How to create an invoice with our system #
If you are looking for a simple and efficient way to create invoices for your business, you have come to the right place. Our system allows you to customize your invoices with various options and features. In this post, we will guide you through the steps to create an invoice with our system.
1- To make a sale, first choose the location of your business. If you have multiple locations, select the one where the sale is happening.
2- Next, enter the name of the customer. You can also search by contact ID, phone number, or other details.
3- If you select the customer, you will see their information on the screen.
4- If the customer is new, you can create a new contact for them by clicking on the + button.
5- If the invoice has a payment term, you can set it as days or months. The due date will be shown on the dashboard under the payment due section.
6- For more information about subscriptions, please refer to this documentation
7- You can also change the sale date if needed.
8- You can choose this sale as a Final Invoice, Quotation, Draft, or Proforma Invoice. A Final Invoice means that the sale is complete. A Draft or Proforma Invoice means that the sale is not final and will be saved in the List Draft page. A Quotation means that the sale is an estimate and will be saved in the List Quotation page. You can convert to an Invoice later.
9- If you have different invoice schemes, you can choose one from the dropdown menu. For more information about invoice schemes, check this document
10- The invoice number will be generated automatically based on your invoice scheme settings. You can leave this field blank and it will show up after you save the invoice. Or you can enter a custom invoice number if you prefer.
11- If you want to attach any documents to the invoice, you can upload them from here.
Find the product
12- To add a product to your invoice, you can use the search function to find the product by its name, SKU, description, or any custom field that you have created.
13- Just type at least three letters of the product name and you will see a list of matching products. You can also browse the product catalog and select the product from there.
14- If you want to add a new product you can create it from this + Button. This will allow you to enter the product details, such as name, price, description, and category.
15- Edit the product details
Once you have selected the product, it will be automatically added to your invoice. You can see the product details such as quantity, price, tax rate, and subtotal. You can edit any of these fields as needed. For example, you can change the quantity or price of the product, or apply a different tax rate.
Add a discount
16- If you want to offer a discount to your customer, you can choose the discount type from the drop-down menu.
17- You can either apply a fixed amount or a percentage-based discount. Then, you can enter the discount value in the next field. The system will automatically calculate the discounted total for you.
18- Add order tax
If you need to add an order-level tax to your invoice, you can choose the tax rate from the drop-down menu. This tax will be applied to the entire invoice amount. However, if you have already added a product-level tax to some or all of your products, please make sure that you do not double-tax them by adding an order-level tax as well. You can use the tax settings to configure how your taxes are calculated and displayed.
19- If you need to add any additional information or instructions to your invoice, such as terms and conditions or notes, you can type them in the text box below the invoice items. This text will appear at the bottom of your invoice.
20- Add shipping address
If you need to include a shipping address for your invoice, you can fill in the fields below the text box. You can also save this address as a default address for future invoices.
21- If you need to charge them for some additional expenses, such as delivery charges, pickup and drop charges, or any other costs that you incur. you can enter the expense name and the amount.
23- If the customer has a previous advance balance, you will see it here under the “Advance Balance” section. This is the amount that the customer has paid in advance for your goods or services. If there is no advance balance, it will show zero.
24- The invoice total amount will be automatically filled in here under the “Total Amount” section. This is the amount that the customer owes you after deducting the advance balance and adding the tax. If the customer pays partially or on credit, you need to change the amount here to zero. After you save the invoice, it will automatically be converted to a credit invoice, a partially paid invoice, or a fully paid invoice depending on the amount you enter. If the invoice has a credit balance, make sure to enter zero in the amount field.
25- To record the payment date and time, select the “Paid Date” option and choose the appropriate values from the calendar.
26- To record the payment method, select the “Payment Method” option and choose one of the following: Cash, Bank, or Card. This indicates how the customer paid for the invoice.
27- To record the payment account, select the “Payment Account” option and choose the account that received the payment from the customer. This could be your bank account, cash register, or card terminal.
28- To add any notes or comments about the payment, select the “Payment Notes” option and type in the text box. This could include any details or clarifications about the payment transaction.
29- To handle any overpayments or change due to the customer, enter the exact amount paid by the customer in the “Amount” field. If this amount is more than the total payable amount, the difference will be shown in the “Change Return”. This indicates how much you need to return to the customer.
30- If this amount is less than the total payable amount, the difference will be shown in the “Balance”. This indicates how much the customer still owes you for the invoice.
Save and send the invoice to your customer. You can do this by clicking on the “Save and Print” button at the bottom of the invoice. You can also print or download the invoice as a PDF file if you prefer.
Previous Sale Amount in Sales #
If a sale is made for the customer for a subsequent time for the same product, the previous amount in which the product is sold will be shown for reference in add sale screen.
This feature can also be used for the purchase of the same products from a supplier.