Sales Invoices and Credit Notes

By entering Sales Invoices and keeping them up to date you can keep track of which of your customers have outstanding invoices and those that are overdue and need chasing.

Create a new Sales Invoice or Credit note

You can create your Sales invoice via the Entries menu or via the Daybook.

• From the main menu, click on Daybook > Sales Invoice

• Click Add button. 

Enter the transaction header details:

• Select the Customer for your invoice

• The Invoice Number will be generated automatically at the point of saving if you have Auto No. set, otherwise enter your own invoice number.

• Enter the Invoice Date

• The Due Date will be automatically calculated based on your trader terms, update this date if required. For a credit note the due date ignores the trader default but can be changed.

• Enter the Total amount for your invoice. This can be left at 0 and will be updated when you save the transaction but it is useful to have as a check to ensure that you are invoicing the correct amount.

Enter the transaction detail lines:

• If there are defaults set on the Customer these will populate the item line automatically.

• Alternatively, select an Item for the product/service you are selling. The defaults from the selected item will be populated into the relevant fields. 

• If you are not using an item, select a Nominal. The default Description and VAT Code will be applied.

• Update the Description to your required text. This text will display on the invoice you send your customer.

• If required, enter an Enterprise, Analysis, Quantity and Price.

• Enter the Net value. If the Net/VAT amount are not known, enter the Gross amount then use the Calc.Net icon.

• If you are entering a credit note the amount will still be a positive figure as the system will take this into account.
  

• Add additional detail lines if needed.

• Click Save.

Print a Sales Invoice

Once you have completed your Sales Invoice entry, you can print it by clicking Send > Print, this will bring up a preview screen. You can now Print or Save the Sales Invoice.

You can also do this via the Sales Invoice Daybook.

Email a Sales Invoice

Send the invoice to your customer by clicking Send > Email, select the email template you want to use and click Send Email. An email will be sent to the primary contact email address with a pdf copy of the sales invoice. 

You can also do this via the Sales Invoice Daybook.

Edit a Sales Invoice

If you have made an error you can easily edit your sales invoice.

• From the main menu, click on Daybook

• Enter the invoice or transaction number, if known, into the search box. Otherwise, use the filter to search by other details such as customer name.

• Click on the transaction number (Txn) or double click on the row to open the invoice details.

• Make the necessary edits to your transaction.

• Click Save.

Note: You cannot edit the Customer, Invoice Date or the Amount of an invoice if it has been paid. Value fields on the detail lines cannot be edited if the transaction has been part paid. You will need to un-allocate the Sales Receipt from the invoice to edit these details.

To view any changes that have been made to a sales invoice, including the date of the change and by whom, click on the History tab at the bottom. The current values will show in black and any old values will show in red. Click on Details to go back to the entry screen. 

Copy a Sales Invoice

If you have several similar invoices, a quick way to enter them is to copy a previous invoice.

• Select the invoice to be copied in the Daybook.
• Click the More button.
• Click Copy.

 Alternatively edit the invoice and then click on the More button and select Copy. 

Copied invoices will contain the same data as the original but will use today's date. Manual invoice numbers will have to be entered. Edit the new invoice as desired then Save.

Delete a Sales Invoice

A sales invoice can be removed as long as it has no receipts allocated against it.

• From the main menu, click on Daybook

• Enter the invoice or transaction number, if known, into the search box. Otherwise, use the filter to search by other details such as customer name.

• Click on the transaction to select it.

• Click the Morebutton.

• Click Remove.

You can also remove the transaction if you have it open in edit mode. 

• Click the Morebutton.

• Click Remove.

Search and Filters

There is a quick Search option to find invoices in the Daybook using their Invoice or transaction number:

Also you can use the Filter  to search on the following criteria:

See the Filters section in FAQ, Support for more details.