Using Sales Invoice

Sales Invoices are used to record sale of products/services. They are used when a customer does not pay you at the point of sale.

A Sales Invoice is a legal document issued to your customer and it contains the following information:

  • quantities of products | services supplied,
  • respective price(s),
  • payment terms,
  • amount or balance owed,
  • due date for balance payment.

Posting a Sales Invoice increases:

  • customer’s balance (amount customer owes to you) and
  • account receivables(Sales Ledger).
In Salesorder, an invoice is defined using a Sales Invoice Document.
 

New Sales Invoice

A new Sales Invoice can be created in the following ways:

Use Sales Invoice

To manually create a new Sales Invoice in Salesorder, go to:

SALES > Sales Invoices > +

Use Customer Master

To create a new Sales Invoice, go to:

SALES > Customers > Select Customer > Actions > New Sales Invoice

Use Sales Quote

To create a new Sales Invoice, go to:

SALES > Sales Quote > Select Quote > Actions > Create Sales Invoice

Use Sales Opportunity

To create a new Sales Invoice, go to:

SALES > Sales Opportunities > Select Sales Opportunity > Actions > Create Sales Invoice

You can create Sales Invoice in bulk using the List Settings.

Transactions on Sales Invoice

Salesorder allows you to perform following transactions through the Sales Invoice Document:

Transaction More information
Receive Payment Refer Using Customer Payments
Delivery Note Refer Using Customer Delivery Notes
Credit Notes Refer Using Customer Credit Note

Sales Invoice Document: Configuration 

To configure Sales Invoice document, go to:

SETUP > Configuration > Sales Invoice 

Or

SALES > Sales Invoices > Select Sales Invoice > Configure

The following configuration options are available:

New Template

You can create new Sales Invoice Document templates using this option.

Templates enable you to customize:

  • the line item table columns in the document.
  • the layout of the document when its being printed.
For more details on how to use templates, refer Setup Document Template

Customize Fields

A Sales Invoice document consists of fields, sections, tabs and line item table. The Salesorder app allows you to customize all the parts of the document.

To customize fields, sections and tabs in the document, refer to Using Customization

Line Item table can be customized through document templates. To learn more, refer Setup Document Template
General tab

Saving with insufficient stock

This setting defines the default save behavior of a Sales Invoice document when there is insufficient stock.

The main purpose of this setting is to allow the system to decide how to allocate stock and whether manual intervention is required.

There are two options:

  • Do not allow document to be saved
  • Over allocate stock
Warning: Over allocation of stock is generally not a good idea, as it will always distort the average costs of the Items.

To learn more about the stock allocation process in Salesorder app refer Using Stock Allocation

Default Sales Invoice Template

Using this option you can choose a template for the Sales Invoice document.

This template defines:
  • how the line item table columns appear on the screen for a Sales Invoice document.
  • the layout of the Sales Invoice document when its being printed.
Salesorder app provides default templates like:

  • Standard,
  • Time and Materials,
  • Services and
  • Professional.
Each template is relevant for different types of businesses, such as product and service companies.

To learn more about how to use templates, refer Setup Document Template

Show collapsible sections

Checking this option collapses the header sections of the document.

It implements a drill down effect on the header sections to make the Sales Invoice document appear compact on the screen.
Reference # Generation tab

Use Auto-generated Ref #

Reference numbers can be set to auto-generate by checking this option.

Ref # Prefix

You can prefix reference numbers for meaningful distinction and recognition. For example:

  • Sales Invoices can be prefixed as SI345
  • Purchase Orders can be prefixed as PO987
  • Customer Payments can be prefixed as CP234.

Current Sequence Number

Reference numbers can be set to increment from a fixed starting point.

For more details on customizing Ref #s refer Using Ref #s (Reference numbers)

Sales Invoice Document: Reference

Fields in first Section

Customer Customer Name
Customer # Customer Ref#
Owner The user creating or owning this document.

To learn more, refer Using Owners
Tax Date The date for Tax purposes, i.e. when the Income was collected. You may specify any date. The default is the creation date.

