PLEASE NOTE:
The majority of the contents in this guide apply to both StudioPlus Spectra AND myStratus Desktop.
In most cases, instructions referring to "Spectra" also apply to myStratus Desktop.
Search:
Contents
:
BookmarkPrint

Home > Invoices > Invoice Ribbon
Invoice Ribbon

The following tools are available on the invoice ribbon. 

File Tab

 

 Icon Name Description
 
 Save Save the current invoice and leave it open for reference or additional modifications.

Save & Close Save the invoice and close the invoice window.
Save & New Save the invoice and open a new, blank record to create another invoice.
  Copy Invoice Make a copy of the invoice and attach it to the same session or choose a different session/client. See also: Copying an Invoice
Delete Delete the open invoice. Note: This will delete any payments or production orders PERMANENTLY. See also: Deleting an Invoice
 
 Payment Methods
 Use this option to manage the client's payment methods. See also: Client Payment Methods
  Create Credit Memo Create a credit memo to refund individual items or the entire invoice. See also: Creating a Refund
  Write Off Invoice Write off all or part of the invoice. See also: Writing Off Invoices
  Link Invoice See also: Linking an Invoice
  Gift Card Activation Applies to TSYS Gift Cards. See TSYS Gift Cards for details.

Home Tab

 Icon Name Description
  Save Save the current invoice.
  Save & Close Save the invoice and close the invoice window.
Save & New Save the invoice and open a new blank invoice.
  Delete Delete the open invoice record. Note: This will delete any payments or production orders PERMANENTLY! An invoice with a posted payment cannot be deleted until you also unlock and un-apply the payment.  
  Print Print the invoice, image detail sheet, and/or contact sheet. Click the down arrow to choose.
Preview Preview the invoice and/or the image detail sheet before printing. Click the down arrow to choose.
Export Export the invoice and/or the image detail sheet as an Adobe PDF format or in another electronic format.
Mailing Label Print a mailing label with client's name, address, and other information as defined in your Printing Preferences. Select if the label should be created for the Session Client, Bill-to Client, or the Shipping Address. See also: Printing Preferences
  Account Label Print a file label with client's name, address, phone number, client number and other information as defined in your Printing Preferences. See also: Printing Preferences
  Custom Reports Print, preview, or export any custom reports you have installed that can be used from an invoice. See also: Custom Reports

 		 Online Payment Email myStratus Only - Automatically email client a link to access this specific invoice as well as any pending payments online. See also: Online Payments
   Cut, Copy, Paste Cut, copy, and paste from/to a single field.
  Print Print the invoice, image detail sheet, and/or contact sheet. Click the down arrow to choose.
  Client View (open) the session client associated with this invoice.
  Session View (open) the session associated with this invoice.
  Payment Payment - Add a new payment to the invoice. See also: Payment How To's 

Refund - Refund a payment or the entire invoice.  See also:  Creating a Refund

Payment Plan - Create a new payment plan for the invoice. You can create a set of future payments that are automatically calculated for a specific time period. See also: Payment Plans

Delete Existing Pending Payments - Delete Pending Payment Plans if a client has changed their mind.

Apply Deposit - Use this option to apply a customer deposit previously made by this client. You can apply more than one if necessary. If there is a surplus, it can be transferred to another invoice. If an invoice is saved with a negative balance, you can use Transfer Credit Balance on the File tab to apply it to another invoice (from the same client or a different one.) See also: Customer Deposits
  Production Order  Create a new production order from this invoice. See also: Creating a Production Order
  Task Create a new task related to this invoice. See also: Managing Tasks

 

Communication Tab

 Icon Name Description
 
 New Call Create a new call record will be created with a due date of today and no completed date. You can use the call today or move the due date to a date in the future.
 
 Completed Call Create a call record that is both due and completed today.
  Dial Phone
 If you have a TAPI-compliant phone system connected to this computer, use this option to have Spectra automatically dial any of the client's phone numbers.
 
 New SMS Text Click the SMS icon to create a new blank text message or use the down arrow to choose a predefined form letter or custom report. By default, the new text message will contain the first phone number on the client record that is marked for SMS. 
 
