Create Sales Invoice

Navigate to the Sales tab and click on the New Invoice button

Proceed to enter the invoice details as follows:

 

New Sales Invoice

  • Transaction ID: Automatically generated sequential number based on the Transaction Numbering settings for the organisation. It represents the unique sales invoice number which is presented to the customer. 
  • Customer: Select the customer you are selling the goods or services to. If the customer has not already been set up, click on the plus sign (+) to create a new customer. 
  • Reference: Enter relevant information such as customer purchase orders or other details you would like to appear on the invoice output. 
  • Invoice Date: The date you issue the invoice. Note that if you specify a date prior to the Conversion Date in your organisation settings, the invoice is treated as part of your Conversion Balances and does not have an impact on your financial results. 
  • Due Date: The date that payment of the invoice falls due. This date is controlled by values specified in the Invoice Options for the organisation. 
  • Add New Line Item: If more than one line item is to be entered, click on this button to initiate the entry of the next line item. 
  • Show VAT Amount: Selecting this checkbox displays the VAT Amount field for each line item. The VAT amount can be changed if required.   
  • Amounts include VAT: By default, the Unit Price is expected to be entered net of VAT. Selecting this checkbox results in all VAT calculations assuming the Unit Price includes VAT. This impacts the overall VAT charged on the invoice and therefore, the Total of the invoice. 
  • Item: Optionally specify or add a new Price List Item.
  • Quantity: The quantity of the goods or services provided. Must be greater than 0. 
  • Description: Enter a description of the goods or services provided. This text will appear on the invoice output. 
  • Account: Enter the account against which the income should be recorded. Use the drop down arrow to search available accounts or click in the field and enter free text to find matching values. If you cannot find an appropriate account, check your settings for the Chart of Accounts and create a new account if required. 
  • VAT Code: Select the appropriate VAT Code which should be applied to the line item (default VAT codes can be set in Chart of Accounts). The codes chosen here impact your VAT Reporting. If you are unfamiliar with VAT, it is advisable to consult your accountant or the HMRC for advice.  
  • VAT: Only visible if Show VAT Amount checkbox selected. The VAT amount can be changed if required. 
  • Unit Price: Enter the unit price of the goods or services supplied to the customer. 
  • Total: Line item total – Unit Price multiplied by Quantity. 
  • Delete Line (X): This button allows you to delete an unwanted line item if there are no validation restrictions (such as the transaction being paid, credit noted or included in a VAT Report).
  • Memo: Enter information applicable to the entire invoice. The text is available for displaying on the invoice output. 
  • Include in PDF: Selecting this checkbox ensures that text in the Memo field appears on the PDF printed version of the sales invoice.

 

Click the Save button to complete the creation of the invoice or choose the Save Draft option which saves the invoice but does not update your financial results. Draft invoices can be edited at a later stage and saved again as draft or actual invoices.