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Create Menu - Opportunity - Invoice

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

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If you need to create an Invoice from an Opportunity, open the Opportunity in a record window and select 'Invoice' from the Create menu (Windows/mac OS) or + menu (iOS/Android). Save any changes you have made to the Opportunity before selecting the function. 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 Opportunity will be transferred to the corresponding fields in the Invoice, reducing the typing load and minimising the risk of error.

You do not need to create an Order from an Opportunity 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 Opportunity, 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 Opportunity). Stock levels would not be changed for the second time if you create the Invoice from the Order.

To close the Invoice window and return to the Opportunity, click the close box (Windows/macOS) or tap < (iOS/Android). You will be asked if you would like to save any changes that you may have made. If the Contact in the Opportunity/Order is a Lead, you will need to tick the Customer box (in the header of the Contact record) before you can save any changes to the Invoice.

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

If the function does not create an Invoice, the probable cause will be one of the following:

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

2. That 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 'Serial Numbers' 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 'Serial Numbers' 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 Opportunity and the Invoice will be connected to each other through the Link Manager facility. This allows you to open the Opportunity quickly and easily when reviewing the Invoice, or to open the Invoice from the Opportunity.

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The Opportunity register in Standard ERP:

• Introduction
  

• Entering an Opportunity
  

• Controlling Prices in Opportunities
  

• Inspecting and Changing Opportunities
  

• Operations Menu
  

• Create Menu, including:
  
  • Workflow Activity
    

  • Quotation
    

  • Sales Order
    

  • Invoice
    

  • Add Customer
    

  • Add Item
  
  
• Row Menu

Go back to:

• Home page for CRM module manual
  

• Home page for Standard ERP manual

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