Sales Invoices are the bread and butter of your business, so to speak. 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 page allows you to see what invoices you have for the selected customer and when they were created. It also shows the total of the invoice and the current amount owing. 

You can create new sales invoices and view/edit existing invoices from the buttons on the right. At the top are four options to filter the viewable list: This Month’s Customer Invoices, Outstanding Customer Invoices, All Customer Invoices and Show Quotations. Select the required function.
 

Add a New Sales Invoice

Select the customer from the Customer List.                                   

  

The top left corner displays the Customer Code and Company Name. Underneath this is the Invoice Number. The next numerical sequenced invoice number is generated, but can be changed e.g. to set a manual invoice number by typing the new number in the box

• - Order/Invoice: A standard tax invoice or agreement for provision of goods & services
• - Quotation: Quote a customer for goods or services, expecting an order. When the quote is successful, the status can be changed to Invoice
• - Hold Open: Create an invoice but do not allow finalising just yet
• - Finalised: A tax invoice issued to a customer ready for payment (also referred to as ‘posted’ or ‘closed’, but does not necessarily mean ‘paid off’)

Note: If using a Cash Invoice, you can set up automatic transfer to Cashflow Manager of the receipt. See ‘Cash Invoice Settings’ in ‘Options –Invoice Manager’. Alternatively, if you have a lot of Cash Invoices, you can select not to transfer each individual invoice to Cashflow Manager and just record the total at the end of the day or use ‘Transfers’ to batch receipts and transfer them as one entry. 

Add Items to Your Sales Invoice:

Note: Management Sales Reports designed to give you information to analyse your sales and purchases only include items that are listed in Inventory and require selection from the Inventory List to be included in these reports. 

Note: The Description can be a maximum of 250 characters. If you wish to type more, go to the next line, and type the rest in the next description field.

• - Insert Blank Line –Insert a blank line above the currently selected line
• - Remove Line –Remove a line permanently (you will be prompted)
• - Move Line Up –Move the currently selected line above the preceding line
• - Move Line Down –Move the currently selected line below the following line

Adding a Message to Your Sales Invoice:

Extra Details:

Apply Discount:

Note: The discount you add will be calculated from the invoice balance at the time the discount is added, so if you add more lines to the invoice and then another discount the original items will be discounted further. You can remove a discount line like any other invoice item line (i.e. select the row, click on the Delete key on your keyboard).

View or Edit an Invoice:

Select the customer from the Customer List and click the [Invoice List] button.

The Invoices page will list any created invoices for the selected customer. Options above filter the list, by this month’s, Outstanding, or All Invoices. Normally it is set to show Outstanding Customer Invoices and will show all Open (unfinalised) invoices and, when ticked, Quotations. Select an invoice from the list and click the [View/Edit]
button or double-click on the invoice.

Any invoice / quote can be viewed to reprint or print a picking slip, but only open invoices can be edited. If an invoice is finalised, it will need to be unfinalised. See the section ‘Unfinalise an Invoice’ below.

Finalise an Invoice:

‘Finalising an Invoice’ signifies it is ready to issue to the customer, no changes will be made, and to expect payment. In accountant terminology, it is often referred to as ‘Posting’ because it is when the invoice is finalised that it is ‘posted’ into the Debtors Ledger. In other words, it is at this point that the sale is made and the customer becomes liable to pay.

Similarly, in Invoice Manager an invoice is not treated as a sale and therefore not included in statements, sales reports, Aged Debtors or the Customer Inquiry until it is finalised.

When preparing an invoice, you are given the option to Hold Open the invoice if you do not wish to finalise it, for example, if delivery has not been made prior to statement date.

The invoice is treated as a draft (or ‘open’) until it is finalised. To finalise the invoice currently displayed, select the [Finalise] button.

Invoices can also be finalised all at once by clicking on the Finalise Invoices icon on the toolbar. This will open a window displaying all Sales Invoices whose status is Order/Invoice, but not any with status of Hold Open. Tick the checkboxes for the invoices to be finalised and select the [Finalise] button. Or if you want to finalise all invoices, select the [Select All] button.
 

Unfinalise an Invoice:

An invoice can be ‘unfinalised’ only if it has not had a Receipt, Credit Amount or Adjustment Note applied to it.
There are two options. One is to select the [View/Edit] the invoice and select the [Unfinalise] button.
You can also unfinalise an invoice from the Tools menu. This may be the better option of you need to remove a receipt first as this can also be done from the Tools menu.
Click on the Tools menu, select Remove Receipt, and then unfinalise Invoice. If an Adjustment Note needs to be removed, you will need to unassign and then click the
[Delete] button.
Select the Invoice Number from the drop-down arrow and select the [Unfinalise] button.
The invoice’s status will now be marked as open, and changes can be made.

Note: Please make a backup of your file before making changes. Extreme care should be used in fixing mistakes, as you do not want to compound the problem. We recommend that these options should only be used by, or under supervision of, business management.

The most common mistakes are forgetting an item, putting the wrong price on an invoice, or creating an invoice under the wrong customer. These can be corrected, if the problem isn’t made worse by not understanding what is happening. 

The process of invoicing is sequential and must be reversed if changes need to be made.

• - Sequential: An invoice is created then saved, finalised, then a receipt is added.

• - Reversal: To edit the invoice directly, remove the receipt, then unfinalise the invoice, make the changes, finalise, and then reapply the receipt if necessary.

If changes need to be made to the invoice and it is not fully paid off, an Adjustment Note can be used to remove items or reduce the price. See the section 'Adjustment (Credit) Notes’.
 

Recurring Invoices:

If you have invoices that are repeated, or have similar item details, you can save them as a Recurring Invoice to save time preparing your Sales Invoices.

1. First, create or open an invoice that has the relevant item details filled in. Save the invoice by clicking on the [Save] button.

2. Select the [Recurring] button (You cannot make a finalised invoice recurring).

3. A window will appear prompting you to type in a description for the new Recurring Invoice. Select the [Add] button when you are done.

4. 4. To use a Recurring Invoice for a new invoice, add a new invoice, then select the [Recurring] button at the bottom of the New Invoice page, and click the Use Recurring Invoice tab.

5. 5. Select the description of the saved Recurring Invoice from the list, and select the [Use]

6. 6. button. The item details will be loaded into the current invoice. Then close this window and save the new invoice.

7. 7. To delete a Recurring Invoice, select the [Recurring] button at the bottom of an invoice, and select the [Use Recurring Invoice] tab. Highlight the recurring invoice by clicking the grey box at the start of the description line. Press the [Delete] key on your keyboard.
    

Print an Invoice:

If the invoice is displayed, select the [Print] button. If not, open the invoice for viewing/editing as per section above. When the Print Preview appears, there are options to [Email], [Save As] a file, or [Print] it to the printer. Select the required button at the bottom.

Other features when printing include:

• Choosing a different customised layout (assuming you have more than one layout)
• Picking Slips (which does not show prices)