Where a customer purchases goods or services but does not make immediate payment because they have a credit account with your business, then you will want to raise an invoice for the value of the goods or service but not generate a payment transaction as you would with a Cash Sale.
Click on Sales > New Invoice
and you should see an input form like this:
You will need to complete the following:
Customer – select a customer which you have previously set up, else click on ‘(new)’ to set up a new customer record
Customer Reference – if the customer has for example a purchase order number, then enter that here
Invoice Date – defaults to today but you can change this by clicking on the calendar icon
VAT Type – defaults to UK Standard and should only be changed if you are sure that the customer has a different status
add a line item to the invoice by cliking on ‘+line item’ and selecting any item which you have previously set up, else click on (new) to set up a new item (Stock and Order Item) record
amend the unit price and quantity if necessary
add any descriptive text by ticking the box at the end of the line item to select it and clicking the ‘toggle description’ link
Document Notes – enter any notes or comments which you would like to print on the receipt/ invoice document.
Delivery Address – select the delivery address for the goods or services being invoiced from the listing in the box on the left, else enter a new delivery address in the Contact Name and Address Lines and if required, tick the box at the bottom of the page to save the address entered to the listing in the box on the left.
Click on Preview to see how the document will look before creating it, Save to create the document on the system database without printing or sending to the recipient, Save & Send to create the document and create a print file which can then either be printed and sent, given, or e-mailed to the recipient, or Cancel to discard the document without saving to the database.
You can choose to e-mail (if the customer account has been set up with an e-mail address) or simply print the document at this point, and then click Send to create the appropriate print file (note that even where an invoice is e-mailed, the delivery note(s) for Stock Item type items will always be printed).
The Sales Invoice will be listed on the Sales Invoices listing screen and marked as unpaid.
Note: 1. this routine generates an invoice only which will simply be added to the Customer account, thus increasing the account balance until such time as the customer makes a payment to match the invoice(s) on his/ her account so that the account balance is reduced;
2. once created an invoice cannot be edited or deleted as this would compromise the financial audit trail, so you will need to create a credit note and/ or supplementary invoice to make any adjustment;
3. you can click on Sales > Customer Accounts > Aged Debtor Report to see the amounts owed to you by credit customers:
A more comprehensive guide can be found in the Video Tutorials section.