Customer Invoice Tutorial

How to Create a Customer Invoice 

ℹ️ Warnings are displayed in a red bar at the top of the invoice. These warnings include custom warnings entered on the Customer's Accounting tab, duplicate order numbers, and missing information (e.g. missing serial numbers for the item).

1. Navigate to Customer Invoices.

2. Click New (button).

3. Customer = Select a Customer from the dropdown list.

4. Contact = Select a Contact from the dropdown list.

   • Note: If only one Contact is linked to the Customer, that contact is automatically selected. 

5. Rep = Select a Sales Representative from the dropdown list.

   • Note: By default, the Sales Representative linked to the Customer is selected but can be changed.

6. Reference = Type a reference for the invoice.

7. Description = Type an optional description for the invoice.

8. Category = Select a category from the dropdown list.

9. Order No.: Type an order number.

10. Terms: Select the terms from the dropdown list or click Save (button) to complete the field from the customer's setup.

11. Deliver to: Select the delivery address or click Save (button) to complete the field from the customer's setup.

12. Add Items to the Customer Invoice:

    • Click the arrow on Search and select a category.

    • Find the item on the dropdown list next to Search.

    • Qty = Type the quantity that must be added.

    • Click Add (button).

13. Continue to add pre-created items as needed.

14. Click Custom (button) to add a custom item if required. If a custom item is added, all the prices must be filled in manually.

15. Click Save (button).

How to Output a Single Customer Invoice

ℹ️ In this context, Output means previewing, printing, or emailing an invoice. 

- The invoice must be in a specific status before it can be output as determined by the transaction type setup.

- If more than one invoice layout (Output Template) is available, a dropdown list is displayed from which you can select the applicable template.

1. Open the Customer Invoices.

2. Click Actions (button) > Output > Select Preview, Print, or Email > Select the Output Template (if applicable).

How to Output Multiple Invoices

ℹ️ In this context, Output means previewing, printing, or emailing an invoice. 

- The invoice must be in a specific status before it can be output as determined by the transaction type setup.

- If more than one invoice layout (Output Template) is available, a dropdown list is displayed from which you can select the applicable template.

1. Display a list of Customer Invoices.

2. Select the applicable records (use Ctrl + left-click to select random entries, use Shift + left-click to select a continuous block of entries).

3. Click Output (button) > Select Preview, Print, or Email > Select the Output Template (if applicable).

How to Batch Update Customer Invoices

1. Display a list of customer invoices.

2. Select the applicable records (use Ctrl + left-click to select random entries, use Shift + left-click to select a continuous block of entries).

3. Click Actions (button) > Batch Update 

4. Select an option from the dropdown list and enter the required information in the adjacent field. The options are:

   • Status

   • Rep

   • Reference

   • Category

   • Payment Due

   • Entity

5. Click Update (button) and confirm the change.

How to Open a Customer Invoice in the Ledger

ℹ️ If Customer Invoices update accounting, they are copied to the ledger. This procedure opens the transaction in the ledger.

1. Edit a Customer Invoice.

2. Click Menu (button) > Open Transaction in Ledger.

How to Edit a Completed Customer Invoice

ℹ️ You should not edit an invoice that has been sent to a customer. Instead issue a credit note or create an additional invoice for the changes. 

- You need Edit access rights to edit an invoice.

- You need access rights to change the Status down (e.g. from Active to Pending).

- If you change the status to Pending and you still cannot edit the invoice, click the Information icon (i) for a list of reasons. For example, if receipts are allocated to the invoice, open the invoice in the ledger (see above) and clear the allocations. Remember to re-allocate the receipt afterwards.

- 

1. Edit a Customer Invoice.

2. Click the Status dropdown list and select Pending.

3. Click Save (button).

4. Make any changes.

5. Click Save (button).

How to Copy a Transaction to Create a Customer Invoice

ℹ️ Certain transactions can be copied to create a customer invoice if Copy Rules are created.

It is also possible to create Copy Rules to automatically create a Customer Invoice, or to create a Goods Issued transaction from a Customer Invoice when the source transaction is set to a specific status (e.g. if a Customer Invoice's status is set to Active, a Goods Issued can be created automatically). You can view the newly created transactions by clicking Links (button) and selecting the applicable entry.

1. Option A: On a list of transactions (e.g. Delivery Notes or Sales Orders), right-click an entry and select Copy to Customer Invoices (or similar) from the context menu.

   • Note: You can copy multiple transactions at once by selecting all the entries and clicking Actions (button) > Copy to Customer Invoices (or similar). In this case you cannot select the items and the transactions are not opened.

2. Option B: From editing a transaction (e.g. Delivery Note or Sales Order), click Actions (button) > Copy to Customer Invoice. 

3. On the popup, check the checkboxes next to the items that must be copied.

   • Note: If there are no items, a customer invoice may have already been created for that transaction, or there are no items that match the conditions setup in the copy rule.

4. Click Copy (button).

5. Confirm the copy if applicable (the setup of the copy rule may request confirmation).

Related Topics

• Reference: Customer Invoices