Your Customer Invoice - which displays a list of goods sent or services provided, with a statement of the sum due for these - can be created in two ways; manually from within the Customer Invoices module, or by copying a completed Sales Order to a Customer Invoice. Security settings will determine whether or not Users are able to edit an Invoice after it has been printed. A Customer Invoice will also post the necessary accounting.

In order to preserve the integrity of the numbering sequence, Customer Invoices may not be deleted.

BOSPrint provides functionality for printers who take deposits on each job and Invoices directly.

• The Customer Invoice interface has an Outstanding field, where you can view the total value outstanding. Outstanding values are displayed in red.

Customer Invoice Data Grid

Navigation

Main Menu > Customers > Customer Invoice > View

Navigation Bar > Customer Invoice > View

The Customer Invoice data grid displays the general information about the Customer Invoice, however additional fields are available in the Field Chooser: Acc No, Currency, Cus Category, Del No, ID, Job Category, Total (Currency), Total (Inc), User, VAT and Ageing.

• The Ageing field displays the the amount of days from the Invoice Date to the Current Date.

For more about customising data grids, click here.

Customer Invoice Interface

Navigation

Main Menu > Customers > Customer Invoices > New/Edit

1. Status - This shows if the Customer Invoice is Active, Pending, Cancelled, or Complete. The Invoice is locked for editing if it is Complete or Cancelled. To change the status, click Status. To track changes to Status click Menu > View Audits.
   • In the Status bar you are also able to enter the Branch and Due Date for the Customer Invoice. The Due Date is automatically calculated according to the Credit Terms linked to the Customer and copied to the Ledger's Due Date Field.
2. Detail - The Customer and order information are copied over directly from the Sales Order, however it can be manually entered as well.
   • When Branch functionality is enabled, the generators for Customer Invoice numbers are automatically created with each branch creation. Each branch's invoice number sequences independently from the other branches. In other words, the invoice number sequence of one branch is not impacted by another branch's invoicing activity. The branch level transaction number updates the central database in the back-end and separates branch-level activity at head office.
3. Info - This Info button will open the Customer Summary side-panel.
4. Add - To add an Item to the Customer Invoice Item list.
   • Custom - Add a Custom Item.
   • S/Order - Add an Item from a Sales Order.
5. Copy - A Customer Invoice can be copied to a Credit Note.
6. Menu - Additional functionality is included in the Menu.
   • Find Invoice No - This function allows you to search for an Invoice number.
   • Select another Delivery Address - This function opens a Customer Addresses popup window, where another Customer Address can be selected.
   • Open Linked Sales Order - This option allows you to view the Sales Order linked to this Customer Invoice.
   • Open Workflow - This opens the Workflow in the side view panel.
   • Open Transaction in Ledger - This opens the Transaction in the Ledger module.
   • View Detailed Ledger - A function has been added to open the Customer's detailed ledger from the Invoice Menu. By default the Start date is set to 3 months prior to the Invoice date and the end date is set to current date.
   • View Audits - This allows you to view what changes have been made to this Customer Invoice.
   • View Customer Summary - This opens up a summary of the Customer detail, Activity, Age analysis, and Transaction history.
   • View linked Transactions - This function allows you to see all Transactions linked to the selected Customer.
7. Outstanding - Displays the total value outstanding for this Customer Invoice.
8. The following additional functionality becomes available when you right-click on an Item in the data grid:
   • View/Edit Note - This allows you to view and edit the notes linked to the Item.
   • Convert Fixed Price to Unit Price - This will set the Fixed Price of the Item to Unit Price.
   • Move Up / Move Down - This allows you to change the order of the Items in the data grid.
9. Summary - The Subtotal displays a summary of the value of the invoice, VAT and Total.
10. View Receipts - The View Receipts button toggles the Items grid to show linked Receipts. Once the View Receipts button has been pressed the button will change to Back to Items. See image below:

When the View Receipts button is toggled users can create receipts from the Customer Invoice by adding an Amount or Percentage, selecting the Bank account into which the money will be received and clicking the Receive button. This will create a Receipt and automatically allocate it to the Customer Invoice.

A. Receive - Here you can select the bank account and amount value or percentage that has been received.

B. Outstanding - This indicates the amount that is outstanding for the Customer Invoice.

The Receipts View includes unallocated Receipts from the same customer as well as Receipts that have been allocated to the Invoice.

C. Unallocated - The Unallocated column indicates the amount that is outstanding on the Receipt.

D. Allocated - The Allocated column indicates the amount that was allocated to the Invoice.

Users are able to drilldown to the Ledger from the Receipts panel. Once the View Receipts button has been pressed the button will change to Back to Items.