Add Invoice
There are 2 ways to enter Tow Invoices in Tracker, through Dispatch and in Add. When opening the Add Invoice screen, you are prompted for the Invoice Number (this must be a unique number). The Invoice Number will be the number that your driver used out of a Ticket Book (if you use the Ticket Number option in the Default Setup section, this number is filled in automatically). Next you are asked for the Date, if it is for today's date you can just press <tab>. Now enter the information that you have for that tow as it appears on the screen (you can enter as much or as little as you like but more is better). The key to fast entry of Invoices is the use of Short Codes . There is a Short Code for most of the fields on the Invoice.
 

When the information on this screen is completed, click on the Detail / Page Down button, or use the Page Down key to finish the Invoice. This screen is where all of the Pricing information is stored.
 
Start by entering the Truck and Driver Codes for the Invoice (truck and driver codes can be accessed in the same manor as Short Codes ).
 
Next enter the Tow Type Code for this Invoice and press <tab>.
 
The Requested By line is for the Account Code of the company that the Invoice is generated for (who is asking for the tow). You always want to use the Account Code so that the Invoice is placed in the correct account for billing purposes. Tracker will use the Account Code in conjunction with the Tow Type to automatically price the Invoice using the rates you setup in the Account File.
 
The Location line is for the location you are going to for this call.
 
The Destination line is for the destination that you are taking this vehicle to. If you are bringing the vehicle into your storage yard, enter the name of your yard, then check the box next to Impound? (Impound Check Box).
 

 
The vehicle is now calculating storage. Additionally, if you provide inside storage, then enter *i or ii in the Destination field (the second character, "i", tells Tracker to use the Inside Storage rate) and check the box next to Impound?.
 
If you do not use the Dispatch option, you can manually enter all of your times on the next set of lines. If your drivers are paid on a commission basis you must enter either the Call Time or the Arrival Time on the Invoice. Note: This is done automatically when using the Dispatch module.
 
You have the option under mileage to enter the actual Beginning and Ending mileage figures (this is used to calculate State to State mileage for Federal reporting) or just enter the Total miles on the Ending line. You have already determined the mileage rates for each account, so your charges calculate automatically. You do have the ability to change the rate as needed.
 
If you used the Impound Check Box, storage charges begin automatically and use the Invoice Date as the Date In. You have already determined the storage rates for each account, so your charges calculate automatically. You do have the ability to change the rate as needed.
 
The Bill To line is used for situations when the account requesting the tow is not the responsible party for billing (think of it as who is paying for the tow). The best example would be a Police call, as the Police Department requested the tow but they will not be paying the bill. In this case you would enter the account code for the responsible party on the Bill To line.
 
For Police impounds, if a Release is required from the Police Department, click in the Release Required box and you will not be able to release that vehicle without the proper information. You will notice the Release Required field will highlight in   RED ; on the header screen a POLICE HOLD image will appear in the Photos area.
 
If this Invoice has been paid, click on the Payment button and enter the necessary information, such as the Amount Paid, Pay Method, and the Collected By. If a credit card is used, you may enter the necessary information in the fields provided.
 
For Heavy Duty Recovery jobs, or situations where more detailed information is required, you have the ability to Itemize the Invoice and track a great deal more information.

A printed invoice.