Creating your first Invoice

Overview

To access Sales Invoices simply select Accounts » Sales » Invoice/Credit Notes and the following screen will appear.

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To add a new Invoice, simply press the Add Button and the following screen will appear.

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Customer

Enter in the Customer Code or press the magnifying glass to search for the Customer; if they do not already exist they can also be setup from here.

Invoice Number

Invoice Numbers are Automatically Generated in the system; if you have not already specified the starting invoice number in financial Settings the system will prompt you for the first number.

Ref No.

Enter in any other reference number you may require, this could be a Customer Purchase Order Number or any other external reference.

Quote/S.O. Number

If you are using the Quotations or Sales order in the system simply enter in the appropriate number or press the magnifying glass to search for the entry.

Invoice Date

Enter in the Date of the Invoice

Due Date

The Due Date refers to when Payment is Due and will be automatically generated based on the Customers Credit Terms. This can also be overwritten.

Account Manager

The Account Manager will default to the one setup on the Customer but this can be overwritten.

Invoice Address

The Invoice Address is copied in from the Customer Address and can be overwritten.

Delivery Address

The Delivery Address is copied in from the Customer Address and can be overwritten.

Credit Control Information

Once the Customer has been selected the system displays some basic credit control information including the Customer Balance and Overdue Balance.

Payment Terms

The Payment Terms are copied from the Financial Settings or the Customer Settings (if entered) and can be overwritten.

Product

Enter in the Product Code or press the magnifying glass to search for the Product; if it does not already exist it can also be setup from here.

Description

The Description of the Product is displayed but can be overwritten; this can be useful if you have a general Service/Other Product Code where you can enter the details on the fly.

Quantity

Enter the Quantity of the Product being Invoiced.

Price

The Price of the Product is Defaulted in but this can be overwritten.

Discount %

Enter in any Discount being given. This field is only enabled if Discount Method (in Financial Settings) is set to “Calculate Net Amount from Discount %”. If the Discount Method is set to “Calculate Discount % from Net Amount” then this field is read only and and is automatically calculated from the Net Amount.

VAT%

The VAT % is displayed based on the Rate setup on the Product Code. This can only be changed by using the Advanced button.

Nominal Code

The Nominal Code is displayed based on the Nominal Code setup on the Product Code. This can only be changed by using the Advanced button.

Net Amount

The Net Amount is automatically calculated using the Price less Discount multiplied by the Quantity. If the Discount Method (in Financial Settings) is set to “Calculate Discount % from Net Amount” then this amount can be changed and the Discount % is then affected.

Add

The Invoice is initially created with 5 lines, if you need more simply press the Add button to create new blank lines.

Delete

If you want to delete an invoice line, simply highlight the line and press the delete button.

Advanced

Only use the Advanced button if you wish to change either the Nominal Code or the VAT Rate.

Notes

Enter in any notes you may wish to make on the invoice, these can be optionally be displayed on the invoice (see Invoice Template).

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