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 invoice features can be enabled from the Settings > Configure system > Toggle features menu which add more fields and options to the invoice create form.
Table of Contents
1. The invoice creation form
Navigate Sales > Invoices and click on the Create Invoice button.
Below is an image of the invoice create form, to quickly create an invoice just fill in all the details with an asterisk as shown below:
2. Invoice Fields & Elements
Each of the fields and elements on the invoice create menu are now described in more detail below.
2.1 Invoice #
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.
2.4 Due Date
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. You can search by reference in the search bar in the top menu (just click on the magnifying glass icon to use the search bar)
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.
2.8 Account code
Account codes determine which report the balance of the transaction appear on, some are balance sheet accounts and others are Profit & Loss accounts.
2.9 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.
2.10 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.
2.12 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.
2.13 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.
2.15 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.
3. Additional Invoice Features
A discount percent can be applied to the total value of an invoice using our discounts feature, or if you need to discount a particular line of an invoice you can apply this by adding a negative line item.
3.1.1 Adding a discount percent to the full invoice
The discount feature is toggled on from the Settings > Configure system > Toggle features > Invoicing & expenses menu:
This will add a discount % field to the invoice create form:
When you hit the Save button, the discount will be applied to the total value of the invoice and will appear as a new line item:
3.1.2 Adding a discount to a line item on the invoice
If you have multiple line items on an invoice and would like to discount a specific line amount rather than the full invoice amount, you will need to create a new line on the invoice for the discount.
Make sure to enter the unit price as a negative amount, in this example, I am discounting the second line item by 10%.
3.2 Accrual Dates
In cases where you have raised the invoice but have not yet delivered the goods or services, you are able to utilise accrual dates so that the revenue is realised in the related period.
An example would be if you are a business which supplies a training service, where you may invoice the customer on 01/01/18 but the training is not carried out until a month later. Therefore, you are able to input an accrual date of 01/02/18 so that the revenue is recognised in the correct reporting period.
Navigate to the Settings > Configure system > Toggle features > Accounting tab and toggle on Accrual dates.
If your company works on a project basis, it may be useful to see profit and loss or cashflow for each specific project. The project feature allows you to create projects and assign them to an invoice or to specific invoice items.
If your company manages stock or even if you don't but do re-use specific invoice items repeatedly, you can enable the stock feature to allow you to select a stock item (or regular invoice item) when creating the invoice.
3.5 Multi currency
You can create multi currency invoice if you are subscribed to the Large plan. You can use custom rates or the automated rate which we fetch from XE.com
3.6 VAT Treatments
If you sell to companies outside of the UK, you can enable VAT treatments which will provide you with the following options: Sales to EU customer, Goods to EU customer, Services to customer outside EU and Goods to customer outside of EU. The VAT treatment used will determine how the VAT return treats the invoice.
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