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This text refers to program version 8.5  

Create Menu - Agreement - Invoice

This page describes the 'Invoice' function on the Create menu in the Agreement 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 from an Agreement using the following methods:

  • Open the Agreement in a record window and select 'Invoice' from the Create menu (Windows/macOS) or + menu (iOS/Android). Save any changes you have made to the Agreement before selecting the function. This method is described in this section.

  • To create Invoices from Agreements in batches, use the 'Invoice Agreements' Maintenance function. Please refer here for details about this function.
Before being able to create an Invoice from an Agreement using either of these methods, you must add the rental charge to the Agreement. You can do this using the following methods:
  • Open the Agreement in a record window and select 'Rental Charges' from the Create or + menu.

  • If you need to run the 'Rental Charges' function for all Agreements in a batch, run the 'Charge Reservations' Maintenance function.
If you need to check before invoicing that all charges have been added to the Agreement, open the Agreement in a record window and select 'Agreement Info' from the Operations menu (Windows/macOS) or Tools menu (iOS/Android). A report will be printed to screen listing the charges that have been posted to the Agreement.

When you create a Invoice from an Agreement, an Invoice will be created immediately and opened in a window entitled 'Invoice: Inspect'. This means that it has already been saved and is being opened for checking.

The Invoice will be constructed using the options that you have selected on the 'Invoicing' card in the Agreement. These options will be selected following defaults set on the 'Rental' card in the relevant record in the Delivery Addresses setting in the Sales Orders module or in the Rental Invoice Settings setting. Please refer to the description of the Rental Invoice Settings setting here for details about each option.

If you need Rental Invoices to be numbered using different Number Series depending on the Department specified in the originating Agreements, specify the Number Series to be used with each Department using the Invoices per Department setting.

To print an Invoice, click the Printer icon (Windows/macOS) or select 'Print' from the File menu (all platforms). If you have not yet marked the Invoice as OK and if you are not using the No Test Printout option in the Optional Features setting in the System module, the printed Invoice will be marked as a test print, so that you cannot confuse it with the final version of the Invoice.

When the Invoice is complete, tick the OK check box and save. This signifies that the Invoice has been approved. Associated transactions in the Nominal Ledger will be created if you have so determined using the Sub Systems setting in the Nominal Ledger and in the Number Series - Invoices setting. You will no longer be able to modify the Invoice.

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

After you have invoiced all charges from an Agreement, you can mark it as Finished. You will not be able to do this until all charges have been invoiced.

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The Agreement register in Standard ERP:

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