Create and manage sales invoices
Create a sales invoice to help you keep track of what your customers purchase from you, how much they owe you, and when payment is due. You can choose to print the invoice and send it to your customer or email it to them. When you a receive payment from the customer, you can apply it to the invoice.
Before you can create an invoice, you must add a contact record for your customer. If you supply your customers with the same products or services, you can create records for these to save time when entering invoices.
Customize invoices to reflect your company’s brand:
About recording sales invoices for stock items
Creating a sales invoice reduces the amount in stock Accounting tracks your stock by recording stock movements each time stock is bought and sold. Each stock movement has a type which records whether stock was added or removed. So whenever you record a sales invoice that includes a stock item, a Goods Out transaction is tracked and Accounting automatically reduces your stock levels for this item.
Accounting does not allow your stock levels to go into a negative value
If you try to create a sales invoice for a stock item that is more than you have in stock, the following message appears. ‘Qty in stock:(value). You cannot fulfill this invoice as you do not have enough stock.’ You should save the invoice as a draft until you have 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. You would generally use this to write-off damaged stock, or to adjust quantities after a stock take.
- 1. From the Sales menu, click Sales Invoices.
- 2. Click New Invoice.
- 3. Enter the following information:
|Customer *||Choose the customer from the list.
Tip: To add a new customer, click Add a customer, enter the relevant information, and Save.
|Date *||Enter the invoice date.|
|Due Date *||This date automatically calculates from the payment terms entered in the customer’s record. If you haven’t entered any custom payment terms, it calculates based on the default number of credit days in Settings > Default Settings. If required, you can overwrite this date.|
|Reference / PO Number||If necessary, enter a reference, for example, a customer order number.|
|Main Address *||If there is a main address in the customer’s record, this appears automatically. If it doesn’t, enter the address here.|
|Delivery Address||By default, the delivery address is the same as the customer’s main address. If you don’t want to use this address, from the Delivery Address drop-down list, choose the required address. If the address doesn’t exist, choose Custom and enter the relevant information.|
- Indicates a required field.
- 4. To record the sale of a specific product or service, in the [Search for Product/Service] box, type the name of the item and then choose the item.
The information for the chosen product or service appears on the next available invoice line. If necessary, you can change this information. If the item has multiple prices or rates, click the Unit Price column and choose the rate you want to use. If you need to create a new record, click Create Product or Create Service > enter the relevant information > Save.
- 5. To add more products or services to the invoice, repeat the step above.
- 6. If you don’t want to add a product or service to the invoice, enter the following information:
|Description *||Enter a description for the sale.|
|Ledger Account *||Choose the ledger account for the sale.|
|Item Code||If necessary, enter a code, for example a part number or stock code.|
|Qty/Hrs *||Enter the quantity of items sold. This field can also be used to enter the number of service hours.|
|Price/Rate *||Enter the price or rate of a single item.
Tip: If you have set up multiple prices or rates for this item, click the Price/Rate box and select the correct price or rate.
|Discount||If you want to enter a discount as a fixed amount, enter the value in the Amount box and leave the percentage as zero. If you want to enter a discount as a percentage, leave the value in the Amount box as zero and enter the percentage in the % box.|
|Tax Rate *||Choose the tax rate.|
|Tax Amount *||This calculates automatically based on the quantity, unit price, and tax rate.|
|Total||This is the total gross value of the invoice.|
- Indicates a required field.
- 7. If you’re selling goods or services to a customer, click the Finder (>>) and choose whether this item is goods and related services or a standalone service.
- 8. To add more transactions on the next line, repeat the step above.
- 9. if you want to charge your customer for shipping charges, enter the net amount in the Shipping box and choose the relevant tax rate.
If you want to save this invoice as a draft because you’re not ready to send it to your customer, select the Save as draft check box. When you’re ready to issue the invoice to your customer, open the draft invoice, make any changes as necessary, and clear the Save as draft check box.
- 10. If necessary, enter any notes and terms and conditions.
The overall net amount of the invoice and tax amount appear at the bottom of the invoice.
- 11. To email the invoice, click Save & Email. To print a copy of the invoice, click the Save & Email dropdown arrow and select Save & Print.
- 12. Click Save.
If you choose to email the invoice, the Email Invoice window appears. If the customer has an email address in their record, it appears in the To box. You can enter additional email addresses separated by a semicolon. Your registered email address appears in the Cc box. Enter any text you want to appear in the body of the email and click Send.
If you chose to print the invoice, depending on your browser, it opens in a new window or tab. You can choose to print or save the invoice from your browser menu.
You’ve successfully entered the details of your sales invoice and it will appear on the customer’s activity and the sales list.