Invoice Manual

After working through this manual you should be able to create an invoice and process it.

Begin by logging on to Web Accounting and clicking on Debtors module.

 

 Now click on Activity and then Invoices

 The Invoices screen will now appear. This screen displays all existing invoices that have not been processed and new invoices are also created here. To create a new invoice click on Add.

 The new invoice screen will now appear. To start with a couple of fields need to be completed.

 

 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 that have been set up then you select the sales rep here.

 After all the details have been entered click on Save and then Add.

 The DM Invoice Line screen will now appear

 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.

 

  The invoice is now complete. If you are happy with all the details and sure that everything is correct then you can click on process.

 

  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.

If you are not sure about all the details you can click on Save and then Close. This will take you back to the Invoices screen.

 

 You will notice that the invoice that was just created will now appear in this screen.

While the invoice is here you can still Amend it and make any changes necessary.

Once you are happy with the Invoice you can click on the Process tab and then the Process button.

The invoice will now disappear from Invoices and move into Document History.