This guide demonstrates how to create a basic sales invoice. The fields and elements on the invoice create form are then explained in more detail.
Additional features can be enabled from the Toggle Features menu which add more fields and options to the invoice create form.
These additional features are listed at the bottom of this guide with a link to more detailed information.
Creating an Invoice
Navigate Sales > Invoices and click on the Create Invoice button.
Below is an image of the invoice create form, the required fields are highlighted with an asterisk:
Invoice Fields & Elements
- Invoice #
- Due Date
- Account code
- Qty, Unit price, VAT rate, VAT Value, Gross
- Add new line
- Bank account to display
- Invoice payment text
- Save & Save draft
- Additional Invoice Features
The invoice number field will increment in chronological order each time you create a new invoice. You can enter your own invoice number if required, however, the system will always try to plug any gaps.
You can set the first invoice number to increment from on the Settings > Configure system > Invoice preferences menu.
The invoice date determines when the invoice will appear on reports such as the P&L and Balance sheet.
The due date is determined by the default credit terms set on the Settings > Configure system > Invoice preferences menu. You can also add credit terms for a specific customer
A custom reference for your customers.
Invoice themes determine the look of the invoice, and can be added on the Settings > Configure system > Invoice themes menu.
A description of the invoice item.
Account codes determine which report the balance of the transaction appear on, some are balance sheet accounts and others are Profit & Loss accounts.
Qty, Unit price, VAT rate, VAT Value, Gross
You can enter the quantity, unit price and VAT rate and the system will calculate the VAT amount and gross automatically.
Alternatively, you can enter the gross, VAT rate and quantity to calculate the unit price automatically.
If you select a Manual VAT rate, you can enter an amount in the VAT Value box.
Add new line
You can add multiple items on an invoice by hitting the Add new line link. By default only 1 line is generated, however, you can increase this on the Settings > Configure system > Invoice preferences menu.
Bank account to display
Select a bank account in the Bank details to display. The payment details of this bank account determine the payment details on the payslip of the invoice.
Invoice payment text
The default invoice payment text is pulled from the Settings > Configure system > Invoice preferences menu or from your custom invoice theme on the Settings > Configure system > Invoice themes.
You can edit the text for an individual invoice by clicking on the Edit invoice payment link.
Click on the Manage attachments link to upload and store files against this invoice. Allowed file-types are: bmp, gif, jpg, jpeg, pdf, png, doc, odt, docx, xls, xlsx, ods, rtf, csv, these files are not included in any emails.
Save & Save draft
Save the invoice as a draft using the Save draft button (which can be approved at a later date) or approved (unpaid invoice) by using the Save button.
If you have filled in the details of your invoice but have added a new project/account code/bank account/stock item etc. in another tab, just hit the refresh tab and the details you have entered will remain, however, you can now select the new data you have added.
Additional Invoice Features
|Multi currency||VAT Treatments|
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