Customer

Choose the Customer from the pull down list, or enter a new customer. Adding new customer here will create a new record for the customer on Customer List so you can quickly access every time you create quotes, orders and invoices.

Date

Type in the invoice date or select a date by clicking the calendar

Create From

Choose an existing quote, order or draft invoice from the pull down list, or leave blank if you are not generating an invoice from an existing quote, order or draft invoice.

Order Number

When an invoice is generated from an existing order, this field displays the linked order number. Manually editing this field is not recommended.

Terms

The payment terms are used to calculate the payment due date.

Days

Enter the number of days the invoice is due from the invoice date.

Deposit Account

Select the invoice payment deposit account from the drop-down list.

Ship By

Select the shipping method from the drop-menu, or enter a new shipping method. The Ship By detail will be printed on the invoice for customer reference. Leave this blank if not required.

Shipping Cost and Shipping Tax

Enter any shipping costs associated with the invoice in the field. If any tax should be applied to the shipping, select the appropriate tax rate from the drop menu. Tax rates must be set up on the Options ~ Tax tab before they will be available here.

Tracking Ref No.

The tracking reference number refers to the shipping method, and is printed on the invoice for customer reference. Leave this blank if not required.

Customer PO No.

The customer purchase order number is printed on the invoice and on the statements for customer reference. Leave this blank if not required.

Salesperson

Enter the salesperson for this invoice, or choose one from the pull-down list.

Tax

Select the special sales tax exempt option if this is a customer who is sales-tax exempt (a foreign customer, for example).

Bill To

Enter the address the invoice should be sent to.

Ship To

Enter the address the products should be sent to. Leave this blank if this is not required.

Comments

These notes are printed on the bottom of the invoice.

Private Comments

These are notes for internal use only - they are not printed on the invoice.

Invoice Items

This is the list of items on the invoice. Click Add Item to add a new item, or edit and delete existing items.

Add Flat Discount

Click on this button to add a flat amount as a discount to the entire invoice.

Add Percentage Discount

Click on this button to add a percentage-based discount to the entire invoice.

Add Discount per Item

Click on this button to enable the discount column for each item on the invoice. Line item discounts must be entered as a percentage.

Subtotal

This is the total without the tax calculations.

Total

This is the sales tax and total display. If you think the sales tax calculation is wrong, please see the Tax tab of Options to configure sales tax rates.

Record

Click on this button to Record the invoice.

Record and Pay (if available)

Click on this button to Record the invoice along with a payment at the same time.

Save as Draft (if available)

Click on this button to save the invoice as a draft.

Save as Recurring

Click on this button to save the invoice and set it as a recurring invoice.

Record & Fax

Click on this button to Record the invoice and fax a copy to the customer.

Record & Email

Click on this button to Record the invoice and email a copy to the customer.