Invoices

Use the Invoices section in the Accounts module to create and manage your business invoices.

The invoice process follows a flow of stages:

  • New Invoice - create a new invoice, adding in customer and item details.
  • Draft Invoices - when a new invoices is saved it is moved into the Draft Invoices list.
  • Pending Invoices - when a draft invoice is submitted it is moved to the Pending Invoices list where payments can be made on it. Note: when the invoice has been submitted it can no longer be edited.
  • Paid Invoices - when payments are completed on an invoice it is moved to the Paid Invoices list.

Note: an invoice cannot be moved back to a previous stage in the process.

In the Invoices section you can perform the following functions:

Create new invoice

Complete the following steps to create a new invoice:

  1. Click New Invoice at the top of the screen. The New Invoice window is displayed.

    Accounts-NewInvoice.png

  2. Complete the fields using the following table:

    Field Description
    To Select the invoiced client from the drop-down list.
    Date Select the invoice date from the calendar.
    Date Due Select the due date for the invoice from the calendar.
    Reference Enter a unique reference for the invoice.
    Address Select an associated address for the selected client from the drop-down list.
    SKU Enter a SKU code for each item on the invoice.
    Item Enter each item's name.
    Description Enter a description for the item.
    Qty Enter the quantity of each item being purchased or use the arrows to increase and decrease the quantity.
    Unit Price Enter the individual unit price.
    Tax Rate Select the associated tax rate from the drop-down list.
    Total

    The total amount for each item and the whole invoice are calculated automatically.

    Note: The currency is controlled by the office's currency settings.



  3. Click Save to keep any changes (or click Cancel to undo any changes). The invoice is moved to the Draft Invoices list.

    Note: A draft invoice will not be assigned an Invoice # until it is submitted to Pending Invoices.

  4. Alternatively, click Submit Invoice to save any changes and move the invoice to the Pending Invoices list.

    Note: A Pending Invoice is automatically assigned a unique Invoice #.

View existing invoice details

Complete the following steps to view an existing invoice's details:

  1. Click on the list name that contains the invoice that you want to view. The list of all existing invoices that match the selected status are displayed.
  2. Click on external-link-square-with-an-arrow-in-right-diagonal_18x18__1_.png next to the invoice that you want to view. The selected invoice's details are displayed.

    Accounts-InvoiceDetails.png
  3. Click Cancel to close the invoice window.

Move invoice to Pending

Complete the following steps to move an invoice to pending:

  1. Click on Draft Invoices. A list of created invoices is displayed with status Draft.
  2. Click on external-link-square-with-an-arrow-in-right-diagonal_18x18__1_.png next to the invoice that you want to move. The selected invoice's details are displayed.

    Accounts-DraftInvoice.png

  3. Click Submit Invoice. The invoice details window closes and the invoice is moved to the Pending Invoices list.

Processing Pending Invoices

Complete the following steps to make payments on a pending invoice:

  1. Click on Pending Invoices. A list of invoices is displayed with status Pending.
  2. Click on external-link-square-with-an-arrow-in-right-diagonal_18x18__1_.png next to the invoice that you want to make payments on. The selected invoice's details are displayed.

    Accounts-PendingInvoice.png

    Complete the following steps if part payment is being made:

    - Enter the Amount Paid.
    - Select the Date Paid from the calendar pop-up.
    - Enter a Reference.
    - Click Pay. The invoice window closes and the record is updated with the amount paid.

    Complete the following steps if the invoice balance is being paid:

    - Click Settle. The Amount Paid is updated automatically with the outstanding invoice balance and the Date Paid is updated automatically with today's date.
    - Enter a Reference.
    - Click Pay. The invoice window closes, the record is updated and the invoice is moved to Paid Invoices.

Print invoice

Complete the following steps to print an invoice:

Note: Only pending and paid invoices can be printed.

  1. Click on the list name that contains the invoice that you want to print. The list of all existing invoices that match the selected status are displayed.
  2. Click on external-link-square-with-an-arrow-in-right-diagonal_18x18__1_.png next to the invoice that you want to print. The selected invoice's details are displayed.
  3. Click Print. The print dialogue window is displayed.
  4. Select your printer and print settings.
  5. Click Print.
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