Add Invoice

Video training manual 2016 - Click Here

Debtors Module> Activity>Invoice

Detail Tab

Click Add to capture a new Invoice

Select the customer you want to create the invoice to and enter invoice header details as shown in the table below this image.

Once complete click save so all the created out buttons can open

Customer	Select the customer that has to be invoiced.
Customer Name	This field will automatically be filled in when the customer is selected.
Date	This is the invoice date which defaults on the current date.
Short Details	A short description of the items on the invoice.
Reference	Any reference for example the person you talked to.
Order No	The clients order number.
Sales Rep	If you have sales reps set up then you select the sales rep here.

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Address Tab

The information under the address tab will pull through from the debtor set up

Address Type	Select the default address from the drop-down
Contact Person	Select the correct contact person from the drop down
Project	Link a project to the invoice if applicable
Division	Select the division from the drop down if required for reporting purposes
Region	Select the region from the drop down or this will populate from the debtor set up
Invoice Group	Select the invoice group from the drop down
Branch	Select branch from the drop down if applicable

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Extras Tab

Job No
Asset Item
Attach Spec To Email
Time Log Invoice
Assembly
Pre Invoice
Print Custom Fields
Time Log Budget
Deposit Doc
Retention
Long Description
Update Time Log No
Invoice Total Invoice
Invoice Estimate
Job Link Estimate

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Link Tab

Customer Link
Address Type

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Shipping Tab

Shipping Terms
Collect/ Ship Date
Shipping Options
Location
Internal Delivery
Pickup Instructions
Delivery Instructions
Delivery Company
Address Type
Parcel Dimensions
Service Type
Tracking No
Delivery Status

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Action Tab

Part Invoice
Part Invoice Type
Exclude From Bulk Email
Customer Payment
Debtors Journal Action
Description

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Scan Tab

Scan Barcode
Serial No
Scan Log

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Docs Tab

After all the details have been entered click on Save

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Invoice Lines

Click on Add to insert new inventory item

This screen is where the invoice line items are going to be selected and where the prices are entered.

Category	From this drop down you select whether you want a Stock, Service or Custom item.
Item Code	Search for the item you want either by code or description.
Item Description	This will automatically be filled in once the item is selected.
Quantity	The quantity of the specified item you want on the invoice.
Warehouse	Select the warehouse you want the item to come out of from this drop down.
Selling Including Vat	If you want to enter the selling price including Vat then the block on top needs to be flagged and this will then open up the Selling Including Vat block.
Selling Excluding Vat	Enter the price excluding Vat here. If you entered the selling price including vat then this will be calculated automatically. Same goes for entering the selling price excluding vat. Then the selling price including vat will be calculated.
Line Discount	If you want to give discount on this specific item.
Vat	Select the type of Vat for this transaction.
Notes	If you want to add notes about this specific item. This will also appear on the printed invoice.

After all details have been entered click on Save and Close.

This will take you back to the main invoice screen.

 

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Invoice Payment

Invoice payment allows one to capture a payment at the point of creating the invoice.

It acts similar to a Point of Sale (POS) system.

There is a setup that is required in order for this to work correctly

See both videos on Payment options

Payment invoice intro - Invoice_Payment.mp4

Payment invoice setup requirements - Invoice_Payment_setups.mp4

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When all details have been inserted click Save

The next step is to generate an invoice number by processing this invoice and e-mail to the client. 

Click on process invoice 

 

When you click continue the Invoice will print to screen.

 you can then email or print you invoice

 

Once you have clicked process invoice, this will complete the invoice and move it into Document History under Analysis. Remember that after this is done no changes can be made to the invoice and the only way to correct mistakes is by making an opposite entry into the system.