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Create an invoice

An invoice records what a customer owes. To bill a customer without a quotation, create the invoice from the Invoices list as shown here.

Before you start

Section titled “Before you start”

You need Invoice Add and Edit, Contact List to search for the customer’s contact, and User List to choose the salesperson. Every line names a product, so have the products ready — or hold Product Add, which lets you create one from the line as you type. Decide the invoice date, the due date and the currency first.

Steps

Section titled “Steps”
  1. Select Invoices in the sidebar, then New invoice.
  2. Choose the Contact. The Account follows the contact and is not chosen here.
  3. Type an Invoice name if the customer has a reference of their own. Left blank, it becomes the invoice number.
  4. Check the Salesperson, and fill Customer PO number if the customer gave you one.
  5. Choose the Currency. When it is not your main currency, a line under the fields shows the rate this invoice converts at — see Exchange rate.
  6. Set the Invoice date, which opens on today, and the Due date.
  7. Choose the Taxes entry that applies.
  8. Select Add line for each item and fill Item, Qty, Unit and Unit price. The Total column and the figures beneath the table are worked out for you.
  9. Fill Terms and conditions and Remark if you use them.
  10. Select Create invoice.

What happens next

Section titled “What happens next”

easySales saves the invoice as a Draft and opens the new record. It is given a proforma number (starting PF-) rather than an invoice number — neither can be typed, here or later. The invoice keeps that proforma number as a reference even after it is issued; it takes its real invoice number, starting INV-, only when you issue it.

Rules to know

Section titled “Rules to know”
  • Subtotal, tax and grand total are worked out again from the lines each time you save. Check the saved figures before you issue the invoice.
  • Amounts are written in the invoice’s own currency, as in SGD 1,200.00.
  • A Due date may be left empty. The invoice then has no due date, and nothing about it can fall overdue.
  • A line with no product cannot be saved. Pick a product, name a new one, or remove the line.
Section titled “Related”