For goods that you sell, or services you provide, a tax invoice is issued, and payment is expected from the customer. Invoice Manager helps you keep track of outstanding invoices and which customers owe you money.
The Invoices screen allows you to see what invoices you have created for a customer. It also shows the total of the invoice, the current amount owing, and its status.
You can create new sales invoices and edit existing invoices from the buttons on the right.

Add a New Invoice

1. Click on the [New] button to the right of the screen.

2. A new invoice will appear, where you can complete the following Invoice Information:

Invoice Number – this is automatically generated and increments to the next number when another invoice is created.

Customer – select a Customer by accessing the drop-down menu

Invoice Date – is displayed at the top right corner of the invoice, and defaults to today’s date per the computer, but can be changed by accessing the calendar selector.

Status – is displayed, and can be changed by using the drop-down menu. The invoice status choices are;

Invoice: A standard tax invoice or agreement for provision of goods & services
Quote: Quote a customer for goods or services, expecting an order. When the quote is successful, the status can be changed to Invoice
Partially Paid: an invoice that has had a partial payment made
Paid: A tax invoice issued to a customer and has been paid in full

Please note: the Partially Paid and Paid options are not selectable. These statuses will only be displayed if that is the state of the invoice.


Tax Default – from the drop-down menu select the default tax type relevant to your lines of transaction. This will pre-fill the Tax Type field, saving you data entry time.

Discount % - type in the discount number (as a percentage) if applicable.

Cash Invoice – select this option if applicable.

Available Credit – if a credit amount needs to be assigned to the invoice, click the [Apply Credit] button and type in the credit amount.

Credit Limit – the credit limit for a customer.

Add Row – type in a detailed description regarding the nature of the invoice, any items sold, or work performed by clicking on [Add Row]. A “form” window will appear. If you have added your items in the Inventory section, click on the drop-down menu. You can then select the applicable item to pre-fill the Item Code field. If you wish to type more, add another row. Select the relevant tax type by using the drop-down menu. The tax type selections include; GST, Non-GST, Export Sales, Other GST-Free, Input Taxed. Type in the Unit Price of an item and the number of items sold. The GST amount will be automatically calculated based on the tax type chosen. The line total of the invoice will be automatically calculated and updated if changes are made.

Memo to Customer – the memo field is used to type a brief note to the customer regarding the invoice, such as “Thank you for your Business”, etc….

Terms – refers to the time a Customer must pay the total of an invoice (E.g. 14 Days). This can be typed into the Terms box.

Once the invoice has been completed, click [Save] or [Save & Exit].

Once you save an invoice, [Receive Payment] and [Print/Email] buttons will appear.

Picking Slips – you can print an invoice that does not show prices to use for picking inventory or as a despatch notice. Print the Picking Slip by clicking on the [Picking Slip] button.


Editing an Invoice:

1.
Select the invoice on the Invoices screen
2.Click the [Edit] tab
You will then be able to view or edit the invoice.


Searching for an Invoice:

At the top left of the Invoices screen, you will see a Search bar.

1.Type in the invoice number, or Company Name
2.Click on the search icon
3.Your invoice will then appear on the invoice list


Printing an Invoice:


To print an invoice from the Invoices screen:
1.
Select the invoice
2. Click on the [Print/Email] tab
3.An invoice print preview will then be generated
4.Click on the Print icon at the top of the screen.
5.A print preview screen will appear with another print icon to select
6.Once this is selected click [Print]


To print an invoice from the actual invoice:

1.When viewing an invoice, click on the [Print/Email] tab
2. An invoice print preview will then be generated
3.Click on the Print icon at the top of the screen.
4.A print preview screen will appear with another print icon to select
5.Once this is selected click [Print]


Saving an Invoice:
Invoices can be saved in CSV or PDF format.
Once the invoice print preview is generated, you then have a Save option at the top of the screen.

1. Click on the Save icon
2.Select either CSV or PDF format
3.Save the report in a location of your choice


Email an Invoice

To email an invoice from the Invoices screen:

1.Select the invoice
2.Click on the [Print/Email] tab
3. An invoice print preview will then be generated
4.Click on the Email icon at the top of the screen.
5. An email document screen will appear
6.The Customer’s email address will automatically be pre-filled if it has been added in the Customer’s details. If it hasn’t, type in the Send To email address, or use the add symbol to select a Customers email address.
7.The subject line will be prefilled with a description of the invoice.
8. The invoice will automatically be attached as a PDF file
9.A generic message will automatically prefill the document. This can be removed and re-typed if you wish.
10.Click on [Send]



To email an invoice from the actual invoice:

1.When viewing an invoice, click on the [Print/Email] tab
2.An invoice print preview will then be generated
3.Click on the [Email] icon at the top of the screen.
4.An email document screen will appear
5.The Customer’s email address will automatically be pre-filled if it has been added in the Customer’s details. If it hasn’t, type in the Send To email address, or use the add symbol to select a Customers email address.
6.The subject line will be prefilled with a description of the invoice.
7.The invoice will automatically be attached as a PDF file
8. A generic message will automatically prefill the document. This can be removed and re-typed if you wish.
9.Click on [Send]

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