A Customer Invoice is a binding settlement of outstanding amounts. An invoice is normally created after confirmation that goods have been shipped, or after a service has been performed. An invoice can also result from corrections to claims or from Credit Notes for a customer.

This topic covers how to setup a Customer Invoices Transaction Type.

All of these fields and tabs are explained in detail in the Transaction Type topic, here.

What you'll find on this page

• • Start here

• Transaction Types

  • General

  • Items & Inventory

  • Estimating

  • Accounting

• Status

• Copy Rules

• Templates

• Alerts

Start here

1. Navigate to Setup > Transaction Types > Edit.

2. Click Add. A new record will appear at the bottom of the screen. You will note that some fields are auto-populated already.

Transaction Types

General

The defaults for Transaction Types only require a small amount of change. The only fields to change are:

1. Description - Enter 'Customer Invoices'.

2. Code - Enter 'CI'. This is the 'nickname' of the Transaction Type.

3. Contacts - Select Customers - Active. This is so that users will only be able to create a new Customer Invoice for customers if their accounts are up to date and they have not exceeded their credit limits.

4. Staff - Select Rep. This is so that you can know who to assign commission to.

Items & Inventory

• Pricing - Select Sell Price.

Estimating

• Pricing - Select Cost Price.

Accounting

• Accounting - Check the check box. This allows Customer Invoice transactions to debit or credit specific accounts.

Remember to setup Accounting settings for this Transaction Type. Main Menu > Setup > Accounting > Transaction Types.

The only fields you need to change are the following:

1. VAT Type - Select 'Standard - 15%'.

2. Dr Category - Select 'Receivables'. This determines what Account Category will be debited by default. 'Receivables' will then Debit the Customer Account by default on the Transaction.

3. Cr Category - Select 'Sales'. This determines what Account Category will be credited by default. This will then allow you to select one of your accounts from the Sales Category to be credited by default.

4. Cr Account - Select 'Sales'. This sets your Customer Invoices up so that - when you create a new Invoice - you Debit your Customer, and Credit your Sales Account.

Status

Select Customer Invoices from the drop-down list. Default Status settings apply. More on Status here.

You can consider adding additional Statuses, such as:

• Deposit Received

• Credited - Check the Accounting check box as this will affect accounting. If a Status is set to affect accounting then any transactions in that status will be included when the financial reports, such as Age Analysis, is calculated.

Copy Rules

These are dependent on the other Transaction Types that need to be linked to Customer Invoices. For a more in-depth explanation of Copy Rules, click here.

1. Customer Invoices to Customer Credit Notes - This allows you to create a credit note transaction linked to the Customer Invoice.

2. & 3. Customer Invoices to Customer Receipts / POS Receipts - This depends on whether you make a receipt in the Ledger (Customer Receipts) or do a POS payment when the invoice is paid.

Templates

An invoice template can be setup for Customer Invoices. More on Templates here.

Tax invoices can be modified to include:

• Currency of the Transaction (if you do forex transactions).

• A mini-statement that provides the outstanding balance of the Customer.

This is an example of a Tax Invoice with a mini-statement.

Alerts

You could apply an Alert to a Copy Rule for Customer Invoices to Customer Credit Notes to check against available credit if the value is over a certain amount.