Customer Invoices

Overview

• Customer Invoices (CI) can be created manually or from a Sales Order (SO).

• When a Sales Order (SO) is copied to a Customer Invoice (CI), they are automatically linked at a header level.

• Customer Invoices are deleted by setting their status to cancelled. This method ensures there are no gaps in the number sequence.

Navigation: Main Menu > Customers > Customer Invoices

User Settings

Navigation: Main Menu > Office > My Organisation > Double-click a username to edit the record > Settings (tab)

• Customer Invoices > Change Status Allowed: The options are Yes or No.

• Customer Invoices > New Allowed: The options are:

  • Yes: The user can create new customer invoices.

  • No: The user cannot create new customer invoices. 

• Customer Invoices > Viewing/Editing Allowed: The options are:

  • None: No access whatsoever.

  • All: Full access.

  • Own (Rep): User can only view invoices if they are the rep.

• Copy Rules > Customer Invoices - Copy to Customer Credit Note: The options are Yes or No.

• Copy Rules > Delivery Notes - Copy to Customer Invoice: The options are Yes or No.

• Copy Rules > Sales Order - Copy to Customer Invoice: The options are Yes or No.

• Default Templates > Customer Invoices: Allows a template to be selected that applies to the particular user.

• Default Transactions View > Customer Invoices: Sets the default list view when customer invoices are accessed. The options are:

  • Today

  • All Pending

  • All Active

  • All Pending & Active

• Setup > Customers Accounting - Access Allowed: The options are Yes or No. Yes allows access to the accounting tab on customer records.

Accounting Settings

Navigation: Main Menu > Setup > Accounting > Settings (tab)

• Allow CI, CC, SI, SDN transactions to be created in the ledger: Options are Yes or No. (CI =Customer Invoices, CC = Customer Credit Notes, SI = Supplier Invoices, SDN = Supplier Debit Notes).

  • Yes: The documents are also posted to the ledger.

  • No: The documents are only created in their own modules, and separate ledger transactions must be created for accounting purposes.

• Use a Branch level sequence for Inv No. and CC No.: Options are

  • Yes: Sets a different numbering sequence for each branch.

  • No: Uses the same numbering sequence throughout.

General Settings

Navigation: Main Menu > Setup > Settings & Defaults > Settings (tab)

• Ledger Entry Type for Receive on Invoice (Default = Customer Receipts): Provides a dropdown list of entry types for users to select the one in which Customer Receipts are recorded. Displayed when View Receipt (button) is clicked on the invoice.

Snapscan

A Snapscan QR Code on Customer Invoices can be generated if the Merchant SnapCode is entered in the General Setting: Payment Gateways > SnapScan - Merchant SnapCode.