Billing and invoicing

The invoice screen is the same one whether you are selling a part out of the warehouse, an hour of labour or a service — the accounts follow the item.

• Invoice parts, services, labour and assemblies on the same document.
• Prices come from the customer’s price list, with trade discounts applied automatically.
• Credit limit shown and checked while you type.
• Line-level discounts, per-item tax and per-item project or job.
• Post, print, email as PDF, or park it and come back.
• Credit invoices and credit notes reverse a sale without a journal entry.
• Consolidate several open invoices into one document.
• Generate a batch of invoices from delivered orders in one pass.
• Cost and margin are shown at the foot of the invoice before it posts, so a bad price is caught on the screen rather than in the month-end report.
• Ship-to address, shipping point, carrier and waybill travel with the invoice onto the packing list and pick list.

Where to find it AR › Sales Invoice  ·  AR › Credit Invoice  ·  AR › Generate  ·  AR › Consolidate  ·  Order Entry › Generate › Sales Invoices

Raising an invoice

1. Open AR › Sales Invoice and pick the customer. Currency, exchange rate, price group, trade discount and credit limit come from their record.
2. Type a part number (or the start of one) and press Update; if several parts match, a pick list appears. The description, unit and price fill in, and the on-hand quantity shows next to the line.
3. Change quantity, price or discount per line as needed. Services and assemblies go on the same lines as parts.
4. The subtotal, tax and total recalculate on every Update. Cost and margin are shown at the foot so you can see what the sale is worth before it posts.
5. Post to write the invoice and move the stock. Print or E-mail it from the same row, or Ship to to enter a delivery address that differs from the billing one.
6. To correct a posted invoice, open it from the report and use Post as new for a copy, or raise a Credit Invoice to reverse it.

Invoices in bulk

1. AR › Generate › Sales Invoices raises the same invoice for many customers at once — key the lines, dates, terms and shipping details once, press Generate Invoices, and pick the customers who get a copy.
2. Order Entry › Generate › Sales Invoices raises one invoice per shipped sales order in a single pass.
3. AR › Consolidate › Sales Invoices merges several open invoices for the same customer into one document.
4. Batch › Print queues a run of invoices as PDF and Batch › Email sends each to its customer, so a day’s invoicing goes out in one run; Batch › Queue lists what was queued — click a file to open it, or Combine several into one PDF.

What the customer gets

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