Create a sales invoice
You can create a sales invoice to:
- Keep track of what your customers purchase.
- See how much your clients owe you.
- See when a payment is due.
You can choose to print the invoice and send it to your customer or email it to them directly.
When you receive a payment from a customer, you can record the payment against the invoice.
Before you start
Before you can create an invoice, you need to create a contact record.
If you supply your customers with the same products or services, you can save them as records.
Using stock items with sales invoices
Creating a sales invoice reduces the amount in stock
We track your stock by recording stock movements each time a stock is bought and sold. Whenever you record a sales invoice that includes a stock item, a 'Goods out' transaction is tracked and we automatically reduce your stock levels for this item.
We won't allow your stock levels to go into a negative value
So you can't sell something that's out of stock, we won't let you save an invoice when your stock levels are too low.
We recommend that you save the invoice as a draft until you've recorded all of your purchase transactions. If you need to, you can manually adjust your stock levels to change the number of items you have in stock.
Create a sales invoice
- Hover over Sales in the navigation bar, then select Sales Invoice, New Invoice.
- Complete the mandatory fields marked by an *.
- Record the sale of a specific product or service, in the Product/Service box. Select the product or service from the drop down list or type the name of the item and then select it or create a new one by selecting Create item.
If the item has multiple price points, you can choose one by selecting the Price/Rate box.
- If you've created transaction analysis types, for example departments, select the ellipsis (3 dots) and choose the relevant category.
- The overall net amount of the invoice and tax total appear at the bottom of the invoice. To view a breakdown of the tax calculated, select 'Total tax'.
- Drafts or pro forma invoices can be used to create quotes and calculate shipping without generating an invoice number.
To save the invoice as a draft or pro forma, select the 'Save as' check box and choose a format option from the drop-down menu.
Drafts and pro forma invoices do not update your accounts until you convert them.
Charging customers for postage
If you want to charge your customer for postage, enter the net amount in the Shipping box.
Attachments
If you want to attach a file such as a copy of a receipt or a purchase order, select the attachment icon and then Upload files.
Reorder invoice lines
Once you added lines on your invoice, just choose the Reorder lines link to change the order they are printed on your invoice. You'll need to save the invoice as a draft first.
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Select the Reorder lines link.
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Choose to save the invoices as a draft.
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Use the icon in the Reorder column to drag and drop the lines to the required order.
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Select Apply. This takes you back to the invoice with the lines in your chosen order.
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To save the invoice ready to send to your customer and update your accounts, clear the Draft check box and then choose Save or Save and email.
What happens next?
The details of the sales invoice will now appear on the customer's activity.
You can now:
- record payment against the invoice
- allocate a credit note to the invoice
- email the invoice to a client
- edit the invoice
Track your sales invoice
To manage an existing invoice
To view a breakdown of payments and allocations
To convert a draft or pro forma invoice
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