Advanced Add Invoice

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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	Enter a job number to link the invoice to a job on the job costing module
Asset Item	Enter an Asset number to link to an asset listed on the Asset tracker module
Attach Spec To Email	Attaches specification doc with invoice when emailed
Time Log Invoice	Marks the invoice a time log invoice, linked to time log
Assembly	Flags the invoice as an assembly invoice. Typically used in job costing. but can be used to differentiate invoices
Pre Invoice	Flags the invoice as pre invoice
Print Custom Fields	If custom fields are linked on the invoice this indicator dictates if these custom fields are to be printed on the invoice
Time Log Budget	This indicator allocates the invoice value to the time log budget
Deposit Doc	Flags the invoice as a deposit document
Retention	Flags the invoice retention invoice
Long Description	Enter any additional details relating to the invoice.
Update Time Log No	Allows one to update the time log number. This button works in conjunction with the Time Log Invoice Indicator
Invoice Total Value
Invoice Estimate
Job Link Estimate

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Link Tab

Customer Link
Address Type	Specify the primary address to be used to print on the document

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Shipping Tab

this tab is predominant.ly used if you are doing overseas shipping or deliveries via courier

Shipping Terms	Select any of the pre-defined shipping terms setup. examples: Free on Board (FOB), Delivery Duty Paid (DDP)
Collect/ Ship Date	Enter the collection or shipping date
Shipping Options	Select the respective shipping options
Location	Enter the Location. This is an open field and can be used as required.
Internal Delivery	Select the internal delivery option. Used if delivery is done by the company
Pickup Instructions	Enter any relevant pick-up instructions
Delivery Instructions	Enter any relevant delivery instruction for the courier/ shipping agent
Delivery Company	Select the name of the delivery company
Address Type	Select the address type. Note the physical address of the customer could be different to the deliver address.
Parcel Dimensions	Enter the Parcel dimensions. if these are pre setup, you can select from the options available.
Service Type	Select the service type. eg. Economy, Priority,
Tracking No	Enter the tracking number from the Courier service
Delivery Status	This will populate if you have an API activated with the courier service software

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Action Tab

Part Invoice	This indicator flags the invoice as a pro forma invoice
Part Invoice Type	Select the relevant option.  Part: Processes the sales leg of the transaction only.          when the pro forma invoices completed, the stock leg gets processed.  All; Process the sale and stock leg of the transaction
Exclude From Bulk Email	this indicator excludes the document for bulk mails emailed from the system
Customer Payment	This indicator activates a payment option. select the journal action. when the invoice is processed, a journal is also created for the payment.
Debtors Journal Action	This fields is activated if the Customer payment indicated is selected
Description	This is the description for the payment journal.

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Scan Tab

the scan tab allows the user to scan items instead of entering item codes on the keyboard

Scan Barcode	if you have barcodes setup and using scanners, you can scan the items to be invoiced
Serial No	Allows you to scan the item serial number
Scan Log	Displays items previous scanned on the specific document

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Docs Tab

The Docs tab allows the user to link any open documents to the current document.

example, if you have an open sales lead and you now do an invoice, the user can add the sales lead to be linked to the Invoice

 

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.