Invoices

Use Invoices to create a document recording sales transactions with customers. Invoices increase the balance due from your customers and credit memos decrease the balance due from your customers. Invoices and credit memos may be entered for the purpose of recording or may be printed to provide a hard copy for the customer or for your files.

To enter an invoice or credit memo, complete the following steps:

  1. Access the Invoices application from the Financial/Accounts Receivable menu and click on New in the Invoices List screen to enter a new transaction.

  2. Type will default to "Invoice" and you just need to press Tab. NOTE: If you are entering a credit to reduce the amount a customer owes you, change the Type to "Credit Memo" and follow the instructions below.

  3. Select the Customer whom you are invoicing and press Tab. As you enter a Customer in the Type-Thru drop box, the system will find the best match. You can also click on the down arrow at the right of the drop box to display the full list of customers. Scroll down the list until you find the desired customer and click to retrieve it for the invoice. NOTE: If the customer you wish to invoice has not been setup in the system, you can enter the customer by clicking on the field caption to open a customer entry form.

  4. After you select a Customer, the Salesperson, Class, Terms, Sales Tax Group, Payment Method, Print Format and Shipping Method fields will default from the Customer's setup defaults. The Billing Address will default to the Customer's Bill To Address, the Shipping Address will default to the Customer's Primary Address, and the Date will default to the current business date. Upon Save, the Due Date will be calculated using the Invoice Date and the Terms.

  5. The Account will default to the Company Setup Accounts Receivable Account. You may change this account. As you enter an Account in the Type-Thru drop box, the system will find the best match. You can also click on the down arrow at the right of the drop box to display the full list of Accounts. Scroll down the list until you find the desired Account and click to retrieve it for the invoice.

  6. If applicable, select a contact related to the customer. As you enter a Contact in the Type-Thru drop box, the system will find the best match. You can also click on the down arrow at the right of the drop box to display the full list of contacts. Scroll down the list until you find the desired contact and click to retrieve it for the invoice. NOTE: If the contact you wish to assign to the invoice has not been setup in the system, you can enter the contact by clicking on the field caption to open a contact entry form.

  7. Print/Send will default to checked. If you uncheck the Print/Send field, the Invoice will not appear in the Print Invoices/Credit Memos application.

  8. Optionally, you may select a Customer Message to appear on the printed Invoice in the Billing Tab, Message drop down field.

  9. By default, Active will be checked. If you uncheck the Active field, the invoice will not update the customer's balance or have any impact on your company's financials and the invoice will not be available for printing in the Print Invoices/Credit Memos application.

  10. Optionally, you may select a Sales type or enter a Reference Number or descriptive text in the Description field.

  11. The Invoice ID will automatically be assigned at Save or you may key in an Invoice ID.

  12. Fill in the invoice detail lines. You must select an Item, and Quantity. The detail Account and Price will default from the Item. The Amount will be calculated as Quantity * Price. The Taxable checkbox will default to checked if the Item you selected is setup as Taxable in Items. You may select a Class or enter descriptive text in the Memo field for each transaction. Enter as many transactions lines as you need.

  13. Click on Save to save the Invoice. Upon Save, the Total Tax and Total Amount of the transactions lines and the Total Amount Due (sum of the Total Tax and Total Amount less any payments) of the invoice will be calculated and displayed. The Paid field will display as checked when the invoice has been paid in full.

To create a credit memo from an existing invoice, complete the following steps:

  1. Access the Invoices application from the Financial/Accounts Receivable menu and click on Edit for the invoice in the Invoices List screen that you wish to credit.

  2. Click on the Credit Memo button in the Invoices edit window.

  3. You will be prompted to confirm the generation of the credit memo. Click on 'OK' to complete the credit memo.

To send an invoice via email to a customer, complete the following steps:

  1. Access the Invoices application from the Financial/Accounts Receivable menu and click on Edit for the invoice in the Invoices List screen that you wish to send.

  2. Click on the Send button in the Invoices edit window.