Overview

Customer Invoices are essential documents that businesses use to request payment for goods or services provided. They outline details such as the items sold, quantities, prices, total amount due, and payment terms. Invoices help both the business and customers to keep track of financial transactions.

These tutorials explain how to create, edit, view, print and email Customer Invoices.

Navigation: Main Menu > Customers > Customer Invoices

How to Display a List of Customer Invoices

1. Navigate to Customer Invoices.

2. Select a date next to Set, or Type Dates in the fields provided.

3. Select Customer = All.

4. Select Category = All.

5. Click View (button).

   • Note: Double click a transaction to display the invoice.

How to Filter a List of Customer Invoices

1. Navigate to Customer Invoices.​

2. Select a date next to Set, or Type Dates in the fields provided.

3. Next to Customer select a specific customer.

4. Next to Category, select a specific category.

5. Next to Status, select a specific status.

6. Click View (button).

How to Search for an Invoice

1. Navigate to Customer Invoices.

2. Select the default filters and click View (button).

3. Type the Invoice Number in the blocks before the Search block, or

4. Type the Company Name (or part of the name) in the Search block.

5. Click View (button).

How to Create Customer Invoices Manually

1. Navigate to Customer Invoices.

2. Click New (button).

3. Select the customer and fill in the header information: 

   1. Change the Date if necessary.

   2. Select the Customer from the dropdown list next to Customer.

   3. Select the Contact Person from the dropdown list next to Contact.

   4. Select the Representative from the dropdown list next to Rep.

   5. Select a Category from the dropdown list next to Category.

   6. Fill in a Reference and Note in the blocks provided.

   7. Select a different Delivery Address (if needed).

      1. • Note: Click the (i) next to the customer to view the customer record > click the eye icon in the top-right corner to open the customer file.

   8. Select the Terms from the dropdown list next to Terms.

   9. Type an Order number next to Order No.

   10. Type a Reference number next to Ref. No.

4. Create the items by selecting an option next to Add:

   1. Custom:

      1. Enter a Description.

      2. Select an Income Account.

      3. Select a Quantity.

      4. Select a VAT Type.

      5. Enter a Fixed Cost (if applicable).

      6. Enter a Unit Cost (if applicable).

      7. Enter a Unit Price.

   2. Material:

      1. Select a material from the pop-up block by typing a name in the Search field or selecting View to see all the materials.

      2. Click a row on the material list > Click Select (button), Type the Quantity that must be invoiced, and click Add (button).

      3. Edit the prices as required.

         • Note: Right click to view the context menu and select Open Linked Material Item to open the master file.

         • Note: The Grid view can be modified using the Field Chooser (*) to add the Category and Subcategory fields.

   3. S/Order:

      1. Click S/Order (button) to open the Sales Order lookup window.

      2. This popup displays a list of Outstanding Items on linked Active Sales Orders. (See the Out Qty field).

      3. Uncheck the Outstanding checkbox (top row) to view all the items on the selected Sales Order.

      4. To select a different Sales Order, enter a SO No. and click View.

      5. If the SO No. is blank all the Active Sales Orders for the selected Customer will be displayed.

      6. Select the Status that the SO/s must be changed to.

      7. Multi-select the items you want to add, and press Enter or click the Add button to add the items to the Customer Invoice.

   4. D/Note:

      1. Click D/Note (button) open the Delivery Note lookup window.

      2. This popup displays a list of Outstanding Items on linked Active Delivery Notes. (See the Out Qty field).

      3. Uncheck the Outstanding checkbox (top row) to view all the items on Active Delivery Notes.

      4. To select a different Delivery Note, enter a DN No. and click View.

      5. Set DN Status to update the Delivery Note Status when added to the Invoice. The same is applicable to the Work Order Status (WO Status dropdown)

      6. Multi-select (Ctrl + left-click) the Items you want to add, and press Enter or click the Add (button) to add the Items to the Customer Invoice.

5. If you made a mistake, delete a line by right clicking on the item and selecting Delete Item.

6. Enter an Adjustment %, if required.

   2. 2. • Note: An adjustment can be positive (surcharge e.g. 5) or negative (discount e.g. - 10).

7. Continue to add items as needed.

   2. 2. • Note: The subtotal for an item is not calculated until you move to the next line.

8. Click Save (button).

How to Create a Customer Invoice from a Delivery Note or Sales Order

1. Open a Delivery Note or Sales Order.

2. Click Actions (button) > Copy to Invoice.

3. Check the items that must be copied (on the pop-up).

4. Click Copy (button).

How to Edit a Customer Invoice

1. A Customer Invoice can only be edited if it is in an editable Status (e.g. Pending).

   • Note: Changing the Status of a Completed Invoice back to Pending may not make it editable. It may have transactions allocated to it. 

2. You can edit a Customer Invoice as per the instructions under How to Create Customer Invoices.

How to View Linked Documents

1. Display a list of Customer Invoices.

2. Double-click an entry to display a Customer Invoice.

3. Option 1: Click Links (button)

   • Any linked documents will appear on a dropdown list. Double-click one to view a linked transaction. 

4. Option 2: Click Menu (button) > View Linked Transactions.

How to Add an Attachment to a Customer Invoice

1. Display a list of Customer Invoices.

2. Double-click an entry to display a Customer Invoice.

3. Click Actions > Add Attachment.

   • Note: Attachments are also documents that were added to the Customer's Account under Attachments (tab).

How to Print Customer Invoices

1. Display a list of Customer Invoices.​

2. Double-click an entry to display a Customer Invoice.

3. Click Output (button) to display a dropdown list.

4. Click Print > Select a template (if applicable) to print the report to the default printer, or click Print (Show Dialogue) to select a printer, for example, a .pdf printer.

How to Preview a Customer Invoices

1. Display a list of Customer Invoices.​

2. Double-click an entry to display a Customer Invoice.

3. Click Output (button) > Preview > Tax Invoice.

   • Note: You can click the printer (icon) to print the invoice to a printer of your choice, including PDF.

How to Email Customer Invoices

1. Display a list of Customer Invoices.

2. Double-click an entry to display a Customer Invoice.

3. Click Output (button) > Email > Tax Invoice.

4. An email will be opened with the Tax Invoice attached in .pdf format.