Entering an Invoice

To enter a new Invoice, open the 'Invoices: Browse' window as described here and select 'New' from the Create menu in the Button Bar. You can also use the Ctrl-N (Windows and Linux) or ⌘-N (Mac OS X) keyboard shortcut. Alternatively, highlight an Invoice similar to the one you want to enter and select 'Duplicate' from the same menu.

The 'Invoice: New' window will be opened, empty if you selected 'New' or containing a duplicate of the highlighted Invoice. In the case of the duplicate, the Invoice and Transaction Dates of the new Invoice will be the current date, not the date of the original one, and the Due Date will be recalculated accordingly.

Usually, the insertion point will be in the Customer field in the new Invoice (i.e. the Customer field will be the active field). However, you can instead specify that the insertion point will be in either the Item field or the Serial No. field in the first row in the matrix. To make this choice, use the Default Field on New Invoice options in the POS Settings setting in the Point of Sales module.

Complete the Invoice record as appropriate and as described on the following pages, then save it using the [Save] button and close the window by clicking the close box. Then, close the browse window using the close box again.


You are not bound by the values suggested as defaults by Standard ERP. In most fields you can change the pre-set values to something that suits you better.

Since the amount of information stored about each Invoice will not fit on a single screen, the Invoice window has been divided into eight cards. At the top of each is the header. This contains the Invoice and Official Numbers, and the Customer Number and Name. There are eight named buttons ('tabs') in the header.

By clicking the tabs you can navigate between cards. The header is always visible, as a reminder of the Customer whose Invoice you are working with.

If you have the Sales Orders module, it is likely that you will create many Invoices remotely from Sales Orders, using the 'Invoice' function on the Create menu. If so, you will find that most of the fields in such an Invoice will contain information carried over from the corresponding Sales Order. You can also create an Invoice by dragging an Order from the 'Orders: Browse' window to the 'Invoices: Browse' window.

When you have added the Items to the Invoice, you may want to check it. Click the [Save] button to save the Invoice and then click the Printer icon in the Button Bar to print a sample Invoice document. If you want to print to screen, click the Preview icon.

After saving an Invoice, you will still be able to make changes until you mark the Invoice as OK and save it again. This will cause the Invoice to be entered in the Sales Ledger, a Nominal Ledger Transaction for the Invoice will be created and it will no longer be modifiable.


The Invoice register in Standard ERP:

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