If you're creating or editing a sales invoice, here's some guidance on entering information into the fields. Envoice helps by filling in some of them for you – though you can change them if your user account has corresponding permissions.
Invoice detail fields
| Customer |
Name of the customer you're invoicing. If you are invoicing a new customer, click "Create New" to create a customer. |
| Payment type |
Select the suitable payment type, how your customer will pay for your invoice |
|
Invoice Number |
Unique, a sequential number that is pre-populated by your account preferences, but you can also edit it, by ticking "Change Invoice and reference number. It must be unique and the numbering might go out of sequence. |
| Reference number |
You can add a reference to help you search for the invoice and to match with your bank account transactions. It'll show on the invoice. If the customer uses the reference in their payment, your accounting system may automatically match the statement line with your invoice when you're reconciling. |
| Invoice date | The date displayed on the invoice. |
| Delivery date |
It’s the date on which a document will be posted into the general ledger |
| Due date |
The date you want the invoice paid by. |
| Interest on late payments |
If you have provided goods or services to a customer and you haven't received their payment by the agreed deadline, you are entitled to receive interest and compensation on the payment you're owed. |
| Invoice issued by | Select the Evoice User whose name should be on the invoice |
| Currency |
You can select a foreign currency that you are using for this invoice |
| Language |
Select in which language the invoice will be created |
| Notes |
Notes are best for comments, shipping details or any other temporary information! Add a summary or details to the Invoice. Notes are unique to each Invoice and will not be remembered for next time. |
| Bank accounts | Select which of your predefined bank accounts will be presented on the sales invoice. |
Item line fields
Add, edit and delete the items you're selling.
You can set default information for your items. When you add items to the invoice, the defaults are automatically entered into the fields. For example, the tax setting, account, and tax rate.
| Item |
Select an existing item from the drop-down or use General product / General service if custom service/product is sold To create and save new items click button "Create a new item" |
| Description |
If General product or General Product is selected as an item, enter a custom description of the item. Only the description is visible to the customer. |
| Quantity | The quantity of the items you've sold. |
| Unit Price |
The price of an item. If you've selected a predefined item, the unit price will be the same as entered in your items settings. |
| Total Discount % | You can enter a percentage discount on the item. |
|
Tax Rule |
Tax VAT is pre-populated by item, but you can change it here if needed |
Recording fields
You can edit, how the items on your invoice are recorded on the accounting system, by clicking on "Record" (Pencil) button.
| Sales account | Envoice fills an account based on, how you've created the item, but you can edit this suggestion. The account doesn't show on your customer's invoice. |
| Tracking categories | If tracking categories (project, object, etc) are used in Company accounting, you may add them to sales invoices for tracking purposes. It won't show on the customer's invoice. |
Saving and Approve options
Select how you want to save or approve the invoice.
| Save |
You can save an invoice as a draft and continue editing it later |
| Approve |
When all the fields are complete, the invoice can be approved. Once approved, it can be emailed or printed. |