The Sales Invoices tab is used to request payments from customers for goods or services provided. When you create a sales invoice, the customer's subaccount balance in the Accounts receivable control account increases.
To create a new sales invoice, click the New Sales Invoice button.
For detailed instructions on completing the sales invoice form, see Sales Invoice Form.
If your invoices include selling Inventory Items, by default they will decrease your Qty Owned and increase your Qty to deliver for those items. This indicates that inventory items have been sold (no longer owned by you) but are still physically on hand because they haven't been delivered to the customer.
To deliver inventory items to the customer, create a New Delivery Note, which will reduce Qty on hand and Qty to deliver. See Delivery Notes for more information.
Alternatively, you can have a sales invoice act as a delivery note by checking the Acts as delivery note checkbox on the sales invoice form. This allows you to select an Inventory location. A sales invoice that acts as a delivery note will decrease Qty on hand instead of increasing Qty to deliver.
The Sales Invoices tab features several columns that provide detailed information about each invoice:
The Issue Date column displays the invoice's issue date.
The Due Date column displays the invoice's due date. It always shows a specific date, even if you've set the invoice to be due a certain number of days after the issue date.
The Reference column displays the invoice's reference number.
The Sales Quote column shows the reference number of the sales quote associated with the invoice.
The Sales Order column displays the reference number of the sales order linked to the invoice.
The Customer column shows the name of the customer to whom the invoice was issued.
The Description column provides an overall description of the invoice, rather than item-specific descriptions. To see descriptions for individual line items, refer to Sales Invoice Lines.
The Project column displays the name of the project associated with the invoice. Projects are selected for each line item, so a single invoice may include multiple projects. In such cases, all involved project names will be listed.
The Division column shows the name of the division associated with the invoice. Since divisions are assigned to individual line items, a single invoice may include items from several divisions. If so, all involved divisions will be listed.
The Withholding Tax column displays the amount of withholding tax applied to the invoice. This column will be blank if the invoice does not include withholding tax.
The Discount column shows the total discount applied to all line items. If no discount has been applied, this column will remain empty.
The Invoice Amount column displays the sum of all totals from individual line items.
The Cost of Sales column indicates the cost allocated for sold inventory items.
The Balance Due column shows the remaining amount the customer needs to pay for the invoice.
The Days to Due Date column indicates the number of days left until the Due Date. If the invoice is past its due date, this column will be blank.
The Days Overdue column indicates the number of days an invoice is overdue. If the invoice isn't overdue yet, this column will remain blank.
The Status column shows whether an invoice is paid, unpaid, or unpaid and overdue.
You can customize which columns are displayed in the Sales Invoices tab. Click on the Edit Columns button to select the columns you want to show.
For more information, see Edit Columns.
Use Advanced Queries to manipulate and interact with the data on the Sales Invoices screen. For example, to view only the overdue sales invoices, sorted by the number of days they are overdue, customize your search with the following advanced query:
You can also group your invoices by customer and view total sales invoice amounts for each customer:
Here are a few ways you can benefit from advanced queries. You have the flexibility to use any column, including your custom fields, in your advanced queries, opening up a wide range of possibilities. See Advanced Queries for more information.