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Introduction to Invoices in Standard products

This section describes the Invoice register in Standard Invoicing and Standard Contracts. If you are using Standard Accounts or Standard Stock, please click here.

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The Invoice register is a record of your company's sales. Each time you make a sale, you should enter an Invoice, print it and send it to the Customer. You will therefore use the Invoice register for a number of tasks:

  • The printed Invoice sent to the Customer acts as a demand for payment;

  • Unpaid Invoices in the register provide the basis for your debt chasing reports.
You can record three types of sales transaction in the Invoice register:
  1. You will issue standard Invoices, or demands for payment, when you have delivered goods or carried out work before you have received payment. You should record payments against such Invoices in the Receipt register.

  2. You will issue a Cash Note when you receive payment at the same time as carrying out the work. When you enter a Cash Note in the Invoice register, Standard Invoicing will treat it as having being paid, so there will be no need to enter a separate payment record in the Receipt register.

  3. You should use Credit Notes to correct mistakes in Invoices, or to cancel Invoices that have been raised in error. They are, in effect, negative Invoices that reduce your debtor figures.
The use of the Invoice register, including each of these types of sales transaction, is now described in detail. Before working with Invoices, you should look at the following settings and registers:
To open the Invoice register, click the [Invoices] button in the Master Control panel or using the relevant keyboard shortcut (for example, ⌘-1 in Standard Invoicing, ⌘-2 in Standard Contracts, depending on the position of the icon in the Master Control panel). The 'Invoices: Browse' window is opened, showing Invoices already entered.

In this window, the Invoice Number is shown first, followed by a check mark (if the Invoice is approved), by the Invoice Date, Customer Number and Name and the total amount of the Invoice. Credit Notes have the letter "C" in the value column, after the Total.

As in all browse windows you can change the sort order by clicking on the column headings. To reverse any sort, simply click once again on the column heading. You can scroll the list using the scroll bars or the trackpad. Finally, you can search for a record by entering a keyword in the field at the top right-hand corner. When you press the Return or Enter key, the first record with a match for the keyword in the current sort column will be hightlighted. You can also change the order of the columns by dragging the column headings, and remove columns altogether using the check boxes in the drawer.

Invoices are shown colour