Create a New Invoice

Other than the Invoices module, you can also create a new invoice from the customer’s Address Book, Invoices tab.

To create a new invoice, open the Adding New Invoice window.

From the Invoices page, click on Create New Invoice.

The Adding New Invoice page will open.

Select the Customer and their Location

Scroll down the list of customers to find the correct one. You can also use the search bar to quickly find the client’s name.

The customer location will automatically come up once the customer is selected. This is the location where the job was or will be performed. If the customer has more than one service location, select the correct one.

If you are creating a new invoice from the customer’s Address Book, the customer name and location/locations will already be filled up. You do not need to search for the customer name. Select the correct service location if there is more than one.

Click the Proceed button at the bottom of the Adding New Invoice window.

The Invoice Page will come up. Fill in the details to create your invoice.

The Invoice Page

The page has 2 sections, the information summary and the invoice details.

Information Summary

The information summary contains customer information with the terms of payment and invoice number.

Invoice Number

Enter the invoice series number on the Invoice Number Field.

You only need to do this if the invoice numbers are not set up to auto increment. Auto-incrementing can be turned on in the General Settings and will automatically count up each time you create a new invoice.

The invoice will still be created if the field is left empty but without an invoice number.

If the invoice numbers are set to auto-increment, the Invoice Number field will not be visible on the invoice creation page. The number will be automatically assigned and shown after the invoice is saved.

Bill To

The customer name and location address are indicated under Bill To

Service Location

The location where the job will be or was performed will be indicated here. This may or may not be the same as the customer’s address. This is the customer location selected on the Adding New Invoice page.

Term

The customer’s assigned Terms of Payment will be automatically selected here if this is indicated in their Address Book/Profile.

If the Terms of Payment is not set up for the customer or you will be using a different one for the invoice you are creating, click on the Term field and select from the different terms available.

Invoice Details

Parts & Services Details

Add the parts and services to the invoice. Click on the parts and service search bar and find the part you want from the list and click on it. You can also search for a part by typing in the name or number/code of the part or service.

Click to select the item. If the item is available both in your inventory list and in your warehouses, the Select Warehouse window will come up. Select where the item will be released from – the main inventory or your warehouse inventory.

The other fields will auto-fill depending on your selection.

Once you have selected the part or service that you need, set the quantity by clicking the arrows or by highlighting the number and typing in the desired quantity. The Price (total price) will auto compute.

To remove the item from the list, click the X button at the far right of the item.

Repeat these steps for each item you want to add to the invoice.

As you add items to your invoice, the Subtotal field will auto-calculate.

After adding the details, add a discount and set the tax, if applicable.

Either add or revise the tax rate. Tax Rates are set up under Company Settings. The Tax Rate applicable for a specific customer is assigned when their profile is created under the Customer Module.

If no tax rate is set up for the customer, click Add on the tax field. If this is already set up but you want to revise it, click the tax rate on the tax field.

You can create a new tax rate or choose from a list of existing tax rates from the drop-down. Save the tax rate once done.

If applicable, add a discount. To do this, go to the Actions button and select Add Discount.

On the discount window, enter the value of the discount. Indicate if the entered value is a dollar amount or a percentage discount. Select from the drop-down and Save the discount.

The Discount field will be added to the invoice.

If there are any notes that you need to add to the invoice, add these on the Notes for Customer field.

If you need to further manage the invoice, go to the Actions button and select the option from there. Refer to Manage Invoices for the procedures.

Save the New Invoice

Click the Save button to save the new invoice. The invoice will remain open and you can continue working on it. To save and exit the invoice click the Save and Close button.

The new invoice will be added to the invoice list and the Invoice tab of the customer Address Book.