This is also the date from when the Payment Terms commence.
Ref # A unique identifier for the document.
Status The Accounting Status of this Document, specifically:

Pending: The Invoice has been saved as Pending, it has not been posted to the General Ledger.

Open: not Paid

Paid: has been Paid.

OverPaid: has been Paid for more than the original balance (Overpayment)

Void: Document is not in use.

Memorized: See Using Memorized Transactions
Template The Template applied to this Document.

Templates enable you to customize:

  • the line item table columns in the document.
  • the layout of the document when its being printed.
To learn more, refer Using Document Templates
Currency The Currency in which this Document is presented. See Using Currencies
Exchange Rate The exchange rate applied to the relationship between this Document’s currency and the base currency of your general ledger. See Using Currencies

Fields in second Section

Customer Ref A unique reference originating from the Customer i.e. Purchase Order #.
Contact The main or a selected Contact. In Edit mode you can select from the associated List of Contacts.
Telephone The phone number associated with the above Contact.
Email The email address associated with the above contact, and where this document will be emailed from a List or the Document itself.
Emailed on The date and time the document was last emailed.
Printed on The date and time the document was last printed.
Our Ref Inherited from a Sales Order or Sales Quote or Sales Opportunity.
Job A reference to the Jobs List.
A/C Memo A note to the General Ledger
Price List The Price List applied to this Document. See Using Price Lists
Outstanding Balance Amount owed by the Customer.
Tax Code / Group The default Tax code inherited from the Customer and applied to Line Items on this Document. You can change the Tax code on an Item. See Using Taxes
Terms The default Payment Terms inherited from the Customer and inherited by subsequent child Documents. See Using Payment terms
Due Date The due date according the Payment Terms.
Price Level The Price Level applied to this Document. See Using Price Levels.
Default site The site from which a subsequent Sales Order would be fulfilled.
Tabs

Items

You can view all the Item details such as Description, Unit Price, Qty, Discount, etc. for the Sales Invoice.

To learn more, refer Using Line Items

Notes

You can add notes to the document. To learn more, refer Using Notes

Addresses

You can mention billing, shipping and payment addresses using this tab. To learn more, refer Using Addresses

Shipping

Shipping details like:

  • shipping company,
  • shipping method,
  • ship date,
  • shipment tracking #,
  • shipping cost,
  • shipping weight and
  • shipping terms
can be saved in this tab. To learn more, refer Using Shipping

Customer Message

Add a message to the Customer.

Classification

Refer Using Classifications

E-Commerce

If the Sales Order was generated through a Shopping cart or API, this tab will display the following details:

  • Imported from Cart,
  • Imported On,
  • Cart Mapping,
  • Payment Method.

Sales Invoice Document: Settings

The document settings are available when creating | editing | viewing a Sales Invoice document (create | edit | view mode).

The following settings are available:

Save

(available in Create | Edit mode)
Saves the Document. Documents that post to accounts have a Save and Save as Pending option.

Using Save, you can post the Sales Invoice values to the General Ledger.

Save as Pending

(available in Create mode)
Using this setting, you can save the Sales Invoice document without posting it to the General Ledger.

The Status field in the Sales Invoice document will be updated as Pending.

It allows you to edit and make changes to the Sales Invoice and when you are ready to post the Document to the Account, you can click the Save option.

Edit

(available in View mode)
Using this setting, you can switch the Sales Invoice document to edit mode.

Memorize

(available in
Create mode |
Edit mode for Sales Invoices in Memorised status)
Using this setting, you can schedule to create new Sales Invoice documents automatically at regular intervals of time.

The Status field in the Sales Invoice document will be updated as Memorised.

To learn how to implement this, refer to Using Memorised Transactions

Check Stock

(available in
Create | Edit mode)
You can check availability of all the stock for this Sales Order.

Or select items in the line item table to view the stock availablity of individual items.

Configure

(available in
Create | Edit | View mode)
Takes you to the Sales Invoice configuration screen. Discussed in the Configuration section in this article.

