docs/docs/index.md

@@ -1,8 +1,8 @@
 # Welcome to AyaNova QBI
 
-QBI is used to share data between AyaNova and QuickBooks *desktop* edition
+QBI is used to share data between AyaNova and QuickBooks _desktop_ edition
 
-This online manual provides information on configuring and using QBI. 
+This online manual provides information about configuring and using QBI.
 
 It is recommended to familiarize yourself with the AyaNova program before using QBI - refer to the [AyaNova Help file](https://ayanova.com/docs) for details.
 

docs/docs/invoicing-howto.md

@@ -4,7 +4,7 @@ Once you have completed [setting preferences](install-preferences.md) in QBI and
 
 When QBI is started, unless there are errors or missing settings it will by default show a list of work orders available to be invoiced:
 
-![main workorders ready to invoice](img/main-work-order-list.png)
+![main Work orders ready to invoice](img/main-work-order-list.png)
 
 ## Problem work orders
 
@@ -94,7 +94,7 @@ If you simply want to select _all_ rows you can click on the header row selector
 
 ![select all rows](img/main-invoice-grid-select-all.png)
 
-Problem work orders will not be attempted to be invoiced even if selected.
+Problem work orders will not be attempted to be invoiced even if selected so it's acceptable to simply select all Work orders regardless of their status and invoice them out, the problem ones will be ignored.
 
 You have two choices when invoicing you can invoice out one Work order per Invoice or combine multiple work orders for the same Customer into a single invoice per Customer:
 
@@ -118,7 +118,7 @@ QBI will create one Invoice for each work order that is ready for invoicing.
 
 ## No invoiceable work orders found
 
-If QBI doesn't find _any_ Work orders ready to Invoice you will instead see the "No invoiceable workorders found..." display:
+If QBI doesn't find _any_ Work orders ready to Invoice you will instead see the "No invoiceable Work orders found..." display:
 
 ![main No invoiceable work orders found](img/main-no-invoiceable-workorders.png)
 
@@ -134,3 +134,83 @@ Work orders will be available and displayed if they have:
 QBI doesn't keep a live connection to AyaNova so if you make changes in AyaNova to work orders so that they will meet the requirements above, you will need to tell QBI to check AyaNova again for those work orders by using the "Refresh invoices" menu item:
 
 ![main menu refresh invoices](img/main-menu-invoice-refresh-invoices-item.png)
+
+## How specific items are handled when invoicing
+
+### Taxes
+
+QBI does not and can not use the tax code selected in your AyaNova service workorder billable items.
+
+QBI does not import or export tax codes between AyaNova and QuickBooks
+
+An invoice in QuickBooks created by QBI for an AyaNova service workorder billable items uses the tax codes set up for the QuickBooks Customer itself (i.e. Customer) and doesn't refer in any way to the tax code selected in the AyaNova service workorder.
+
+If an invoice in QuickBooks has an incorrect tax code or codes, check what is set for that QuickBooks Customer.
+
+### Parts
+
+A part in an AyaNova workorder that is serialized will have the AyaNova part's serial number display under the invoiced part in the QuickBooks invoice.
+
+The Description field from a part in an AyaNova workorder will now also display under the invoiced part in a QuickBooks invoice unless it is empty or contains the exact same serial number of that in the Serial Number field in the workorder's part.
+
+### Travel and Service rates
+
+AyaNova QBI will take by default the AyaNova Service Rate's or Travel Rates Retail Charge price no matter what is the Rate set for the linked item in QuickBooks.
+
+This is because a large majority of users will have multiple AyaNova rates all at different retail prices linked to one QuickBooks item that is used for billing out service.
+
+You are not notified if there is a discrepancy between the AyaNova rate's Retail Charge and the linked QuickBooks item's Rate.
+
+### Expenses
+
+AyaNova QBI will use the QuickBooks item [selected in Preferences](install-preferences.md#expenses) as the item to use when billing Expenses.
+
+AyaNova QBI will take the AyaNova service workorder Expenses Charge Amount price no matter what is the Rate set for the linked item in QuickBooks.
+
+You are not notified if there is a discrepancy between the AyaNova service workorder Expenses Charge Amount price and the linked QuickBooks item's Rate.
+
+Also note that QBI takes the Charge Amount only, as QBI does not transfer the taxes identified on service Work orders.
+
+The Charge Amount is transferred to the QuickBooks invoice, and the default tax as set in QuickBooks is applied. Therefore ensure that the tax setting in QuickBooks for the Expenses is set correctly - or edit the invoice after QBI creates it - or for future charges, edit the QuickBooks item tax setting default.
+
+### Outside service charges
+
+AyaNova QBI will use the QuickBooks item [selected in Preferences](install-preferences.md#outside-service) as the item to use when billing Outside services.
+
+AyaNova QBI will take the AyaNova service workorder Net price no matter what is the Rate set for the linked item in QuickBooks.
+
+You are not notified if there is a discrepancy between the AyaNova service workorder outside service Net Amount and the linked QuickBooks item's Rate.
+
+Also note that QBI takes the Net Amount only, as QBI does not transfer the taxes identified on service Work orders.
+
+The Net Amount is transferred to the QuickBooks invoice, and the default tax as set in QuickBooks is applied. Therefore ensure that the tax setting in QuickBooks for the Outside services is set correctly - or edit the invoice after QBI creates it - or for future charges, edit the QuickBooks item tax setting default.
+
+## What happens when QBI invoices
+
+### QBI display screen
+
+The listed billable Work orders will no longer display in the list as they have now been invoiced.
+
+![main No invoiceable work orders found](img/main-no-invoiceable-workorders.png)
+
+### In the QuickBooks invoice
+
+Workorder header descriptive text (if applicable) is placed before any charges
+
+Billable items for that service workorder are then listed
+
+-   Parts are listed first followed by Service, Travel, Expenses, Loans and Outside Service charges.
+-   If multiple workorder items with the same parts or labor etc, all billable items are billed out individually.
+
+    For example, if billing out the same labor rate in multiple workorder items in the same workorder, each billable amount per labor item is listed separately
+
+Additional Descriptive Text set in QBI is then listed for that service workorder (if set to use Descriptive Text)
+
+If multiple Work orders are billed on the same invoice, than the next workorder billable information is listed starting with workorder header descriptive text if applicable and so on as above
+
+### In the AyaNova service workorder:
+
+AyaNova service workorder(s) have the following fields updated
+
+-   Workorder Status in the workorder header area is updated to the status set in Preferences for Post billing workorder status
+-   The Invoice #: field is filled with the QuickBooks invoice number

docs/mkdocs.yml

@@ -39,13 +39,6 @@ nav:
   - 'Descriptive text': 'invoice-descriptive-text.md'
 - Invoicing:
   - 'How to invoice': 'invoicing-howto.md'
-  - 'Taxes': 'invoicing-taxes.md'
-  - 'Parts': 'invoicing-parts.md'
-  - 'Rates charges': 'invoicing-rate-retail-charges.md'
-  - 'Expenses': 'invoicing-expenses.md'
-  - 'Outside service': 'invoicing-outside-service.md'
-  - 'Single vs multiple': 'invoicing-single-vs-multiple.md'
-  - 'What happens when invoicing': 'invoicing-what-happens.md'
 - Appendix:  
   - 'License agreement': 'license.md'