This section describes how to use the Invoices application effectively.
Click on the link on the left bar to start the Invoices application.
The screen displays all the invoices that are active in the system.
To create a new invoice, click on the New Invoice link on the button bar. This screen allows you to enter all the details associated with the creation of new invoice. Following are the fields that are used in all invoices:
Account - Allows entering the customer that is already entered in the system. Click on the button to select from the existing customers.
Invoice Num - The unique number for each invoice. The prefix of this number can be set by the administrator.
Invoice Date - The date on which the invoice is created, defaults to the current date.
PO Number - The Purchase Order number associated with the invoice.
Terms - Invoice payment terms.
Currency - The invoice currency
Discount - The discount percentage that applies to the whole invoice
Description - A single line description that can be used to identify the invoice
Provider - Payment provider that is used to pay for the invoice using the credit card
Invoice Notes - This free form note can be displayed on the invoice so that buyer can see the notes directly on the invoice
Memo - Internal memo that is not displayed on the invoice
In addition, each invoice line item contains the following fields
Item Name - The name of the invoice line item
Description - A short description of the line item
Unit Cost - Cost of 1 unit of the item
Quantity - Total number of items
Tax 1 - First tax applied to the item
Tax 2 - Second tax applied to the item
Total - The total for the item
Also a Grand Total of all items is shown at the bottom.
If the invoice recurrence is enabled, invoices are automatically created by the system periodically. Fields for the setting up recurring invoice are the following:
Start Date - The date when the first invoice in the recurrence is generated. If Now is selected, then the first invoice is created as soon as the invoice is saved.
Payment Method - This can be either Auto Pay or Self Pay. If Auto Pay is selected, the invoice is automatically paid via credit card. If Self Pay is selected, the invoices are generated and sent to the buyer via email. Buyer then pays for the invoices in the same way they pay for non-recurring invoices.
Frequency and Period - Determines in what interval the recurring invoices are created.
Occurrences - How many times the recurring invoice will be created.
Card Type - the credit card type, valid only on Auto Pay.
Credit Card Num - the credit card number, valid only on Auto Pay
Expiration Date - the expiration date of the credit card, valid only on Auto Pay
Finally there is a button called Make Payment that is used to set up the recurrence.