 New Email Click the envelope to create a new blank email. Click the down arrow to attach an invoice and/or image detail sheet to the email or to choose a predefined form letter, email template, or custom report. An email address must be entered for the client and outgoing email must be set up on the computer you are working on. See also: Form Letter Builder and HTML Email Builder
 
 Completed Email Create a blank email that can be used to record details from a client email you received or sent outside of Spectra/myStratus, attaching the information to the invoice record for future reference.
  Print Letter Select and print a pre-created form letter. See also: Form Letter Builder
  Preview Letter Preview a form letter to view/modify the text before you print it. See also: Form Letter Builder
   Export Letter Export a letter as an Adobe PDF. You can also choose other electronic formats like text, rich text, Excel file, or even HTML formats.
Mailing Label
Print a mailing label showing the client's name, address, and other information as defined in Printing Preferences. See also: Printing Preferences
  Account Label Print a file label with the client's name, address, phone number, client number, and other information as defined in Printing Preferences. See also: Printing Preferences
  New Send an invoice web form to your client.  See also:  Web Forms
  Special Copy Copy the text (in label format) that would print on a mailing label or account label to paste into another field or program.
  View All Notes Show all notes related to the invoice. This consolidated view displays all notes from the client, invoices, sessions, communications, and tasks.
  Upload Contract
 Select a contract for this invoice. The contract will be uploaded to InSpiredByYou during the next InSpired data sync. Create contracts by using the Form Letter Builder on the Tools menu. See also: Form Letter Builder and Using InSpiredByYou with Spectra
  View Contract View the contract that has been selected for this invoice. When viewing the contract you will also have options to cancel, print, or email it.
  Cancel Contract Cancel a contract for this invoice.

Attachments Tab

 Icon Name Description
 
 Attach File
 Attach files to the invoice record (i.e., Word docs, Excel spreadsheets, PDFs, etc.). Use for contracts, planning guides, job sheets, and more. Set up where the attachments are stored on the Attachments page of Company (Studio) Preferences. See also: Attaching a File and Company (Studio) Preferences - Attachments
 
 View Attachments
 View the invoice attachments.

Action Tab

 Icon Name Description
  Import Images Combines copying images, creating previews, archiving, and adding metadata into one convenient process. See also: Capturing Images
  Render Proof Images  Create new files for proofing. See also: Rendering Images
  Render / Print Ordered Images  Create new hi-res images for printing by applying changes made in Spectra/myStratus. See also: Rendering Images
Send Images to Lab See also: Sending Images to a Lab
  Deliver Electronically Choose one or more images (or a folder of images) to be delivered electronically to the client. The software will compress the files into a single zip file and upload it to your Stratus Drive. You can then share the link with the client. See also: Electronic Delivery
Archive Images See also: Archiving Images
Delete Images See also: Deleting Images
Open Folder View local image folders.
Sync Folders Sync one or more folders with your Stratus Drive. See also: Syncing Images to Stratus Drive

Start Presentation Start a sales presentation. See also: Sales Presentation
Start Slide Show
 Start the slideshow.
Change Slide Show Settings Modify your settings before starting a slideshow.

Online Tab

 Icon Name Description
  Reset Login Reset the client's InSpired login back to the default (the client's last name).
  Login To Site View the client's InSpiredByYou.com site.
  Extend Expiration Date If you have a InSpiredByYou.com account and this session has been uploaded to the site, use this tool to extend (or shorten) the web expiration date. Simply choose the desired date and click OK. Another window will open indicating whether or not the change was successfully synced to the website. If you want to take the session down, set the expire date to today. The session will then show up on the Services panel on your Spectra/myStratus home page as a session ready to expire.
  Upload Images Upload images from this session to InSpiredByYou.com using the InSpired Session Uploader. 

  

Editing Tab

Note: To view the Editing tab of the ribbon, open the Order Detail tab of the invoice and then maximize the window.

 Icon Name Description
  Print Current Product Print the currently selected product. Very useful to reprint a single item from an order. See also: Printing Workflow
  New Composite Create a new composite from a pre-designed composite template. See also: Designing Composite Templates and Using Composite Templates
  Open Folder Open the session image folder.
  Lightroom Open the Lightroom integration. See also: Lightroom Integration
  Retouch Retouch the selected image(s) in your editing software. See also: Retouching Images  
  Crop Crop the selected image(s). See also: Cropping Images
  Flip Flip the selected image(s). 
  Size, Show, and Group Choose the thumbnail image size and which ratings and/or groups to display. 


See also
Invoicing Overview
Invoicing Setup
Invoices Hub
Invoice Reference
Features of the Invoice Line Item Detail Screen
Invoice Wizard
Invoice How To's
Invoice Maintenance


Was this information helpful?YesNo

How would you rate this page?