Setting display options

The Invoice Setup dialog's 'How to show it' panel

The Invoice Setup dialog's How to show it panel includes a number of options for further customizing what appears on the invoice.

Invoice number: TimeCache auto-generates an invoice number, but you can change it. Be sure to pick a unique invoice number. This number will appear in the invoice header unless you have TimeCache Preferences set to omit invoice numbers or override TimeCache Preferences settings on the Options panel.

Invoice date: This date will appear in the invoice header unless you have TimeCache Preferences set to omit invoice dates or override it on the Options panel.

Title: The title will appear in the invoice header.

Layout: Use the default report layout, or choose a saved template from the Layout popup menu. TimeCache shows all saved invoice layouts and client report layouts that are of the same "summarized" status (see below).

If you want to show charges summarized by billing category instead of a detailed report that includes every entry that meets your criteria, click Summarize to check it. In a summary, the hours and charges of all specified entries are combined for each billing category into a single invoice entry.

Sort by: Choose an option from the Sort by popup menu to specify the order for sorting entries for each project/matter in the invoice. There are four options. Date and Billing category sort entries by date or billing category. Show expense entries first shows all expense entries, then all time entries. Show time entries first shows all time entries, then all expense entries.

Subtotal: If you select Date or Billing category from the Sort by popup menu, TimeCache enables this checkbox. Checking it tells TimeCache to show a subtotal for each group of common date or billing category entries.

Subtotal time and expenses: This checkbox is enabled when one of the "show first" options is selected in the Sort by popup menu. Checking it produces subtotals of time and expense entries.

Project descriptions: Choose whether or not you want to include project descriptions from the Project descriptions popup menu. Choose Don't show if you do not want to include project descriptions. Choose Show with labels or Show without labels depending on whether or not you want TimeCache to label the description.

Job/PO#: Choose options for adding Job numbers and PO numbers to the lines in the body of the invoice that identify the name of each project. From the popup menu on the left, you can choose None to not add either, Job numbers to show only job numbers, PO numbers to show only PO numbers, Job/PO numbers to show Job numbers and PO numbers in that order, or PO/Job numbers to show PO numbers and Job numbers in that order. From the popup menu on the right, you can choose to show whichever combination you choose either: After Project name to place the additional information after the Project names, or Before Project name to place the additional information before the Project names.

Invoice description: This is a short identifier that will appear in the listing for this invoice in the Invoice panel. TimeCache suggests one that consists of the client and project name. You can change it to something more meaningful.

Summarize: Checking this checkbox tells TimeCache to combine entries by billing category. Choosing this option eliminates dates and notes. If you save a layout for a summarized invoice, it cannot be used with a detailed (non-summarized) invoice, and vice-versa.

Include retainer activity total: If you use TimeCache's retainer billing features, you may want to include retainer totals in the body of the invoice. To do so, check this checkbox. This adds two lines to the invoice, showing:
  1. The total for entries with a retainer billing category for projects included in the invoice
  2. The balance of items charged to retainers on those projects remaining (i.e. the total minus the total of items charged to the retainer)