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Invoicing is the process of sending a bill to your customer that details how much they need to pay you. You may need to issue an invoice that is different from the order that the customer placed. For example, prices may have changed or due to stocking issues, the quantity of product shipped was different from that which was ordered. You can also use the information here to keep track of the customer’s payment.

The Invoice tab shows you the invoice to be sent to a customer, and is accessible by clicking the  button from the bottom of a Sales Order.

A green light is shown if the invoice is fully paid. Otherwise, a red light is shown if the invoice is empty. A yellow light is shown for an invoice that has not been fully paid.

Typically, the invoice will be automatically created for you based on the products that you have picked. Service items will also be included in the invoice automatically. The invoice will automatically update based on the order or items picked.

However, you may also choose to manually edit the invoice if for some reason you wish to adjust it separately from the order. To do this, uncheck the Auto Invoice box at the bottom of the Invoice Tab. This will allow you to modify the invoice.

Invoice Tab Columns

The main Invoice tab table has the following columns:

Item – The item name or item code for the product or service being invoiced.

Description – A text description of the product or service being invoiced. This will default to the description from the product information, but can be changed here.

Quantity – The quantity of the item being invoiced. This will be defaulted to one but can be changed to the actual quantity invoiced by the customer.

Unit Price - The price charged per unit of the item.

Discount – A discount given to the customer on the price of this item. This will be defaulted to the default percentage discount given to this customer. You can also enter in a fixed amount per unit discount by typing in the discount as a currency figure (e.g. $5).

Tax – (This may be hidden, depending on your company settings.) This is the Product Tax Code for this item, determining if it is taxed in a special way, e.g. tax exempt. This is defaulted to the Product Tax Code in the product information for this product. Company Settings.

Sub-Total – The total cost of this item for the given quantity and after applying discounts, but before applying taxes or freight. This is calculated based on the Unit Price, Quantity, and Discount, and cannot be modified.

Invoice tab Footer

The main Invoice tab footer has the following:

Invoiced Date - The date from which the invoice is effective. It is defaulted to empty but is filled with the current date when the order is completed.

Due Date - The date on which the customer's payment is due. This is calculated by default by taking the Invoiced Date and adding the number of days specified by the Payment Terms for this order. You can also set this date manually. This field is hidden when the shipping information is not shown.

Date Paid - Tracks when you received payment from the customer.

Payment Method - Shows the method by which the customer paid you for this invoice.

Remarks - Allows you to enter in any extra remarks you have. These remarks will be shown to the customer on the printed Invoice or Receipt.

Sub-Total - Shows the total charged to the customer before taxes and freight.

Tax – You may see one or more Tax fields depending on the Taxing Scheme set for this order. This shows the amount of tax charged for this invoice. You may change the amount of tax charged here, but if the invoice is later changed, the tax will be automatically recalculated.

Freight – The amount of freight or other surcharges applied to this invoice. Tax is applied to this field if the selected Taxing Scheme has Tax On Shipping set.

Total – The total amount that the customer should have paid you for this order.

Paid – The amount that the customer has paid you for this order.

Balance – The remaining amount that the customer should pay you for this order. It is calculated by subtracting the amount Paid from the Total field.

Paid in Full - The Paid in Full button sets the Paid amount to match the total due and sets the Date Paid to the current date. You can click this to quickly set the balance to zero when the customer has paid you the full amount for the invoice.