Find

(available in
Edit | View mode)
You can use this option to find

  • Payments for Sales Invoice
  • Delivery Notes for Sales Invoice
  • Credit Notes for Sales Invoice

Actions

(available in
View mode)
Actions can be used to perform various tasks on a Sales Invoice -

Receive Payment

This option is used to record a payment made by the Customer against the given Sales Invoice.

Create Delivery Note

You can use this option to create a Delivery Note for the given Sales Invoice.

Delivery Notes | Packing Slips enable the Customer to check what was delivered against what they bought for reconciliation purposes.

Create Credit Note

Issue a Credit Note against the Sales Invoice. Refer Using Customer Credit Notes

Create a Copy

Creates a copy of the Sales Invoice.

Show Account Entries

View AR and AP entries for the Sales Invoice in General Ledger.

Show History

You can view the complete history of the Sales Invoice Document and who has performed them.

Take Ownership

You can transfer document ownership using this option.

Void this document

Documents can be voided to imply that they are not in use. It is a soft delete.

Voided Documents remain in the system and are set to Void status. You can still search for the document on the app.

Once a Document is voided it cannot be edited or changed in any way (you can attach a Memo though).

It will also remove the corresponding entries from Sales Ledger.

Delete

This option permanently deletes the Document from the Salesorder app.

You cannot recover the document once it is deleted. Also, you will not be able to search for the document in the Salesorder app.

However, you do have an option to view the history of the deleted Document.

Go to, ACCOUNTING > Find Transactions > Search Document History

Hence, caution is advised in using the Delete option.

Print

(available in
Edit | View mode)
You can print Sales Invoice document using this option.

The document is printed as a PDF and the print style and layout depends on the template set for the Sales Invoice document.

Refer to the Template field in the Reference section in this article.

Email

(available in
View mode)
You can send emails directly from the Sales Invoice document. The email message will automatically include the Sales Invoice document as a PDF attachment.

  • Blank Message
  • You can compose and send a custom email using this option.

  • Invoice Issued
  • You can send an email to inform the Customer about the Sales Invoice issued along with the payment due date.

  • Payment Reminder
  • You can send an email reminder to the Customer regarding the pending payment.

To learn more , refer Using Email

Help

(available in
Create | Edit |
View mode)
Takes you to the Salesorder help documentation.

Sales Invoice Document: List Settings

Sales Invoice Lists enable users to perform bulk operations on Sales Invoices.

To access Sales Invoice List, go to:

SALES > Sales Invoices

You can perform the following task using Sales Invoice Lists:

Search Orders

You can search Sales Invoices in the following ways:

Advanced Search Tab

Enter the search criteria to find the relevant Sales Invoices.

You can save the search criteria using the Memorise option. This enables you to run the same search criteria without requiring to enter the details again and again.

List All Invoices

List all Sales Invoices.

Open Invoices

List all Sales Invoices that are not paid.

Overdue Invoices

List all Sales Invoices that are overdue i.e. not paid and past payment due date.

Approve Credit

To approve Credit for Invoices, go to:

Check all the Sales Invoices for which you need to approve credit.

Use Approve Credit option to appprove all the selected Sales Invoices.

Refer Using Credit Controls

Print Invoices

You can print Sales Invoice document using this option.

The document is printed as a PDF and the print style and layout depends on the template set for the Sales Invoice document.

Refer to the Template field in the Reference section in this article.

Email Invoices

Check all the Sales Invoices you need to email. Select the Email Invoices option. The email message will automatically include the Sales Invoice document as a PDF attachment.

Select the email template and click Send to email the Invoices:

  • Invoice Issued
  • You can send an email to inform Customers about the Sales Invoice issued along with the payment due date.

  • Payment Reminder
  • You can send an email reminder to Customers regarding the pending payment.

To learn more , refer Using Email

Export

To export Invoices, select the checkbox against the Export option to enable the export mode.

The result set returned by the following Search | List operations, is automatically exported in Excel and a link to download the Excel file is displayed on the screen.

In this article

Was this helpful?