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Common Questions

How do I add a sales invoice?

You can add a new sales invoice by clicking the Add Invoice button on the top menu within the Sales section. To add an invoice you must previously have created the contact (customer) who the invoice will be sent to. To add the invoice firstly select a contact, then select an invoice type (normally this will be 'invoice') and then enter a description. After this, enter each invoice line item in the table below, taking care to select an account (typically Sales) and a tax rate for each.

How do I find an old invoice?

You can find invoices using the Invoice List screen. This list defaults to the last 100 invoices ordered by their invoice date (not the date you created them). You can change the sorting of the list using the arrows at the top.

If you want to find a specific invoice, click on the Down Arrow icon in the top left of the screen. From the panel that appears you can select a specific contact and/or a date range within which to search. Pressing the Search button will refresh the list showing this contact and date range.

Can I edit invoices?

Yes you can edit invoices once they meet two conditions. Firstly the invoice date must be after the Lock Date that has been specified for your company. Secondly it must not be older than the number of days specified for your company. Both of these settings are editable on the Your Company screen within the Settings section.

You can edit an invoice by selecting the Edit icon shown in the rightmost column of the invoice List screen. If an invoice date is within a locked period then a lock icon will be shown instead.

How do I record a payment on an invoice?

If you receive a payment, perhaps by cheque or cash then that payment should be recorded against a sales invoice. To do this you first need to locate the relevant invoice. Firstly click into the sales section. If the invoice is recent then it may appear in the 'Recent invoices' list, otherwise click into the Invoice List screen. Now click the down arrow icon to refine the list and select the relevant customer and the likely date range for the invoice. Press Search and a new list of invoices will now be displayed. Under the first column (num) the invoice number of each invoice is shown. Clicking on this number will bring up the View invoice screen. At the bottom of this screen is the Add Payment panel. Please enter a reference if appropriate such as a customer cheque number, then the payment amount. Next, add any relevant notes and select the bank account that the payment will be lodged to.

How do I send an invoice by email?

After a sales invoice has been created it can be sent onwards as an email. The easiest way to do this is from the Invoice List screen under the Sales section. When the relevant invoice has been located, click on the email icon on the right hand side of the list. This will bring up the send Email screen. The 'From' address will default to your email address and the 'To' address will default to the default address for that customer. The text in the body of the email will also default to the invoice description but can be edited to include any text you want.

The invoice itself will be attached to the email ad a PDF document.

When you are happy with the email contents press the Send button and the email will be sent.

Can I view an invoice as a PDF?

After a sales invoice has been created it can be viewed as a PDF document. The easiest way to do this is from the Invoice List screen under the Sales section. When the relevant invoice has been located, click on the PDF icon on the right hand side of the list. This will export the invoice to a PDF document which will then open.