Create a new Invoice

Guide

This is the main window, where all handling of quotes and invoices are done. Should it be closed then it can be reopened by pressing ‘Make / Print Invoice’.

Common behavior is:

If you click on a columns header (except ’1. Itemline’ and ‘Amount’), you will sort the list after this field. Click again to sort in reverse order.

Put some text or number in the search field and click ‘Search’ to show only the rows which contains the search text.

Press ‘Use as recurring Invoice’ to make a subscription which makes a new invoice automatically.

In the top of ‘Browse Invoices’ you have 5 tabs. In short this is:

Invoice Drafts

When you make a new invoice, it is not locked. When printing an invoice you are asked if it should be locked. If you lock the invoice you can no longer change it. You can lock it as unpaid or paid (paid in advance).

Here you can see all the invoices that are not yet locked.

The other tabs will be described here

When pressing New Invoice or Change you get the form where you make an invoice.

Invoice No.
You cannot change this, it is handled by the program.

Date
The invoice date. You may press the lookup button to pick from a calendar.

Credit note
Click here if you want to make a credit note.

Customer name
Key in a customer name (new customer) or press the lookup button (Existing customer).

Bill to
Name and address of the person / company to receive the invoice.

Ship to
Name and address of the person / company to receive the articles.

Save this customer
Press to save changes to a customer or a new customer.

Order no.
If you want an order no. on the invoice.

Salesman
Key in a salesman name or press the lookup button to select an existing salesmen.

Paid By
Description of how this invoice are being paid.

Payment condition
Either select an existing Payment condition or make a new payment condition. It consist of a leading text and optionally a number of credit days wich will be added to the Invoice Date to form the due date.

Description 1 and Description 2
Two lines of text wich will be written on the invoice.

Selecting Article Data brings you to this screen

Article No
If you want to use an article from the article register you may key in an existing article no or press the lookup button.

Text
The article text. This may be a single line or a multiline text. If you want a pure textline without prices then write the text but do not put in either article no, items or unit price.

Items
The number of items you are selling. It is shown with decimals but only printed with decimals if the decimal part is different from 0,

Unit
Select which unit this article is sold in. Press here to see how to make new units.

Tax
If this article line is free of tax, then click to remove the v sign.

Unit price
The price for 1 unit

Price
The calculated price for this article line.

Subtotal
The calculated sum of all the prices.

Discount
You may make a discount on this invoice. This is a percentage of the subtotal.

Freight amount
You may put Freight on the invoice. In ‘Configure All-Round Invoice’ you can select if Freight is with or without tax.

Tax
The calculated tax for this invoice. Dependant on your country setup it may be calculated of up to 3 different taxes.

Total
The calculated Invoice Total. It is calculated as Subtotal – Discount – Freight – Tax.

Vat
Depending on wich country this invoice is for, the name of the Tax is changed to the correct name. The percentage is changed too. There may be up to 3 different taxes on one invoice.

Select ‘Show and Print’
You may now Show and Print the invoice, save and close or cancel the invoice.

Here is the content of the other tabs on the invoice browser

Locked, unpaid invoices

You can print a first, second or third reminder from here.

When being paid, you just press ‘Mark as paid’ to move the invoice from this tab to the ‘Locked, Paid Invoices’ tab.

Locked, Paid Invoices

Here you see the invoices wich are paid for.

All Invoices

No matter wich status the invoice has, you can find it here.

Quotes

You may start making a quote for your customer. When the customer accepts it, you just press ‘Change Quote to Invoice’ and the invoice are ready to print and send to the customer.