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Quick Start Guide - Create an Invoice
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| When you make a sale, generate an invoice to send to your customer. This will also
enable you to keep track of what is owed to you. Prior to creating an invoice, you must have already entered
the information for your
customer, and the product or service that was sold, as described in previous sections of this Quick start guide.
To enter the invoice, select 'Receivables', then 'Sales Invoice', and the Add Sales Invoice screen will appear as shown
below: |
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In the above screen image we have entered typical Sales Information. Select the Customer using the Customer drop
down menu. Select the receivables asset account to record the sale in using the Record In drop down box. Choose
an Invoice Number that is meaningful to you, and if the customer used a Purchase Order you may enter that in the
PO Number field. The Due Date will be automatically determined based on the Terms entered for this Customer when
you set up the Customer; if this is not correct you may either edit it manually during the invoice entry or you
may go back to the Customer information and enter the terms correctly and then re-enter the Sales Invoice.
Enter the Number and Quantity of the item(s) that was(were) sold in the 'Number' and 'Quantity' fields
in the line item row. Note that the 'Number' corresponds to the identifying 'Number' that was entered for the particular
Good or Service.
The 'Number' field may be entered in several ways. Option 1 is to select the item from the 'Part/Service select dropdown
menu'. Click your mouse on 'use dropdown to select an item ->' and a list of all items in the data base will appear. Then
click on the item to select it and it will be entered in the 'Number' field. Option 2 is to Click the mouse in the
Number field, then enter the number value using the keyboard. If you enter part of the
number, then click enter, a list containing the possible choices is displayed for you to choose from. Option 3, is, if
you enter a portion of a part number that does not match any existing in the data base, then click the Enter key, the
system will prompt you to enter the
complete part number and description and it will be entered as a new part ( or service ) in the data base
for later use.
After entering the 'Number' and 'Quantity' Click the 'Update' button and the system will fill
in the rest of the fields for you, if they were entered when the Good or Service was entered into the system.
In the above example we have sold hourly consulting services of Phil Jones, so the 'Number' for this item has been
setup as 'CONS-PJONES' so it is easy to remember it. To see a list of Goods or Services you can select
'Goods and Services', then 'Reports', then 'Services' on the Accounting menu.
Click 'Update' and 'Post' when you are satisfied with the invoice information. This will enter the invoice into
the system.
To print the invoice, select Print. In this example we have select 'invoice', 'html', and 'screen' for the printing
options. The invoice will appear in the main window as follows: |
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To send the invoice to your printer, Right Click your mouse in the invoice window, then select 'Print' in the
pop up menu that appears, then the system 'Print Dialog' will appear as shown below. From the Print Dialog you
can then select the disposition of the invoice, which could be to send it directly to an attached Printer, or to
a file, or, if you have Acrobat distiller installed, to a .pdf file.
In this example, we are using the Firefox web browser, so after right clicking you need to choose 'This Frame'
and 'Print Frame' For Internet Explorer, right click then select Print. |
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