Client Invoices

Access to this option is controlled by "Permission option" 65.

The Debtors Ledger includes an option to create "ad-hoc" invoices for Clients. You can invoice "Stock or Extras" or manually type a description for the item(s) sold. An invoice is kept forever and can be viewed at any time using " Transaction Information".

For each invoice you can

Specifiy the Tax type to invoice - VAT, MwSt or any other configured Sales Tax

Specify a Purchase Order number

Specify the number of credit days before payment is due (if any)

Specify the Tax exemption number if your customer has one and it is applicable

Specify up to 10 different items on the invoice

Specify up to 10 different Nominal Accounts to post the items to

Specify up to 5 different tax codes for the chosen Tax type

Specify the currency of the invoice

Specify the date of the invoice (default is todays date)

Choose to print the invoice

Assign the invoice to a particular "Unit or Room" and therefore analyse the revenue to the Owner of it in accommres

Many of the above default to values specified by the Client account.

In the above example the invoice location is set to "London, United Kingdom ". This sets the Tax type to VAT. If this is left blank the Tax type is set to the 1st type defined for your company (assuming it is Tax registered).

The Reference of "PO 12345" is the purchase order reference from your client.

30 days credit has been given and the values you enter do not include VAT. This option will calculate the VAT for you. If this invoice includes VAT then select "Includes VAT" and all values you enter will have VAT deducted.

Assigning an Invoice to a Unit or Room

If you are monitoring revenue for Property Owners and this invoice needs to be assigned to an Owner for commission purposes then enter the "

Analysis lines

Up to ten lines of analysis can be entered. The detail column is printed on the invoice and can be sixty characters long. You can either enter text manually or select an " Extra or Stock item " using the "?" button in the most left hand column. This will load:-

1) The description

2) The unit value of the item

If you do this you can update the description of the item afterwards.

Nominal Account

Each line which has a description must have a Nominal Account specified for it. However, provided you have a Nominal Account specified for the first item all subsequent items will default to that Nominal Account. You can manually enter the Nominal account. If correct the account description will be shown as a hint and a ticked box will appear to the right of it.

Quantity and Prices

The quantity for each line will default to one. Enter a unit price and the "Net" will be calculated by multiplying the quantity and unit price. Alternatively you can enter the "Net". The Tax will be calculated based on the "Includes" tickbox.

Information

Comments can be added in the "Information" box bottom left. These comments are retained permanently. These comments are included on emailed or printed invoices. They can be updated later using "Transaction Information".

Credits

If you want to add a credit to an account you can either enter an invoice with negative values or use the "Credit note " option provided you can assign the Credit note to an existing invoice.

Creating the invoice

When you have completed entering all invoice lines and are ready to "issue" the invoice select the "Add" button. You will be asked if you are sure and if you select "Yes" then the invoice is generated and the number issued as follows.

All manual invoices are automatically given a ten digit "invoice number".

1st digit is "M".

2nd and 3rd digits are the "Company ID".

The next seven digits are the invoice number.

Emailing and Printing invoices