Last updated 9 June 2019
Managing Invoices
To view the invoices you’ve raised, in the sidebar menu select the drop down-menu from Sales.
Click on the Invoices tab and you’ll see the list of invoices. This list will also contain any sales credit notes that you’ve raised. Here you’ll find all the invoice credit note details and corresponding payments, notes, and files. You can view, edit, export as PDF and archive an invoice and setup online payments as well as reminders.
1 Add an Invoice
To add a new invoice:
Select the drop down menu from Sales on the side bar menu and click on Invoices.
Select Add New at the top right of your invoices and then select Add Invoice from the drop-down menu.
Complete the form details. There are mandatory fields.
If you’d like to set up an automatic invoice due reminder, tick the Credit Control Reminder box. A reminder will be sent to your contact once the invoice becomes due for payment.
Note: The system will autocomplete your contact’s address.
Enter more details about the invoice:
-To add an extra item, select Add Item.
-To delete an item, select the button at the end of the item you wish to delete.
2 View and Edit Invoices
2.1 To view an invoice:
On the Invoice page select the document number of the invoice you’d like to view. The Invoice Information tab shows detailed invoice information, including company name, account type, quantity, unit cost, VAT Rate, VAT total, and total amount.
2.2 To edit an invoice:
On the Invoice page select the document number of the invoice you wish to edit.
Click on Edit at the top right of the page.
You can edit the information you wish to change, including the credit note.
When you’ve finished editing, select Save and Approve.
3. Send an Invoice with a Reminder
To send an invoice by reminder :
On the Invoice page select the document number of the invoice you wish to send a reminder.
Select Send Reminders on the right.
3. Enter the email address if it’s not already predefined from your contact’s details in the Address Book. Enter a subject for the email and select a template.
The invoice is automatically attached to a message as a .pdf file. You can also attach other documents.
4. Enter Send when you have finished.
4. Archive an Invoice
To archive an invoice:
On the Invoice page, select the document number of the invoice you wish to archive.
Click on the button with three dots.
Select Archive.
In Archived Document View you are only able to view text information. All other choices in the Information tab are unavailable.
Note: You can only archive an invoice if it has not yet had any payments allocated to it.
5. Add a Note to an Invoice
To add a note to an invoice:
On the Invoice page, select the document number of the invoice you wish to add a note to.
Select Notes and then click on Create New.
You can give your note a title with a message. When you've finished your note, click on Add Note.
7. Add a File to an Invoice
To add a file to an invoice:
On the Invoice page, select the document number of the invoice you wish to add a file to.
Select Files and then click on Add Files.
To add a file from your device, click on Upload and browse your computer or phone.
The file formats you can use are: .pdf, .xls, .txt, .png, .gif, .doc, .docx, .jpg, .jpeg, .ods, .xlsx, .csv
The maximum file size is 15 Mb (2 Mb kb).
8. Delete an Invoice
To delete an invoice:
On the Invoice page, select the document number of the invoice you wish to delete.
Click on the button with three dots.
Click on Delete, it will ask you if you are sure to delete the invoice.
It’s only possible to delete an invoice if:
It is unpaid or overdue.
The date of the invoice doesn’t fall within a locked period.
The invoice hasn’t already been included in a submitted VAT Return.