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Select your tax method.
American Sales Tax Method - Multiplies the invoice total by the tax rate to get the tax amount.
European Sales Tax Method - The tax is built into the price of each item and does not need to be added at the end of the invoice.
For the American or European methods you can select either Invoice Level or Line Item Level. Invoice Level calculates the tax on the total of the invoice, where Line Item Level calculates the tax for each line item and then totals the individual tax amounts. If you choose Line Item Level, you will have the option in Price List Maintenance to set the sales tax for each line item.
Canadian Sales Tax Method - Allows you to enter two tax rates. These are added together to get the total sales tax, while the sales tax rates show up on the invoice as two tax lines. The Canadian method is automatically set to Invoice Level, you cannot choose Line Item Level.
NOTE: Australian studios should use the European tax method choice.
Studio Preferences - Invoicing
Sales Tax Maintenance - This button will bring up a window where all sales tax/VAT rates may be entered. To add a new sales tax/VAT rate from the sales tax window, click Add. Then enter the state, city, and the sales tax as a percent. For example, 6.5% sales tax would be entered as 6.5. We recommend that you also create a 0% tax line for those sales that are tax exempt. Exit the entry window by clicking X at the upper right.
Sales Tax Maintenance
Default Sales Tax - Select the default sales tax to be used on your invoices from the list you created. Simply click on the down arrow and highlight your choice. The default sales tax can be overridden at the time of invoicing. If you've selected the Canadian method you will have two default sales taxes to select.
Tax Label - Type the sales tax label that should appear on your invoices.
Shipping Fees are Taxable - Check this box if shipping fees are taxable.
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Spectra allows you to set up your pricing structure to offer quantity discounts. Select from the options shown here to determine how Spectra will calculate quantity discounts.
If you select the first option, Spectra will use the quantity for each line and then look at the Pricing and Costs tab in Price List Items maintenance to determine if any discounts should be applied.
If you select the second option, Spectra will total all the lines on the invoice with a matching item number and use that quantity to calculate any discounts, again based on the information on the Pricing and Costs tab of Price List Items maintenance.
If you do not wish to use quantity discounts, select the last option.
Studio Preferences - Invoicing (continued)
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Most of your Spectra invoices will be connected to a session, but on occasion you will create an invoice that is not related to a session. This is called a client-based invoice. This is where you can select the price list Spectra will use for that type of invoice. Use the down arrow to select which of your price lists will be used for this purpose. This option can be changed at any time, but cannot be over-ridden at the time of invoicing.
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Use Advanced Item Detail Screen - Allows you to use the Advanced Pricing version of the Price List Items maintenance screen, which enables the Pricing and Costs tab for setting up different pricing levels, added options, added enhancements, and item cost information. See the “Pricing and Costs Tab (Advanced Pricing)" section of the “Price List Items” topic for more information.
Display Invoice Status on Invoice Screen - Use invoice statuses and display status on invoice screens.
Mask Credit Card Numbers - Masks credit card numbers on all screens and reports. All credit card information is encrypted in the database regardless of this option.
Auto-Advance Payment Due Date -
Prompt for User Credentials - Users will be required to enter credentials with the proper payments permissions in order to create, modify, or delete payments. These credentials will be recorded on the Status Notes tab of the payment and in the audit trail logs.
Default Sales Rep to Blank - With this option selected, the "Sales Rep" field will be blank when new payments are created. Turning on Data Entry Validation for this field will then require the user to select the appropriate sales rep before saving the payment. Refer to the "Data Entry Validation" topic for additional information about this feature.
Default Approx. Delivery Date - When a new invoice is created, it's given an approximate delivery date. If you don't put a number here, the delivery date is assumed to be the same day the invoice is created.
Default Shipping Fee - If you have a standard shipping fee and would like to automatically add it to your invoices, put an amount in this field.
