Invoice Edit Screen
This screen is accessed from Invoicing.
The purpose of this screen is to create/edit and print an invoice.
How to Use
An invoice may be updated and printed many times. If you are sending the invoice to a customer multiple times, you may wish to use the Suffix field to control the version of the invoice. This field is 5 characters and may be alpha and/or numeric. It may include special characters.
Specify the Customer in the Customer panel. To input a customer, begin typing the name of the customer in the Search box. As you type, the software will zero in on the customer that you are looking for. If the customer cannot be found, you will be asked if you wish to add it. Clicking Yes to this will take you to the Customers maintenance screen. Simply fill in the Customer's information and save your changes. Then, close out of the Customers maintenance.
When you select the customer, it will show you the payment terms that have been set up for the customer. To use it on the invoice, click the Use Terms >> button. If you specified that the customer has a limit on outstanding invoices, then the customer's Invoice Limit field will turn red if that limit is exceeded.
If you are charging sales tax on the invoice, then use the Tax I.D. and Tax Rate fields. These fields will automatically be filled in for you from the Company screen when you add a new invoice.
The Payment Terms and Reference/PO fields are optional fields.
When your invoice has been paid in full, it is imperative that you check the Paid In Full box. This is the only way to tell the program that the invoice has been satisfied, even though there may be a balance.
Detail items display in the grid on the screen. To the right of the grid, you will find the buttons that will add , edit , delete , and move entries up and down in the grid. As items are added, edited and deleted, the overall invoice calculations will be performed for you. Detail items are edited on the Invoice Detail Edit screen. (Note: One blank detail line is created for you when you add the new invoice. You may edit this line and use it. One line of detail must always be present, so you may delete this only if more details lines exist.)
Use the Add Payment Entry button to post a payment for this invoice. This will make an entry in the income grid for "Invoice Payment" and the customer's name. The outstanding amount will be filled in for you as well. (Please post invoice payments from this screen as it assigns the invoice number to the income entry....allowing the payment to be reflected on the invoice.)
The invoice may be printed using the reporting buttons at the bottom of the screen. will view the invoice, will print the invoice, and will email the invoice. Overall invoice defaults are entered on the Company screen.
Emailing the invoice will automatically keep a sent email log for the invoices sent. A copy (PDF format) of the invoice is kept in this log as well. Use the Invoice Sent History button to view the invoice history screen. You may also manually add entries into the invoice history.
Press Save & Exit to save your changes and return to the Invoicing screen.