Retainer Invoice Operations

Status of Retainer Invoice

Let us have a look at the various statuses of retainer invoices.

Status	Description
Draft	Retainer Invoice will be in Draft status when it is created.
Sent	Once the retainer invoice is sent to your customer, it will be in the Sent status.
Paid	If payment for the Retainer Invoice is recorded, the status will be Paid.
Drawn	If the Retainer Invoice amount is refunded, the status will be Drawn.
Pending Approval	If you have enabled Transaction Approval and this retainer invoice is yet to be approved, then the status will be Pending Approval.
Approved	If you have enabled Transaction Approval and this retainer invoice is approved, the status will be Approved.
Partially drawn	If the amount is partially refunded, the status will be Partially Drawn.
Drawn	If the amount is fully refunded, the status will be Drawn.
Void	If you mark the retainer invoice as void, the status will be Void.

Filter Retainer Invoices

You can filter retainer invoices based on their statuses. Here’s how:

Go to Sales on the left sidebar.
Navigate to the Invoices tab at the top and select Retainer Invoices.
Click the All Retainer Invoices dropdown.
Select the type of retainer invoice you wish to filter.

If you want to filter the retainer invoices based on certain parameters of your own, you can do it through custom views.

Custom Views

Custom Views can be used to filter your retainer invoices based on certain criteria that you have set. To create a custom view for the retainer invoices:

Go to Sales on the left sidebar.
Navigate to the Invoices tab at the top and select Retainer Invoices.
Click the All Retainer Invoices dropdown on top of the page.
Select + New Custom View.
Enter the required details.

Field	Description
Name	Enter a name for your custom view. If you use this custom view frequently, you can select the Mark as Favorite option.
Criteria	Add criteria for the custom view based on the fields in the retainer invoice. You can add multiple criteria by clicking + Add Criteria.
Column Preferences	Choose the fields to be displayed in the custom view that you are creating. You can move fields in the Available Columns to the Selected Columns by clicking the + icon next to them.
Share Custom View	Choose the user who gets access to this custom view.

Click Save.

This custom view will be shown when you click the All Retainer Invoices dropdown in the retainer invoices module. You can edit this custom view by clicking the Edit icon next to the custom view.

To delete the custom view:

Edit the custom view.
Scroll to the bottom of the page and click the Delete button.
Click Yes to confirm.

Sort Retainer Invoices

You can sort the retainer invoices based on their different columns or fields. Here’s how:

Go to Sales on the left sidebar.
Navigate to the Invoices tab at the top and select Retainer Invoices.
Click the column which you want to sort.
The sorting can be done based on ascending or descending order (indicated by the arrow). Click the field again to change the sorting order.

Rearrange Columns

In the retainer invoices module, you can choose the fields to be displayed in the main page. You can also rearrange the columns or fields in the same page. Here’s how:

Go to Sales on the left sidebar.
Navigate to the Invoices tab at the top and select Retainer Invoices.
Click the Table icon in the left side of the page.
Select the fields that you want to display.
Rearrange the order of the columns by dragging and dropping the icons next to them.
After making the changes, click Save.

Export Current View

If you have filtered your retainer invoices, or rearranged the columns in your retainer invoices, then you can export that particular view of your retainer invoice. Here’s how:

Go to Sales on the left sidebar.
Navigate to the Invoices tab at the top and select Retainer Invoices.
Click the More icon in the top right corner.
Select Export Current View.
Select the format for export under Export As and enter a Password to secure your export file.
Click Export.

Refresh List

You can refresh the list of your retainer invoices. Here’s how:

Go to Sales on the left sidebar.
Navigate to the Invoices tab at the top and select Retainer Invoices.
Click the More icon in the top right corner.
Click Refresh List.