Invoice tool functionalities are similar to that of Quotation. You can generate an invoice directly from a quotation or can create a new one from scratch. The invoice list can be sorted by the Invoice number, Date, the Customer name or Status for quick accessing. The printable output of an invoice in PDF format is well formatted and can be sent as an e-mail attachment to the customer. Direct posting of product-wise sales transactions into the inventory tool creates relevant entries there and updates the stock automatically.
If you want to generate an invoice from a quotation, open the Quotation in preview mode, press the device menu key and select the ‘Make Invoice’ option. This will copy the entire data from the quote to a fresh invoice and displays the same for editing. Enter the new invoice number and make the changes as needed. After saving the Invoice, you can access it from the Invoice List.
Invoice List : The Invoice list can be accessed by clicking the icon ‘Invoice’ in the Sales Modules main screen. All the invoices saved will be listed here and it can be sorted by Invoice Number, Date, Status or Customer Name for easy viewing. You can also find the options to view report for all the Invoices in PDF format, which will show the total invoiced amount for each day or each customer. Select an Invoice from the list to view the Invoice Details.
Create New Invoice : You can create a new Invoice by pressing the ‘+’ button in the Invoice List window.
The menu options are listed below.
Sort : The Invoice list can be sorted by Invoice Number, Date, Status or Customer Name. There is an option to un-sort if you wish to do so.
Report : You can view a report for all of your invoices or selected invoices for a period. The report may be taken grouped by date or customer and appropriate group totals will be calculated for each date or customer.
Invoice Details : You can view the Invoice details by selecting an invoice from the Invoice list. The Invoice Details screen has all the information for the Invoice and it is divided into a Main Page and an Items page. This main page has the input fields to enter and view the customer details and invoice summary whereas the items page shows the items list and tools to add an item to an invoice. The item can be a Product from the inventory or a non-inventory item or a service.
Main Page : The information on this page includes the following:
Invoice Number : This is the invoice document number by which this invoice can be referenced. This is a mandatory field.
Quote Number : The quote number field is a reference to the quotation this invoice was created from. If there is no related quotation, this field can be kept blank.
Date : Press the date button to set a date for an Invoice.
Status : You can select and switch between these three Invoice statuses: Pending, Sent and Paid.
Customer Details : Main page has a customer details area. The details include name, address, telephone, fax, e-mail, credit limit, credit balance. The Invoice will contain customer details that was saved in the Quotation, but you do have the choice to modify it as needed. Use the lookup buttons to select a customer from the customer list or from the system contact list.
Invoice Summary : This area shows the summary for the Items page which includes the Items Total, Discount, Tax Total and Net invoice Amount.
Items : The items tab displays a list of all the products or services that belong to the Invoice. When you create an Invoice from a Quotation, all the items from the quote are added to the Invoice. An item refers to a Product or a Service or additional charges like Freight charges or Installation charges or even extra discounts given.
Products information can be fetched from the the products lookup list or from the inventory module by pressing the lookup button. Or you can create a new product by clicking the ‘+’ button beside the product code. Although ‘Service’ is intended for a non-inventory item, you can use this for entering any other charges or even additional discounts.
Item Details : An item is either a Product or a Service. You can switch between the two modes by pressing the toggle button for Item type. When using the Product mode, you can enter the Product code to identify a product or select a Product from a list. Otherwise, if using the Service mode, it does not require a Product Code, so the input field for the Product Code is not displayed. Also, for a service, quantity is defaulted to 1. Service can have tax and discount too.
Item details has the following fields:
Product Code : It is the unique identification code that is assigned to each product in the inventory module. Upon entering the correct product code it will display the product name and fill the unit price if available in the product list. Services do not have a product code.
Item Description : In the Product mode, a non-editable product name will be displayed here. However in the Service mode, it is mandatory to enter the details of the Service here. You can use the service option to enter a service rendered or it could be an additional charge like installation or freight charges. You may use this feature to enter additional discounts even. To enter additional discount, make a Service entry, keep the unit price as zero and enter only the discount amount.
Discount : The discount amount can be entered in the item details dialog. Tax will be calculated after the discount has been deducted from the product’s total price.
Tax : Enter the tax percentage here. The application will calculate and display the tax amount.
Total : The total amount for the item will be displayed here. It is calculated by deducting the discount amount from the total price and then adding the tax.
Invoice details has following menu options:
Delete Invoice : Select this option to delete the selected Invoice.
Make PDF : The Invoice Tool produces detailed and well formatted invoice document in PDF format, which you can readily print and send to the customer or send as an e-mail attachment directly from the application. The invoice document can have the company logo and even your signature embedded provided you had setup the logo and signature images for the active project.
Update Inventory :This option allows you to post the sales transaction for each inventory product for this invoice and update the stock into the inventory module. One sales transaction per product will be generated and posted into the transactions list and closing stock for each product will be reduced by the invoiced quantity.
The posting process can be done only once for an invoice and is not reversible. In case you want to make any amendments to any of the products involved in this invoice, the same effect has to be made to the relevant transaction posted in the inventory module manually. So make sure that the invoice entries are correct and final before proceeding with the Update Inventory option.
When this option is selected from the menu, a dialog will appear explaining that this process is not reversible. You will be prompted to select the inventory transaction type from a drop down list to be used when posting the transaction entries. Press the ‘Proceed’ button to perform the updates.
Change Status : You can change the status of an Invoice without actually entering the edit mode of the Invoice.
Export as CSV : This feature enables you to export the Invoice in a Comma Separated Values format, which can be used by a third party application for reporting, printing or auditing.