Barcode on Invoices

The barcode on the invoice contains the invoice number. You can hide the barcode on the invoice by turning on the option Admin -> Billing -> Company Options -> Formatting -> Invoice Format...
Re-Post Invoice

If you are editing an invoice outside the POS system, you will need to click the Post button after you have saved changes to the invoice. Clicking the Post button will also save the invoice, so you ca...
Void Refund Credit Check

To void a customer refund, go to Income -> Payments -> Void Payments. Enter the date of the check, or a date range wide enough to include the check, and the customer to whom the check was writte...
Stop Payment Plan / Edit Payment Plan

You can edit payment plans by going to Income -> Payment Plans. Click the Plan Number for the plan you'd like to modify. Click Save when done making changes. Any changes made will only apply to fut...
Edit Sales / VAT Tax

You can add and edit sales taxes individually by going to Admin -> Billing -> Sales Taxes. Be sure to enter values for Tax District Name, Tax Rate, and GL Account for Tax Collected. By default, ...
Add a New Sales Tax

You can add and edit sales taxes individually by going to Admin -> Billing -> Sales Taxes. Be sure to enter values for Tax District Name, Tax Rate, and GL Account for Tax Collected. By default, ...
General Sales Tax Info

To modify General Sales Tax Info go to Admin -> Billing -> Sales Taxes -> General Sales Tax Info. You can tweak the following settings.1. How to Apply Sales Tax to Invoice and Order Items: Yo...
PayPal Payments Received

There are a couple options you can use to record payments from PayPal. When entering payments (Income -> Payments -> Enter Payments), you can set the Payment Method to Other. You can create a Ma...
Refund Shipping on RMA

To refund shipping charges when generating an RMA, create the RMA as you normally would do via Income -> Orders -> Fulfillment Order -> Process RMAs. Then do the following: Create an RMA Mis...
Apply Late Fees - Calculate Interest

You can set up broadly how late fees or interest charges are added to invoices by modifying the settings Charge Interest How, Days After Invoice Date To Charge Interest, Invoice Interest Rate per Mont...
Batch Process for Printing Invoices

You can print or email invoices in groups or batches by going to Income -> Reports -> Billing -> Reprint Invoices. You can select certain invoices to include in the batch in the Select Specif...
Signature Pad

NolaPro does not currently have built-in integration with signature pad hardware to store electronic signatures, but NolaPro does integrate with DocuSign to handle electronically signing documents. Yo...
Bank Deposit Slip PDF

You can have the system generate a bank deposit slip PDF that can be printed on preprinted deposit forms or printed on blank stock. To activate this feature go to Tools -> System -> Add-ons. In ...
Credit Invoice

Credit invoices can be: Used as payment against other invoices for a customer through Income -> Payments -> Enter Payments. The Amount box can be set to 0 on the initial page. Enter a negative p...
Override Price

When you see (Override Price) on an invoice line item, this is because the price for a line was set specifically as a total and not as a per unit price. For these cases the unit price is calculated fr...
Add Letter to Invoice Numbers

You can set the starting invoice number by going to Admin -> Billing -> Company Options -> Defaults -> Invoicing -> Next Invoice Number. This number will only be used if it's higher tha...
Receivables Aging Report (Details)

The Aging - Details report shows your outstanding customer invoices bucketed by how far past due they are, so you can see who owes you and how overdue each balance is. Open it from Income -> Report...
Invoices by State Report

The Invoices by State report summarizes invoices grouped by the customer's state, useful for geographic sales analysis and state-level tax review. Open it from Income -> Reports -> Billing ->...
Payment Report (Billing)

The Payment Report lists customer payments received over a date range, so you can review and reconcile money taken in. It offers extensive filters — by payment method, source, customer, sales category...
Reprint Invoices

Reprint Invoices lets you find and reprint previously created invoices — useful for re-sending copies to customers or producing a batch of printed invoices. Open it from Income -> Reports -> Bil...
Sales Profitability Report

The Sales Profitability report analyzes the profitability of your sales/orders over a period — revenue against cost — so you can see where your margins come from. Open it from Income -> Reports -&g...
Job Budget Variance Report

The Job Budget Variance report compares budgeted amounts against actual costs for a job, broken out by cost code and GL category. For each category it shows the Vendor Bill, Item, Labor, and General b...
Incomplete Shipping Addresses

This tool finds customer ship-to addresses that are missing required fields and lets you correct them in bulk — useful for cleaning up shipping data so labels and carrier integrations work correctly. ...
Sales Regions and Region Sales Summary

This area lets you manage sales regions and their territory assignments, and run sales summary reports filtered by region. Open it from Income -> Reports -> Billing -> Region Sales Summary. ...
Sales Territories and Territory Reports

This area lets you manage sales territories and their ZIP-code assignments, import territories in bulk via CSV, and run territory-based sales reports — including Territory Account Performance and Terr...
Accounts Overdue Report

The Accounts Overdue report lists customers with past-due balances, so you can prioritize collections. Open it from Income -> Reports -> Billing -> Accounts Overdue. Run the report to see ov
Credit Hold Report

The Credit Hold report analyzes customer balances against their credit limits so you can see which customers are at or over their limit and may need to be placed on credit hold. Open it from Income -&...
Billed Items Report

The Billed Items report shows all line items billed to a selected customer, optionally within a date range. Use it to see every product and service line a customer has been invoiced for, so you can re...
Summary of Invoices Report

The Summary of Invoices report is the flagship AR invoice report. Use it for daily, weekly, or monthly invoice summaries, profitability by customer or salesperson, GL roll-ups, returns analysis, voide...
Daily Close Report

The Daily Close report summarizes a day's invoicing and payment activity for end-of-day close and reconciliation. Totals can be grouped (for example, payment types by cost code). Open it from Income -...
Daily Sales Inquiry Report

The Daily Sales Inquiry report shows sales activity for a chosen day, letting you quickly review what was sold and invoiced. Open it from Income -> Reports -> Billing -> Daily Sales Inquiry. ...
How to Create a New Customer Invoice

A customer invoice is the document that records what a customer owes you for goods or services. NolaPro builds it through a three-step wizard: first you pick the customer and invoice date, then you en...
How to Enter a Customer Payment

Entering a payment is a two-step process. On the first page you identify the customer and describe the payment itself: the amount, how it was paid, which deposit account it lands in, and the date rece...
How to Set Up Recurring Billing with a Payment Plan

A payment plan is a template invoice that NolaPro re-bills on a fixed cadence — daily, weekly, monthly, quarterly, yearly, or a custom number of days. Use it for subscriptions, retainers, financing sc...
How to Batch Reprint and Email Invoices

Reprint Invoices pulls a set of posted invoices and lets you print them all as one PDF or email them all to their customers at once. You choose the set either with filters (date range, invoice-number ...