Create a sales invoice

A sales invoice records a sale to a customer. When you save it, the system takes the goods out of the warehouse, posts revenue, tax and cost of sales, and either puts the money in your cash box or adds the amount to the customer's balance. There is no draft: saving posts the invoice.

Before you start

• The customer exists under CRM › Customers › Customers.

• You are assigned at least one price list. See Assign price lists to users.

• To issue a cash invoice, you need a cash box on your user record. Without one, only a credit (pay-later) term can be saved.

Steps

1. Open Sales › Invoicing › Sales Invoices and select New invoice.

1. Under Invoice details, choose the Customer. Your branch's default customer, price list and warehouse may already be filled in.

2. Choose the Price list and the Payment terms. A cash term settles the invoice on the spot. A credit term shows a read-only Due date, calculated from the invoice date and the term's days.

3. Choose the Warehouse mode: One warehouse for all (then pick the Warehouse) or Warehouse per line (each line gets its own Warehouse).

4. Check the Date, and pick a Delivery user if a driver will deliver the goods.

5. Under Line items, search for each item in the Item box and pick it. The Unit, Unit price, Discount and Tax fill in from the item and the price list. Enter the Qty.

1. Use Add line for more lines, the copy button to duplicate a line, and the bin button to remove one. A new empty line is added for you after each pick.

2. To give a discount on the whole invoice, choose Value or Percent (%) next to Invoice discount and enter the amount.

3. Review Amount without tax, Discount, Tax and Total, add Notes if needed, and select Create invoice.

The system confirms with Invoice #{id} created and returns you to the list.

Warnings you may see on the form

• Only {qty} available under a quantity, and Some lines exceed available stock next to the save button: the line asks for more than the warehouse holds. Depending on your branch's stock policy, the quantity is cut to what is available or the save is refused.

• Below cost price under a unit price: you are selling under the item's cost.

• E-invoicing details missing: the customer's record lacks data the tax authority needs. You can still save; complete the customer so the e-invoice is accepted.

• A credit-limit message: the customer is over their credit limit. If your company blocks such sales and you hold the override permission, enter a Credit limit override reason.

What happens next

• The invoice appears in Sales invoices with its Invoice #. Open it to view, print or export it.

• Stock leaves the warehouse at once, unless your branch issues goods through withdraw orders. In that case the warehouse issues them from Inventory › Withdraw Orders.

• For a credit sale, collect the money later from Accounting › Receipts › Receive from Customer.

Common questions

Can I change an invoice after saving it? No. Delete it while it has no returns and enter it again, or record a customer return.

Why was my invoice refused when I saved it? See Why a sales invoice will not save.