Invoice Tracking Template

I just built a sample one which you can download here. It’s a full database document with 3 forms in it for Tap Forms 5.

1. Customers
2. Orders
3. Products

The Customers form is linked to the Orders form with a One to Many Link to Form field.

The Orders form has a Table field within it called Order Items. It’s hooked up to the Products form with matching field names. You can select from the Products form which will copy the record into the Order Items table field matching the field names. You can then type in a Quantity value.

The Orders form also has 2 custom layouts for Invoices. One is in Letter size format and the other is in A4 print size format. Other than that, the two layouts are identical with some minor adjustments to the positions of the objects.

Hope you get some good use from it.

Thanks!

Brendan

I really want to see this but it just doesn’t open in Tapforms 5?

Thanks for this. I learned more by copying your examples for my template.
Regards,
Kimberley

@Kay, you can also copy it to Tap Forms and then it should appear in the Backup & Restore screen in the Tools area. You can then tap on it and then tap on the Restore button. That’ll unzip it within Tap Forms too.

Hi Heath,

The way the Order Items work is that it’s a Table field. There’s a Checkmark button beneath it that lets you select from the Products form. Tap Forms will insert a record a copy the values from the Product form into the Order Items record. So in this way, you can get what you want with the same product listed multiple times but with different quantities. It’s already designed to work that way. Now if it were a Link to Form field it wouldn’t work that way because a Link to Form field would have a reference to the Product so you couldn’t have different quantities for the same Product.

Give it a try and see if it works the way I described.

Thanks!

Brendan

Hi Heath,

Ah I see. Any particular reason for using an older version? Tap Forms 5.3.6 is the latest version. You’ll need that one to make it work right.

Thanks,

Brendan

Can I import this into the iOS version? Thank you

I figured it out, nevermind

I’d create a new form and in that form create two date time fields: one for start time and one for end time. For the start time set it with default value set to “set current date”. If you link that from your client form with a link to form field, you can add a new record and it’ll record the start time when the record was created. You can then go back to that record and if you tap on “end time” on iOS you should be able to hit save to set it to the current date/time and on the desktop there is a “now” button in the calendar popover. You could add a location field as well and on iOS setting that is generally a matter of tapping in, waiting for the fix and hit save.

Once you’ve pulled up your client record, it’s a couple of taps to create the record and then two taps to set the end time (and two more for setting location if you do that as well). This might also work with a table field as well but I personally prefer having a full form most of the time as it gives you options to link to other forms in if it makes sense (e.g. linking in client visits to particular invoices for example).

Other fields that might be interesting would be a calculation field for duration, a field for block size (15 minute increments for example) and maybe even a rate field (phone call different rate to on site different to special location appearance).

Hi Johnny,

Since the Invoice Tracking app is based on orders and products and order items, you could modify that to rename the Products form to Services. The Order Items Table field could be renamed to Services Performed.

And you could do, as Sam suggests, add a start and end time fields to the Services Performed Table field, along with the calculation field to compute the duration, which could then be used to compute the total amount. The Services Performed table would be linked as it is now to the Products form (that you rename to Services), and when you click on the checkmark button to select a service, you find a record for the service and then Tap Forms will copy the service into the Services Performed Table field. Then you set the start and end times and the duration and total amount would be computed.

Please note that if you use Time fields, the times entered should be within the same day. If you think a service might span days, then use Date & Time fields instead as that will track the day change also.

Hope that gives you an idea of how it could be used to charge based on time rather than physical products.

Thanks!

Brendan

A quick way would be to use the advanced search to filter between dates and then use the multicolumn list view to pull stuff out. If you set it to “show group summaries”, you can group by a field (product) and use that to grab the details. Numeric fields will let you set an aggregation function like total that should do what you’re after. Make sure you set up your form settings with an appropriate group by field (product again being my guess) to get the summaries otherwise it’ll use the first sort field and likely not do exactly what you want.

Hi,

I’m trying out Tap Forms to see if it will do what I need.

I’m looking to track orders I have taken from customers – and generate the orders I need to place with my suppliers.

I’m hoping to add the customer orders – then process these somehow into purchase orders for my suppliers – adding up the quantities required and scaling up to the minimum order quantities set by the manufacturer.

I’d then like a PDF purchase Order I can send to the supplier.

Is this possible?

I have downloaded the sample here but have not yet worked out how I ‘add’ a record from one area (order item) to another – in this case it would be a purchase order.

Many Thanks.

There was a similar request on consulting billing that sounds very similar that might provide some insight.

Hi Simon,

If you use the Print command in the File menu, there’s a PDF button on that screen. Click on it and then select Mail PDF.

Thanks!

Brendan

Hi Juan,

If you want a reference to fields from another form, use a Link to Form field instead of a Table field. This invoice tracking sample you’re replying to has both Link to Form and Table field examples in it.

Thanks,

Brendan

I am looking for an Invoice – Products – Clients system to printout invoices and was very excited to have found Tap Forms 5 and the Invoice Tracking Template. I downloaded and installed Tap Forms 5 trial and the invoice template and it looks to have great possibilities. In my case, I need it to create invoices for products incl. tax, with different EU tax rates mentioned, tax amount and with a discount per product. So I started to add these ‘line items’ fields to the Product page: Price Excl. VAT; VAT %; VAT amount; Price Incl. Gradually I start to understand how this works. But I really miss any guidance into the Template. Are there no instructions or tutorials for using this template? I maybe missed that somewhere. Btw I have worked with FileMaker Pro for many years.

Then, VERY IMPORTANT: I have the same problem as Timzu on Oct. 21, that is, if I print an invoice, the products table is totally empty. Unfortunately Timzu’s question has no answer yet. So how can I print the invoice including the product lines? I really hope to hear an answer, as being able to create invoices is my main purpose to use Tap Forms 5. Looking forward to a reply. Any help is most welcome. With many thanks!

I’m very glad I found this thread, I just got caught by the ‘fields not printing’ glitch. It actually took a little searching to find as you have to click Details to get the expanded dialog, then select Tap Forms from the popup and then click the required fields.

I’m actually writing this and keeping a link to the thread in case I forget in the future :)

It’s attached as a stand alone document, if you want to import it into an existing document you’ll need to open it up and then export the form templates for each of the forms and import those into your own document (you might be able to get away with exporting only a few but I’m not in a position to say that categorically for this document so it’s safe enough to just export each form as a form template and import them, Tap Forms will figure it out).