Invoices

Overview

In this tab all generated sales invoices are gathered. Invoices are non-negotiable commercial obligation issued by a seller to a buyer. Invoices contain both the trading parties, items sold, quantities, date of shipment, mode of transport, prices and discounts, payment terms.

Invoices

New invoice

Invoices in ERP are generated from Orders (as a part of CRM workflow), you can not create an invoice from this tab.

Column titles in the list are clickable and act as sorting commands, grouping invoices data in ascending or descending order. Invoices overdue for payment are marked in red color:

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List

When you open invoices tab it will be in a list view. In this section you may see all the invoices in chronological order of creation.

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It includes all the basic information about invoices for instant view:

  • Customer
  • Invoice number
  • Payment date
  • Due date
  • Assignee
  • Balance
  • Paid (amount)
  • Total
  • Status
  • Invoice date

This option allows you to perform quick search by existing parameters (customer name, assigned manager, project name and status). If you start typing in search bar itself, it will show matching data in dropdowns, e.g. customer name. You can expand any of them and click on list element if it is present will show the results.

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Click ‘down’ arrow in search field to open additional options for search. You can perform advanced search using following filters:

  • Customer
  • Assigned to
  • Project name
  • Status

So for instance, if you choose specific customer it will show all sales orders from that customer. Also, you can select multiple customers, and similarly perform the search using other filters.

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You can also create a custom filters for search. For this you need:

  • Click on Filters tab;
  • Select filters and select parameters to build the list;
  • Click on Favorites tab;
  • Enter name for filter;
  • Check Use by default if you’d like to apply this filter every time you go to Invoices;
  • Click Save button.

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Created filter will appear in the bottom of Favorites tab. You can create as many filters for your needs as you wish, there’s no limitation. To delete existing filter click "X" icon near the filter name.

Invoice details

To view the invoice in detail, find it in the list and click on it. Here you have the invoice itself and several options of what you can do with it. The invoice is placed in the center of the screen and looks like this:

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Invoices may be marked as:

  • Paid
  • Partially paid
  • Unpaid

An invoice contains trade parties names, invoice number, order number, date and due date (for payment), balance, item and description, quantity, price, tax rates, total, and payments made (if there were any). Here you can add comments and notes, check journal entries, edit the invoice, download in PDF format, attach files, and create payments on invoice (full or partial).

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To change or update the data in the invoice, click Edit button, amend data and click Save button. You may also enter payments on invoice to the system when you receive the money. For that click Create payment button, enter the paid amount and other details, and click Create.

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After this, you’ll be redirected to Payments tab where you can find created in your database payment. This would also automatically update the status of the invoice.