Creating customer invoices

Customer invoices can be created in three ways:

The following occurs on the system automatically when a customer invoice is created:

  1. The customer account is updated accordingly, capturing what the customer owes on the records for instance.
  2.  The system checks for the VAT that is involved in the transaction entry.
  3. The system also automatically updates all the relevant ledger accounts and stock items accordingly.

Invoices to be emailed/printed will populate the address details with the account address or with the delivery address. If the delivery address is not present the system will use the customers address on the invoice, otherwise the delivery address will be used. Make sure the fields are filled in so that the address that is required is on the invoice.

Creating customer invoices individually without a sales order

Watch this video to see how to create a customer invoice without a sales order or follow the steps below it.

Navigate to the correct window

  1. Navigate to Debtors / Invoices / Enter Invoice.

Enter the invoice details

  1. Enter (or select) the customer account number in the Account text box.
  2. When you click on the Account text box the following message box will appear: ‘You have not entered a sales order number – do you want to accept it?‘, click the Yes button.
  3. Enter the invoice date in the Date text box.
  4. Enter a customer reference in the Customer Ref text box, if applicable.
  5. Enter (or select) the rep code of the appropriate sales rep in the Rep Code text box.
  6. Enter the appropriate method of delivery in the Del textbox.

Enter the inventory items

Items with serial numbers

  1. Click the Scan Items button.
  2. Click the Allocate button.
  3. Enter (or scan) the serial numbers in the Current Serial Number text box.
  4. Click the Close button once all the serial numbers are in.
If there is a serial number allocated to the invoice that you wish to remove, you can click the Scan Items button followed by the Unallocate button. You can then enter or scan the serial number that you wish to remove.

Items without serial numbers

  1. Enter the inventory items in the ITEM NUMBER column.
  2. Enter the quantity in the QUANTITY column.
  3. Change the prices in the PRICE EXCL, TOTAL EXCL, or TOTAL INCL columns if required.
  4. Enter a discount percentage in the % DISC column if applicable.

Generate the invoice

  1. Click the Accept button.
  2. Change the message on the Enter Message window, if applicable and click the Accept button.
  3. Print the invoice by specifying the print options and clicking the OK button, or click the Cancel button to close the window.

Importing customer invoices

Watch this video to see how to import customer invoices or follow the steps below it.

Note that only invoices that contain non-stock items can be imported.

Download the template

  1. Download the template at the bottom of this guide.

Create the CSV file

  1. Complete the spreadsheet with the relevant invoice information.
  2. Save the file as a spreadsheet in order to reference it later if needed.
  3. Remove all headings, instructions and other tabs.
  4. Save the file as a CSV file.
  5. Close the file.
If the file is not closed, you will get an I/O Error 32 when trying to import the file.

Navigate to the correct window

  1. Navigate to System / Import Utilities / Accounts / Import Invoices.

Upload the CSV file

  1. Click the Open File button.
  2. Select the appropriate file and click the Open button.

Import the invoices

  1. Click the Accept button.
  2. Print the invoices by clicking the Yes button, specifying the print options and clicking the OK button, or click the NO button to close without printing.

Download the template here:

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