Adding an Invoice

Before you start adding invoices for the first time, please ensure that you have checked your tax codes and price list items. You also need to create the customer in the 'Contacts' section beforehand.

Once you are ready to start adding invoices, select the 'Add Invoice' link from within the 'Sales' section. The screen that is then displayed can be broken down into a number of sections.

Section 1. Basic Information

 add invoice

In this section, you must first select the customer or client that the invoice will be sent to. This customer must be created beforehand in the 'Contacts' section of the software.

It is then important to select an invoice type. The first type 'Invoice' is for most sales invoices and indicates that this invoice is for a normal sale. The second type 'Credit Note' is for whenever you wish to credit a customers account if you were making a refund.

It is also important to add a meaningful description to each invoice. This should indicate the project, product or service that was sold. Please try to make descriptions as detailed as possible.

Section 2. Detailed information

 detailed information

In the detailed information section you firstly need to specify the relevant invoice dates. The system will default the invoice date to today and the due date to 30 days time. Press the date icon to the right of these input fields to modify these dates.

If your customer has supplied you with a purchase order number then please enter it in the next field.

The system created invoice number sequentially. you can override this number and enter one of you own but please be careful to avoid duplicates.

Section 3. Invoice Line Items

line items

This section details the actual products/service that you are invoicing for. If you have previously created 'Price List' items then one of these may be selected in the first field. Each item should then be given a detailed description. A quantity should then be selected. If you are invoiceing for a service then a quantity of 1 should be entered. The unit price is the net price (excluding taxes) for one item, this value will be multiplied by the quantity to calculate the final net price.

Each line item must then be allocated to an 'Account'. Typically this is the 'Sales' account but in some scenarios you may wish to choose different accounts for each item.

Finally you have the option of selecting a tax code to apply to the line item. Tax codes must be set up beforehand in the setting section of the software. On completion of the tax code the final price is calculated and the new invoice may be saved.