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This text refers to program version 8.4  

Create Menu - Contract - Invoice

This page describes the 'Invoice' function on the Create menu in the Contract record window. If you are using iOS or Android, the 'Invoice' function is on the + menu.

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The 'Invoice' function is one of two functions that you can use when you need to create Invoices from a Contract. Use the 'Invoice' function when you need to create the appropriate number of Invoices or Sales Orders for the entire Contract duration at one stroke. For example, if the Contract duration is one year and the Invoice period is monthly, running this function will cause twelve Invoices or Orders to be created. The dates of these Invoices or Orders will be determined by the Invoice options on the 'Dates' card of the Contract window. If you would prefer to raise Invoices individually as the Contract period progresses, use the 'Create Contract Invoices' Maintenance function

To choose whether Invoices or Sales Orders will be created from a particular Contract, use the Create options on the 'Pay. Terms' card of the Contract. You can specify a default setting for these options in the Contract Settings setting, which you can override in an individual Contract if necessary. For brevity, the remainder of this description will assume that you are creating Invoices.

If you will use this function to create Invoices from a Contract, the following conditions must be met:

  1. You must have marked the Contract as OK.

  2. The Contract must have both a Start Date and an End Date.

  3. The Last Invoice Date in the Contract must be blank. If the Last Invoice Date is not blank, raise Invoices using the 'Create Contract Invoices' Maintenance function instead.

  4. The Length in the Contract must not be zero.
Take care as well to ensure that the Start and End Dates in the Contract are correct. The function will give precedence to the Period Type over the End Date. For example, if the Period Type is monthly and the End Date is slightly later than one year after the Start Date, an Invoice for a thirteenth month will be created. If the Start Date is October 27, entering an End Date of October 27 the next year will be enough for an extra month to be invoiced.

When you select this function, the appropriate number of Invoices will immediately be created in the Invoice register (in the Sales Ledger). The last of these will be opened in a new window, entitled 'Invoice: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

The appearance of the Invoices will be determined by the Invoice options in the record for the Customer in the Customer Contract Defaults setting. The Detailed option is the default, and will be used if the Customer does not have a record in that setting. The Detailed option will add rows to the Invoice that show the Contract Number and the invoice period, as shown in the illustration above. The new Invoices will not be marked as OK.

Please refer here for a full description of the Invoice register, including detailed information about marking Invoices as OK, printing them, and Nominal Ledger Transactions.

To close the window and return to the Contract, click the close box (Windows/Mac OS X) or tap < (iOS/Android). You will be asked if you want to save any changes. The Invoice Date of the last Invoice will be copied to the Last Invoice Date field in the Contract.

If the function does not create Invoices as expected and the Contract satisfies all the conditions listed above the illustration, the probable reasons are:

  1. The Contract has not been saved.

  2. The Contract extends into the next financial year, and you have not defined a Number Series for Invoices for the next year.
You can use Access Groups to prevent certain users from creating Invoices from Contracts. To do this, deny them access to the 'Invoice from Contract' Action.

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The Contract register in Standard ERP:

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