Customer Invoices Tutorial

Overview#

• Customer Invoices are essential documents that businesses use to request payment for goods or services provided. They outline details such as the items sold, quantities, prices, total amount due and payment terms.
• Invoices help both the business and customers to keep track of financial transactions.

💡These tutorials explain how to create, edit, view, print and email Customer Invoices.

How to View a List of Customer Invoices#

1. Navigate to Customer Invoices.
2. Set = Select a date or enter dates in the fields provided.
3. Select Customer = All.
4. Select Category = All.
5. Click View (button).
   • Note: Double-click a transaction to display the invoice.

How to Filter a List of Customer Invoices#

1. Navigate to Customer Invoices.
2. Set = Select a date or enter dates in the fields provided.
3. Customer = Select a specific customer.
4. Category = Select a specific category.
5. Status = Select a specific status.
6. Click View (button).

How to Search for an Invoice#

1. Navigate to Customer Invoices.
2. Select the default filters and click View (button).
3. Enter the Invoice Number in the blocks before the Search block, or
4. Enter the Company Name (or part of the name) in the Search block.
5. Click View (button).

How to Create Customer Invoices Manually#

1. Navigate to Customer Invoices.
2. Click New (button).
3. Select the customer and fill in the header information:
   1. Date = Change the date, if necessary.
   2. Customer = Select the customer.
      • Note: Click the (i) next to the customer to view the customer record > click the eye icon in the top-right corner to open the customer file.
      • Note: You must select the customer before you can add lines.
   3. Contact = Select the contact person.
   4. Rep = Select the representative.
   5. Category = Select a category.
   6. Reference and Note = Enter a reference and a note.
   7. Deliver to = Select a different delivery address (if needed).
   8. Billing = Select a different billing address (if needed). It is filled in from the customer's default billing address.
   9. Terms = Select the terms.
   10. Order No. = Enter an order number.
   11. Ref No. = Enter a reference number.
4. Create the items by selecting an option next to Add:
   1. Custom:
      1. Enter a Description.
      2. Select an Income Account.
      3. Select a Quantity.
      4. Select a VAT Type.
      5. Enter a Fixed Cost (if applicable).
      6. Enter a Unit Cost (if applicable).
      7. Enter a Unit Price.
   2. Material:
      1. Select a material from the popup block by entering a name in the Search field or selecting View to see all the materials.
      2. Click a row on the material list > Click Select (button), type the Quantity that must be invoiced and click Add (button).
      3. Edit the prices as required.
         • Note: Right-click and select Open linked Material Item to open the master file.
         • Note: The Grid view can be modified using the Field Chooser (*) to add the category and Subcategory fields.
   3. S/Order:
      1. Click S/Order (button) to open the Sales Order lookup window.
      2. This popup displays a list of Outstanding Items on linked Active Sales Orders. (See the Out Qty field).
      3. Uncheck the Outstanding checkbox (top row) to view all the items on the selected Sales Order.
      4. To select a different Sales Order, enter a SO No. and click View.
      5. If the SO No. is blank, all the Active Sales Orders for the selected customer appear.
      6. Select the status that the Sales Orders must be changed to.
      7. Multi-select the items you want to add and press Enter or click the Add button to add the items to the Customer Invoice.
   4. D/Note:
      1. Click D/Note (button) to open the Delivery Note lookup window.
      2. This popup displays a list of Outstanding Items on linked Active Delivery Notes. (See the Out Qty field).
      3. Uncheck the Outstanding checkbox (top row) to view all the items on Active Delivery Notes.
      4. To select a different Delivery Note, enter a DN No. and click View.
      5. Set DN Status to update the Delivery Note Status when added to the Invoice. The same applies to the Work Order Status (WO Status dropdown).
      6. Multi-select (Ctrl + left-click) the items you want to add and press Enter or click Add (button) to add the items to the Customer Invoice.
5. If you made a mistake, delete a line by right-clicking the item and selecting Delete Item.
6. Enter an Adjustment %, if required.
   • Note: An adjustment can be positive (surcharge e.g. 5) or negative (discount e.g. - 10).
7. Continue to add items as needed.
   • Note: The subtotal for an item is not calculated until you move to the next line.
8. Click Save (button).

How to Create a Customer Invoice from a Delivery Note or Sales Order#

1. Open a Delivery Note or Sales Order.
2. Click Actions (button) > Copy to Invoice.
3. Check the items that must be copied (on the popup).
4. Click Copy (button).

How to Edit a Customer Invoice#

1. A Customer Invoice can only be edited if it is in an editable Status (e.g. Pending).
   • Note: Changing the status of a Completed Invoice back to Pending may not make it editable. It may have transactions allocated to it.
2. You can edit a Customer Invoice as per the instructions under How to Create Customer Invoices.

How to View Linked Documents#

1. Display a list of Customer Invoices.
2. Double-click an entry to display a Customer Invoice.
3. Option 1: Click Links (button).
   • Any linked documents appear on a dropdown list. Double-click one to view a linked transaction.
4. Option 2: Click Menu (button) > View linked Transactions.

How to Add an Attachment to a Customer Invoice#

1. Display a list of Customer Invoices.
2. Double-click an entry to display a Customer Invoice.
3. Click Actions > Add Attachment.
   • Note: Attachments are also documents that were added to the Customer's Account under Attachments (tab).

How to Print Customer Invoices#

1. Display a list of Customer Invoices.
2. Double-click an entry to display a Customer Invoice.
3. Click Output (button) to display a dropdown list.
4. Click Print > Select a template (if applicable) to print the report to the default printer. To choose a printer (for example, a PDF printer), click Print (Show Dialogue) instead.

How to Preview a Customer Invoices#

1. Display a list of Customer Invoices.
2. Double-click an entry to display a Customer Invoice.
3. Click Output (button) > Preview > Tax Invoice.
   • Note: You can click the printer icon to print the invoice to a printer of your choice, including PDF.

How to Email Customer Invoices#

1. Display a list of Customer Invoices.
2. Double-click an entry to display a Customer Invoice.
3. Click Output (button) > Email > Tax Invoice.
4. An email is opened with the Tax Invoice attached in .pdf format.

How to Export E-Invoices (UAE)#

1. Display a list of Customer Invoices.
2. Set = Select a date or enter dates in the fields provided. A date filter must be selected.
3. Click Menu (button) > Export UAE eInvoices (.csv).
4. Click Yes (button) to confirm the date range.
5. Select where to save the file (the default name is eInvoicing.csv) and click Save (button).