Create an Invoice
When a customer places an order,
you can create an invoice to bill them for the upcoming sale.
There are four possible ways to create an invoice:
- Create a new invoice – Click 'All' > 'Invoice' > 'Add Invoice'. See 'Create a New Invoice' for more information.
- Clone an invoice – Duplicate an existing invoice to us as the starting point of a new invoice. See 'Clone an Invoice' for more information.
- Import invoices – Import a list of invoice records from a .csv or .vcf file. See 'Import Invoices' for details.
- Create an invoice from within another module (products, organizations, contacts etc). See 'Create an Invoice from other Modules' for more information.
- Click 'All' then 'Invoice' (under 'Marketing and Sales'), or click 'Invoice' on the title bar
- Click the 'Add Invoice' button
- The 'Create New Invoice' page will open:
Form Parameter |
Description |
---|---|
Invoice Details |
|
Subject |
Specify the name of the invoice. |
Sales Order |
Select the reference Sales order (if any), or click the search icon to populate a value automatically. |
Customer No. |
Enter the customer number, if any. |
Contact Name |
Specify the contact for whom you are creating the invoice. Click the search icon to select from a list of existing contacts. Click the '+' icon to quick create a new contact. |
Invoice Date |
Specify the date that the invoice was created. |
Due Date |
Select the date by which payment should be received for the items in the invoice. |
Purchase Order |
Enter the purchase order number, if any. |
Excise Duty |
Duty rate for the shipment. |
Sales Commission |
Enter the amount of commission paid to the salesperson responsible for the deal. Enter a figure, not percentages. Commissions will be in the currency set for your company. This figure will not be shown in the exported invoice pdf. |
Organization Name |
Select the organization to whom the invoice will be sent. You can click the '+' icon to quick create a new organization or click the search icon to select an existing organization. |
Status |
Select the invoice status from the drop down. You can change the status later on using the 'Edit' option. |
Assigned To |
Select the staff member who is responsible for the invoice. This may be the same staff member handling the opportunity. |
Address Details |
|
Copy Billing Address from |
Choose whether to copy the billing address from the organization, contact or shipping address. |
Copy Shipping Address |
Choose whether to copy the shipping address from the organization, contact or billing address. |
Billing Address and other fields.
|
This will be auto populated as per the 'Copy Billing Address from' option. Specify the details if not populated. |
Shipping Address and other fields.
|
This will be auto populated as per the 'Copy Shipping Address from' option. Specify the details if not populated. |
Terms & Conditions |
|
Specify the terms and conditions that are associated with the invoice. |
|
Description Details |
|
Description |
Enter a description of the invoice. This will be visible in the final invoice. |
Item Details |
|
Lets you add products/services, manage prices/taxes and offer discounts. |
|
Item Name |
|
Tools |
|
Add Product / Add Service |
Allows you to add a product / service to the invoice. |
Currency |
|
Currency |
Select the currency for the invoice. You can add and manage new currencies in 'CRM Settings' > 'Other Settings' > 'Currencies'. |
Quantity |
For each product / service, a corresponding quantity / list price fields will be available.
|
List Price |
The defined price for the product. You can change the price by manually entering an amount or selecting from the Price Book.
|
Tax Mode |
|
Individual |
If this option is selected, the 'Tax' link will be displayed allowing you to edit the individual tax rate defined for the product. |
Group |
If this option is selected, all the taxes that are enabled for the product will be applicable and you cannot edit the rates here. |
Total |
Displays the price details for the product including discount and taxes. |
Net Price |
Displays the total price of the product. |
Click 'Save'. The invoice will be saved and added to the list in the 'Invoice List'.
- Items Total – The final price of the all the products
- Discount – Click 'Discount' to specify the discount for the total price
- Shipping & Handling – Specify the charges for shipping the product to the customer
- Pre Tax Total – Displays the total price including shipping charges
- Taxes for Shipping and Handling – Displays the taxes defined for shipping and handling in 'CRM Settings' > 'Other Settings' > 'Tax Calculations'. You can change the tax structure on an ad-hoc basis for this by clicking the 'Taxes for Shipping and Handling' link
- Adjustments – Select 'Add' or 'Deduct' appropriately and enter the amount to round off the invoice amount
Customer Relationship Management (CRM) allows you to create a new invoice record using an existing record as a template. You can then edit the cloned record as required.
- Click 'All' on the title bar and choose 'Invoice' under 'Marketing and Sales' to open the 'Invoice List' interface
- Click the name of the invoice record you want to clone to open the the 'Invoice Details' interface
- Click 'More' on the top right and choose 'Duplicate'
The 'Creating New Invoice' form will open with the details populated from the original record.
- Enter a details for the new invoice
- Edit the details as required. Descriptions of the form parameters are available in the table above.
- Click 'Save'.
Another method of creating an invoice is to import from exported invoices.
- Click 'All' on the title bar and choose 'Invoice' under 'Marketing and Sales' to open the 'Invoice List' interface
- Click 'Actions' > 'Import'
Follow the steps in the interface to import the desired invoice. See 'Import and Export Records' for more information.
Create an Invoice from other Modules
You can also create new invoices from other modules. For example you can create an invoice from a particular sales record. See 'Associate Invoice Records to a Sales Order' for more information.