Invoices

List of paragraphs:

• Invoices list
• Creating new invoice
• Reviewing invoice
• Creating related entries
• Editing and deleting
• Invoice payment reminders
• Additional functions
• Bill Of Lading
• Generating invoice in foreign currency
• Additional picture in the invoice

Invoices module is for managing invoices - create invoices, add goods or services, add payments and check invoice statuses. System can send reminders about overdue invoices to your clients automatically.

Invoices list

Use module Invoices to see invoices list:

To find invoice, use Search or filters:

Creating new invoice

1. To create a new invoice, select New record:

2. Fill in the invoice information:

3. Add the invoice items. Click on the blue check mark to approve the choice of the good and save.

4. You may also save the invoice as a draft.

The invoice status Draft changes automatically when the invoice is sent to the client, marked as sent or have a recorded payment.

Reviewing invoice

1. To preview invoice, go to the list and click on invoice number.

2. You will see detailed invoice information: 

3. You can generate a PDF file or send invoice to client:

4. In preview window click Actions button to Record payment to add payments. In this case the invoice status will automatically change to Paid.

5. Enter the payment details and save:

Creating related entries

1. Select what type of related entry you want to create (e.g. a new task). Describe the task and save the record, it will be shown both in the invoice preview and task module:

Editing and deleting

To edit invoice, use menu Options: 

Also edit or delete invoice in preview window: 

Actions button also allows to send overdue notice, create credit note, copy invoice, change status. 

Invoice payment reminders

The invoice payment reminder functionality allows you to send reminders to your contacts. Contacts will be notified of upcoming invoice payment deadlines, and it is also possible to send even several reminders in different periods of time. Reminders are sent once per selected day of the month.

1. To create invoice payment reminder, go to Contacts module, select the needed contact entry - Actions - Edit.

2. Select Settings.

3. Click on the Invoice payment reminders on the bottom of the page to open more selections.

• Specify the responsible person on whose behalf the reminder will be sent as well as the receiver.
• Select the day of the month of when the reminder should be sent as well as the period (For example, the reminder is sent on the 1st day of the month for the invoices between the period from 15th to 30th). You may also add another slot with different settings to send different invoice payment reminder to the same customer.
• Add the email template and comment.

Additional functions

1. When forming a new invoice, you may apply these additional functions to the document:

• Generate Bill Of Lading, more on the function can be found here.
• Reverse VAT taxation is applied - In generated PDF document there will be a note Reverse VAT taxation is applied and amount in words will be written excluding VAT. To mark this kind of invoice as paid, you only need to record payment without VAT amount.
• Calculate VAT from the total amount - turn off this setting if VAT sum should be calculated of each invoice item separately.
• Item price written with VAT - VAT amount is included in the items price.
• Show discount column in PDF - additional column with discount information displayed in invoice PDF file.
• Show only total amount in PDF - only this information is displayed in PDF file. Invoice items prices, discounts or VAT amounts are excluded.

Bill Of Lading

1. In order to generate bill of lading, select the option Bill Of Lading, the system will open up more options. Fill the information fields and save the invoice.

2. You can see a new bill of lading icon in the invoice preview window. Click on the icon and select the needed language for system to generate PDF file.

3. In the PDF file you will see:

• Bill of lading date;
• Loading place and time;
• Unloading place and time;
• Carrier;
• Car;
• Driver.

Generating invoice in foreign currency

1. To generate the invoice in foreign currency, select the needed currency value and Currency rate date, the system will load the most recent currency rate based on the chosen date.

2. The PDF file will display chosen currency accordingly.

Additional picture in the invoice

1. You can enable this functionality by selecting Setup - Settings - Finance - Invoice:

2. At the bottom of the age you will see options to upload:

• Additional image;
• Footer image in invoice document.

Upload the images, select the position in the page, the size of the image and save changes. It is also possible to select for footer image only in last invoice document page.

3. Selected images will be displayed in invoice PDF file.