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Invoices

  1. Navigation: For tips on how to add/edit/delete Invoices and more, please see the “General Navigation” section.
  2. Invoice Lines:
    1. Items: Use standard navigation methods to Add, Update or Delete Invoice Lines.
      1. Fields:
        1. Description (required): This will default from the Item and can be changed here as needed.
        2. Unit: This will default from the Item and can be changed here as needed.
        3. Rate (required): This will default from the Item and can be changed here as needed.
        4. Quantity (required)
        5. Discount: If you want to apply a discount to this Invoice line, enter the discount here (in currency or percentage, depending on your setup in Preferences.)
        6. Non-taxable: This will default from the Item and can be changed here as needed.
        7. Date: If you want to display a Date with this Invoice Line tap on the date arrow and select a date from the Calendar.
    2. Timesheet Entries:
      1. Adding: When you create a new Invoice and select the Customer from the list, all open Timesheet entries for this Customer will automatically be added to the Invoice.
      2. Updating: You can only modify the Discount & Non-taxable values of a Timesheet entry here. If you wish to make other changes to a Timesheet entry, delete it from the Invoice, make the change in the “Timesheets” tab, then return to your Invoice, select the Customer again from the drop-down list and it will be re-added to the Invoice.
  3. Deleting an Invoice
    1. Please note that when you delete an Invoice, you will also be deleting it’s associated Payments.
  4. Create Invoice from Quote: Convert an Invoice into a Quote by tapping “+” to create a new Invoice, then tap the “Create Invoice from Quote” button at the top of the window. Select the Quote from the list and the Quote details will be copied to the new Invoice. The Quote Status will change to “Invoiced”.
  5. Create Invoice Copy: To create a new Invoice that is a copy of another Invoice, tap “+” to create a new Invoice, and then tap the “Create Invoice Copy” button. Select the Invoice from the list and the details will be copied to the new Invoice.
  6. Overdue Invoices: Invoices that have an outstanding balance and are overdue will be easily recognizable in the Invoices list as the Balance will display in Red.
  7. Multiple Companies: If you have multiple Companies, you will need to select a Company from the list before proceeding to the Invoices list.
  8. Invoice Fields:
    1. Number: The Invoice Number is automatically assigned and cannot be modified. If you wish to change the next sequential Invoice Number you can do this in “Companies”.
    2. Customer (required): Tap on the Customer field and select a Customer from the list.
    3. Status: Tap on the Status field and select a Status from the list. The default Status is "Draft".
    4. Date (required): Invoice Date
    5. Due Date: An optional field to indicate the Invoice Due Date.
    6. Delivery Date: An optional field to indicate the Delivery Date. This will only be displayed on the Packing List.
    7. Currency Symbol (required): Example “$”. This will default from the Company setup.
    8. Currency Code: Example “USD”. This will default from the Company setup.
    9. Order Number: Use if the Customer has a purchase order number associated with this Invoice.
    10. Custom Fields: If you have set up one or more Custom Fields for this Company, enter your custom values here.
    11. Credit Note: If you are creating a Credit Note, turn on the switch. When you add Items to this new Invoice the default quantity will be -1.
    12. Create Auto-Payment: If the new Invoice being created has already been paid, turn on the switch. A Payment will automatically be created when you tap "Save". In addition, the Invoice will have a status of "Paid".
    13. Line Items: Tap on the Line Items field to add/update line items on the Invoice.
    14. Notes: These will default from the Company setup.
    15. Totals: Tap on the Totals field to update the Discount, Taxes and Shipping values.
      1. Discount: If you wish to apply a discount to the whole Invoice, enter the discount here (currency amount or a percentage, depending on your setup in Preferences).
      2. Taxes: If you require 1 or 2 taxes on your Invoice, turn on the switch and populate both the Tax Code (e.g. “GST”) and the Tax Rate % (e.g. “12.5”). These values will default from the Company setup.
      3. Shipping: If there is a shipping/delivery change, enter the amount here.

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