Invoice Software Manual

07. Creating Invoices

There are three screens where you can manage Invoices:

Invoice

Customer Invoice List

Invoice Detail List

To create a new Invoice in the Invoice Screen, the steps are:

Step 1:
Press the Add button next to the label Invoice ID to create a new Invoice. The Invoice Popup will appear: Complete the information in this popup. When the OK button is pressed, a new record is created.

Step 2:
To add items you can do one of the followings:

• Enter or Search for an item's Serial # in the provided textbox: If a valid number, the Item ID is populated. You can modify the Qty and then press the Add Item... button.
• Add Items to Invoice by pressing the Add button at the bottom of the screen, or the Add Item... button: The Invoice Detail Popup will appear where you can enter an Item and modify the Unit Price.

The Invoice screen is now updated with the Total Due Amount and the Balance. The Freight Charge and the Taxes are also included in the Due Amount.

Step 3:
The Paid Amount will initially be 0.00: The Customer Payments can be added. After the Payments are recorded, the Paid and the Balance on the Invoice screen are updated.

The Customer may need to make several payments for the same Invoice. You can view the Payment list by pressing the Payments button. For more information, refer to 08. Managing Customer Payments.

Preview and Print the Invoice after all the items are added to the Sale: To do so, press the animated blue View Invoice... button next to the Add Payment button.

Invoice Screen

Select the Invoice from the Module List on the left-side of the Screen: The Invoice screen will be displayed. This is where you can Create, Modify or Search for invoices:

Create a New Invoice

Search for an existing Invoice

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Customer Invoice List Screen

Select the Customer Invoice List from the Module List on the left-side of the Screen: The Customer Invoice List screen will be displayed. This screen displays the list of all the Customers: By selecting a Customer in the list the Invoice Details grid will be populated accordingly. You can also Go to a Record: To do so, press the button with two Arrows on it.

You can do one or more of the followings:

1. Modify, Add or Search for a Customer.
2. Delete a selected Invoice Detail.

Select an entry in the Invoice Detail grid and View or Modify the Invoice by pressing the Invoice button. You can also press the Payments button and Add or Modify Payments.

The list of customers and the invoice detail for a selected customer can be exported to a .CSV file by pressing the Export List button. A .CSV (Comma Separated Values) file is a popular delimited text file format where a comma delimits fields. You can easily view .CSV files using MS Excel or other spreadsheet programs.

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Invoice Detail List Screen

Select the Invoice Detail List from the Module List on the left-side of the Screen: The Invoice Detail List screen will be displayed. You can view the list of all the Invoices with their corresponding Invoice Details. You may also need to Go to a Record: Press the button with two Arrows on it.

This screen includes the Invoices and the Details grids. When an Invoice is selected, the corresponding Invoice Detail list will be populated. You can do one or more of the followings:

1. Modify, Add or Search for an Invoice.
2. Delete an Invoice.
3. Delete a selected Invoice Detail.
4. Add a new Invoice Detail.

After an Invoice Detail is selected in the list, you may Modify or View the Payments by pressing the Payments button.

The list of invoices and the detail for a selected invoice can be exported to a .CSV file by pressing the Export List button. A .CSV (Comma Separated Values) file is a popular delimited text file format where a comma delimits fields. You can easily view .CSV files using MS Excel or other spreadsheet programs.

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The Invoice Popup

You can add a new Invoice using this popup. A similar popup can be used to modify an existing Invoice.

You must then select a Customer:

• To create a new customer, use the Add button with the Plus sign on it.
• To modify an existing customer, you can press the Modify button with the Pen on it.
• For existing customers, press the Search button with the Magnifying glass on it.

For a new Invoice, some information such as the Order and Shipping Dates are defaulted. The Sale Tax Rate and the Sale Payment Terms are populated from the Company Information screen.

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The Invoice Detail Popup

This popup can be used to Add Items to an Invoice. Each added item corresponds to an Invoice Detail. To modify an Invoice Detail, you may delete the record and then create a new one. Any changes to the Stock Unit Count will be recorded.

While adding items to the Invoice, an Item can be Added, Modified or Searched for. After selecting an Item, the information about the Item such as Stocked, Cost and Unit Price are populated. You can modify the Quantity as desired: If there is not enough Units in Stock, you will get a warning. You can also enter a Discount and the Unit Price will be calculated accordingly to include the discount.

By pressing the OK button, the application will update the Units in Stock for the selected Item to account for the Sold Quantities. From now on, any modifications to the Quantity will update the Stocked Units.

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Other useful links:

01. All-in-One Invoice Software
02. Getting started
03. Setting Up for Multiple Users
04. Adding Items
05. Manage Payment Methods
06. Managing Customer Information
07. Creating Invoices
08. Managing Customer Payments
09. Manage Shipping
10. Reports
11. Export Data to CSV
12. Backup Database
13. Reset Sales
14. Tips and Techniques