Search/Process Sales Invoices

The Search and Process tab is used to search for Sales Invoices and process them.

Actions include:- 

• Editing, posting or deleting a draft sales invoices
• Receiving payment
• Sending or resending invoices
• Cancelling unpaid invoices
• Issuing Credit Notes whilst cancelling and invoice
• Writing off unpaid debt - available 6 months from date of invoice
• Receiving payment
• Issuing or re-issuing a receipt
• Adding, viewing or deleting  files to the Sales Invoice using the paperclip
• Import sales invoice

Search/Process tab

1. Click the Search/Process tab to load the page
2. You will see listed below the sales invoices sorted by issue date
3. To change the sorting order you can click on any column header, the arrow in the column header will change to indicate if it is sorted lowest to highest (alphabetically) or highest to lowest (reverse alphabetically)
   

Searching for a Sales Invoice

1. To search for an invoice use the search tools at the top of the screen:-
   • Issue Date enter a range of dates for the sales invoice
   • Issue reference type in all or part of the reference
   • Payment reference type in all or part of the reference
   • Invoice in select the values from the list which include Draft, Outstanding, Paid, Overdue or Cancelled
   • Reconciliation status select from Unreconciled or Reconciled
2. When you have found the invoices you are looking for you can view and edit them by clicking on the line, which will turn blue, and then clicking on the View/Edit button on the right. 
3. You can copy  an invoice by selecting it and the clicking the copy button on the right.
   
   

You can only edit sales invoices that are in draft. If you need to alter one that has been posted, cancel it and create a new one.

Each posted invoice has a status flag (coloured circle) in the left column. The key is as follows:-

• Filled in circle - reconciled or overdue
• Red circle outline - outstanding but not overdue
• Yellow circle outline - part paid but not reconciled
• Green circle outline - fully paid but not reconciled
• Grey circle - cancelled

The actions on the invoices will depend on their status.

• Draft
  • Post
  • Edit
  • Delete
• Unpaid
  • Receive payment
  • Send (or resend) invoice
  • Issue credit note and cancel invoice
  • Write off
• Part Paid
  • Receive payment
  • Send (or resend) invoice
  • Issue (or reissue) receipt
  • Issue credit note and cancel invoice
  • Write off
• Fully Paid
  • Issue (or reissue) receipt
  • Issue credit note and cancel invoice

Actions on Sales Invoice

Post - This will Post a saved invoice unless there is missing data in which case you will be taken back to the Sales Invoice screen to fill in the missing mandatory data.

Edit - Allows you to edit a Saved Sales Invoice

Delete - Delete a saved invoice

Receive Payment - Receive payment for a Posted Sales Invoice

View payment - This shows once a payment has been received and if a credit amount has been used. If you need to undo a payment click on it and then click Undo Payment.

Note:

On the customer report if a payment is undone then this will either reduce the amount paid or remove it completely if all payments received are undone.

Send invoice - Send a Sales Invoice to a customer, if this has already been sent then this will show as re-send.

Cancel Invoice - Cancels an invoice where no payment has been received

Issue credit note and cancel invoice - This will issue a Credit Note to the customer for the paid part of the invoice and also cancel the invoice

Issue receipt - Produces a receipt for the customer which may be sent or emailed.

Write off debt - This will write off any outstanding unpaid amount and update the status to include 'written off' . The debt will be removed from the contact record and the written off debt will be reported on in Reporting  > Transactions > Sales > Write off

Adding a new Invoice

Click the Add button in the side menu to add a new Sales Invoice. This will take you to the Sales Invoice page.

Edit or view an existing Invoice

Click on an existing invoice to highlight it.

Click the View/Edit button to View or Edit the Invoice. The action will depend on the state of the Invoice, Draft state will be editable, all other states view only.

You can also import an invoice using the Import icon. See our article on Importing Sales Invoices