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This text refers to program version 8.4  

Create Menu - Quotations - Invoice

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

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You can create an Invoice directly from a Quotation using the following methods:

  • Highlight the Quotation in the 'Quotations: Browse' window and select 'Invoice' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android). If you are using iOS or Android, you can highlight an Order by searching for it. The new Invoice will be opened automatically for checking and approval.

  • Open the Quotation in a record window and again select 'Invoice' from the Create or + menu. Save any changes you have made to the Quotation before selecting the function. Again, the new Invoice will be opened automatically for checking and approval.
The new Invoice will be opened in a window entitled 'Invoice: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

Virtually all the information in the Quotation will be transferred to the corresponding fields in the Invoice, reducing the typing load and minimising the risk of error.

If you need there to be a restriction on the number of Invoices that you can create from a Quotation, tick the Disallow Invoicing more than Quoted box on the 'Del. Terms' card in the Quotation. This option will be ticked by default if you have selected the option with the same name in the Quotation Settings setting. No Invoices will be created from Quotations that have been Closed or Rejected.

You do not need to create an Order from a Quotation before creating an Invoice. However if you have created an Order, it is recommended that you create the Invoice from the Order rather than from the Quotation, to ensure stock levels remain accurate. If you do not follow this sequence, stock levels will be changed twice: on Delivery (created from the Order) and on Invoice (from the Quotation). Stock levels would not be changed for the second time if you create the Invoice from the Order.

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

To close the Invoice window and return to the Quotation, click the close box (Windows/Mac OS X) or tap < (iOS/Android). You will be asked if you would like to save any changes that you may have made.

In the Quotation, the Invoiced field on flip D of each row and the Inv. Date and Inv. No. fields on flip F will have been updated automatically. The Status of the Quotation will be changed to Accepted automatically, and the Probability will be set to 100%. The current date will be placed in the Decision Date field if that field was empty.

If the function does not create an Invoice, the probable causes are:

  1. The Quotation has been marked as Closed or Rejected.

  2. There are no rows in the Quotation that need invoicing. This might be because the Disallow Invoicing more than Quoted option on the 'Del. Terms' card has been ticked and you have already invoiced the Quotation in full, or because every row has an Inv. After date (flip F) that is in the future.

  3. There is no valid record in the Number Series - Invoices setting (in the Sales Ledger). This might be a fault in the setting itself, or it might be because the default Invoice Number on the 'Number Series' card of the current user's Person record or in the Number Series Defaults setting (in the System module) is not in a valid Number Series. This problem will usually occur at the beginning of a new year. In a single-user system only, if you change any field on the 'Number Series' card of the Person record, you will need to quit and restart for the change to take effect. If you change a field in the Number Series Defaults setting, you will need to quit and restart in a single-user system and on your client machine in a multi-user system.
The Quotation and the Invoice will be connected to each other through the Link Manager facility. This allows you to open the Quotation quickly and easily when reviewing the Invoice, or to open the Invoice from the Quotation.

If you need Quotations to pass through an approval process before you can create Invoices from them, you can configure such a process using the Approval Rules register in the Business Alerts module. Please refer to the description of the Approval Status field on the 'Inv. Address' card of the Quotation window for brief details about the approval process and here for full details.

You can use Access Groups to prevent certain users from creating Invoices from Quotations. To do this, deny them access to the 'Invoice from Quotation' Action.

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The Quotation register in Standard ERP:

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