Creating Sales Invoices

Creating Sales Invoices

Overview

Sales Invoices are essential for documenting sales transactions, ensuring timely payment from customers, and maintaining accurate financial records. The calculations made on Sales Invoices are also used to calculate Cost of Goods Sold (COGS). Sales Invoice also updates Inventory balances.

Creating a Sales Invoice

  1. Navigate to Sales → Sales Invoices.
  2. Click Create → New.
  3. From the Main tab, enter or choose a Customer from the drop-down list.
  4. The Invoice date is auto-filled by today's date (change if necessary). The Terms and Sales Person fields are also auto-filled if they were entered when creating the customer record.
  5. You can enter the Invoice # manually or use the auto-populate option.
  6. Enter the PO / Ref #. (optional)
  7. The Due Date is calculated by adding the number of days in the Payment Terms to the Invoice Date on the Invoice.
  8. If this is a dropship sales invoice, check the Dropship checkbox. (optional)
  9. Enter Shipment date. (optional)
  10. In applying credit, choose if you want to Apply automatically, Apply manually or Not apply.
  11. On the Addresses and Shipping tab, the Ship to and Bill to addresses are auto-filled if they were entered when creating the customer record. (change if necessary)
  12. Ship from address is also auto-filled using the default location set in Inventory Settings. (change if necessary)
  13. Enter the Confirm to contact, FOB, Shipping method and Tracking #. (optional)
  14. If this is a Dropship sales invoice, enter the Dropship Customer and Ship to address.
  15. Go to the Project and Class tab and enter the Project and Class. (optional)
  16. Go to the Currency tab and set the currency (pre-fill). (change if necessary)
  17. On the Accounting tab, the A/R account is pre-filled using the account entered when creating the customer record. Or if none, it will have the default A/R account set on Accounting Settings.
  18. Go to the Discounts tab and set the discounts if there is. (This tab is not visible if "Allow discounts on line items" is not been enabled in General Settings)
  19. Go to the Memo tab and enter an External or Internal memo (optional). External Memos will be included on printed and emailed documents. Internal Memos are visible only from within the sales invoice in CustomBooks™.
  20. Go to the Sales Tax tab. Choose the Sales tax address, Sales tax rate and the Discount taxability for the invoice, if applicable. (This tab is not visible if Sales Tax has not been enabled in Sales Settings)
  21. Go to the Custom Fields tab and enter the necessary data if you have a Custom Fields created for your invoice.
  22. Click Add to add a line item to the Sales Invoice.
  23. On the line item, the Description and Price will auto-fill after adding/selecting an item.
  24. Enter the item quantity to be invoiced.
  25. Repeat the previous 3 steps to add more line items.
  26. Enter a Discount % or $ and highlight appropriate toggle. (optional)
  27. Enter Shipping cost. (optional)
  28. Click Save, Save and New or Save and Close to save your completed work or Save Draft to save a draft to finish later.

Creating a Sales Invoice

For a step-by-step walkthrough, check out the video below.
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Notes
Note: There must be sufficient inventory in order to successfully post a Sales Invoice.
Idea
Sales Invoices may also be created or generated from a Sales Order and Shipments. To do this navigate to a Sales Order/Shipment and click Generate → Sales Invoice. This method will auto-fill many of the fields and may save time.

For a step-by-step walkthrough, check out the video below on how to generate a Sales Invoice from a Shipment.

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Editing a Sales Invoice

  1. Navigate to the individual Sales Invoice that you need to edit.
  2. Edit the fields that need to be changed.
  3. Click Save to post or Save Draft to finish later.
Warning
Take caution when editing posted invoices!

Please read the following regarding the effects that changing certain fields has on other data in your account.
  1. Changing the invoice date on a posted invoice will affect the following:
    1. Prices on lines will be recalculated as the price on the new invoice date may have been different. As such, the invoice total may change based on this recalculation.
    2. The numbers and values of items that have been run and printed on inventory reports may be different if the new invoice date falls between the date parameters used on the report.
    3. If the invoice has been emailed to a customer and your account is integrated with Stripe, the customer may see a different balance on the emailed invoice than what they see when reaching the Stripe payment screen after clicking “Pay Now” button in the original email.
  1. Changing the customer may have the following effects:
    1. If price levels have been implemented and the price level is different between the old customer and the new one, the line item prices will be recalculated and may change.
    2. If the terms are different with the new customer, the due date will change and affect some reports, including Accounts Receivable Aging reports.

Viewing Sales Invoices (List View)

To view a list of Sales Invoices, navigate to Sales → Sales Invoices.

From the Sales Invoice list view you may :
  1. Sort the list by clicking on a column heading.
  2. View an individual Sales Invoice by double-clicking on its line.
  3. Creating New or Copying a sales invoice
  4. Emailing
  5. Printing
  6. Attachments
  7. Export List (save to PDF, Excel, Word)
  8. Columns (Edit column settings)

Sales Invoices List View

Viewing an Individual Sales Invoice

To view an individual Sales Invoice, double-click the line of the invoice to view.

From the individual Sales Invoice screen, you may:
  1. Print the Sales Invoice
  2. Print a Packing List
  3. Print a Dropship Packing List (Dropship)
  4. Generate a Credit Memo (see Credit Memos)
  5. Email the Sales Invoice (see Emailing a Sales Invoice)

Emailing a Sales Invoice

  1. From the individual Sales Invoice view, click the Email tab.
  2. Select an email template to use.
  3. From the emailing window, customer's email is pre-fill.
  4. Enter an email address in the cc field to send a copy to any additional parties. (Optional)
  5. Enter any additional text to be printed on the email receipt in the Body box.



Accounting

Posting a Sales Invoice creates general journal entries.

  1. Debit:
    1. Accounts Receivable
    2. Cost of Goods Sold (for inventoried items)
  2. Credit:
    1. Income
    2. Inventory (for inventoried items)
    3. Tax Payable

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