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Adding a sales invoice

You can add and send sales invoices to your customers.  You can also use the facility to enter historic items if you are catching up with your accounts or are entering invoices relating to a previous year that need to be shown as debtors.  However, the main use is to provide the ability to create an invoice and either print the invoice from a PDF or send an email to your customer.

New Invoice

Click on the "Add invoice" button which is displayed throughout the invoicing section

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Contact

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You can search for an existing customer by typing part of the customer name - either the first or any part of the name will work.  You can also press the space bar to show all customers.  When searching, a dropdown menu will appear with the results - this will slowly decrease as you type to filter the results.  If the selected customer is showing click on the name with your mouse or hit enter on the keyboard.

If the contact does not existing click on add new contact to enter limited information in order for you to create an invoice.

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The account reference and account name fields are mandatory.  If you want to send the invoice via email immediately (though bear in mind you will not have an address), enter the contact name and email address as well.

Click on save, the pop up will close and the new name will be populated in the contact field.

Project

You are able to allocate projects to your invoice.  Projects are set up within another area of the software.  Only projects that have been allocated to a customer will be shown - thus once you have added in a contact the project results will update with the available projects to assign.

Date

Today's date will be shown automatically when the new invoice is first loaded.  You can overwrite this and enter a new date - historic or future - to the invoice.  Date can be written in a variety of ways by typing 31052013, 310513, 31/05/2013 or 31/05/13 - these all would give a result of 31st May 2013.

Due Date

The due date of the invoice is calculated by the setting within the invoice settings page.  The date will be pre-populated with the calculated date based upon number of days.  This date can be over ridded if needed.

Inv Number

The invoice number is usually automatically generated from the invoice settings page.  From this page you can set up a number prefix e.g. "CLE" and a starting number.  If you have used a previous invoicing system then you should use the last invoice number from this system.  Alternatively, if this is your first invoice, you can leave this alone.

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Although the details can be changed on the invoice page it is not advisable as this would cause numbers to be out of synch.

Credit Note

Click on the checkbox to create a credit note rather than a normal invoice.

Invoice line details

There are two types of invoice lines you can add into the invoice.  A normal line e.g. the services or products you sell, or an expense you want to re-charge to your customer.

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Add a new line

Item

An item is a reusable line that will automatically populate your invoice fields using the information you have saved.  Items are great when you re-use the same service or product regularly.

You can search for an existing item by typing any part of the item name or pressing the space bar in the item field.  Items are previous invoice lines that you have already saved when you have previously added invoices.

You can save invoice lines on any invoice by clicking on the Add this as a reusable item checkbox underneath the invoice line.  Once you have clicked on the checkbox a new field is loaded so that you can enter a short name.

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When you enter a name and save the invoice the invoice line will be saved for future use.

Manual line

Assuming you do not have an item line available you will need to enter the invoice details manually.

Nominal Code

This is the account code that is used to assign the invoice line to an income category.

If you have entered a default account code from within the contact details page the relevant account code will already be pre-populated.  This code can be changed however.

Reference

Enter the invoice details you want your customer to see on the invoice you will send them.

Qty

You can enter a quantity to your invoice.  This could be used either with selling products or selling units/billable time for your services.

Price

Price for the line item.  Again, this could be a product amount or a chargeable hourly rate.

VAT Rate

If you are VAT registered then you will need to assigne vat to the invoice line.  The dropdown will display all relevant rates.

If you have set up a default rate within the contact details page you will not need to allocate the vat rate again. 

VAT

The vat calculated box will automatically calculate the VAT from the option you have chosen within the vat rate field.

Disc %

You can apply a discount percentage to the invoice line's unit price.  Enter a positive % rate into the field.

Reusable item

If you want to use the invoice line again click on the checkbox.  You will be prompted to give the item a name to be used next time you want to use the item

Re-charge expenses

There maybe times you want to re-charge an expense you have incurred to your customer via the invoice - e.g. travel or equipment you have purchased on behalf of them.

Click on re-charge expenses

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When you enter expenses or supplier payments you are given the option to allocate them as chargeable expenses.  You will also be given the option to allocate them to a customer account.

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When you click on re-charge expense from the sales invoice page, all expenses that have already been allocated to the customer (from the supplier page) will be available to add in to the invoice.

To add in an expense, click on the reference name of the expense and it will be created as a new line on your invoice.

Once the expense has been added to an invoice (and the invoice saved) the expense will no longer be shown for claim.

Approve & Approve and Email

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Approve

Clicking on approve will save the invoice and it will be added to the sales ledger and various other reports.  The invoice can be printed and/or emailed at a later date.  Payments can also be allocated to it also.

If any of the mandatory fields are missing from the invoice, the approval will fail and you will be shown which fields need further attention

Approve and Email

The process will occur as approve button above.  The software will check all fields to ensure no information is missing and post the invoice to the ledger.

However, it will also give you the ability to email the invoice immediately to the customer.  Click on Approve and Email to achieve this.

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Data will already be pre-populated on the interface if the information has been entered onto the account summary for the customer.

Email

The email address is taken from the account summary for the customer.  If you entered multiple email addresses in the account details page they will all be listed here.  You can add new email addresses by separating them with commas.

Email template

Choose the email template to use.  Once selected, the email template contents will populate the email contents field below.

Subject

This is pre-populated for you using our default subject template.  You can change the subject if necessary.

Email Contents

If you have chosen an email template it will show the text from the template together with any database merged fields.  If you do not want to use the templates, enter your own email in the field.

Email sent from

The email address that the emailed invoice will be shown to have been sent from is shown.  You can change this easily by clicking on change.  You will then be directed to your company details page to change the email address.

Send / Cancel

If you are happy with the email, click on send.  This will send the email immediately to the customer and attach a PDF version of the invoice to the email.

Click on cancel to return to the previous screen.

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