Invoice Details

The invoice details page, accessible from CRM -> Invoices, displays all the details of an invoice, a credit-invoice, a prepayment invoice, a quotation, a pro-forma invoice, or an order confirmation.

This page allows:

  • creating a document - invoice, credit-invoice, prepayment invoice, quotation, proforma-invoice, order confirmation;
  • sending the document to the customer.
  • tracking payments,
  • entering products, non-inventory items, and free-text lines to the document,
  • defining discounts and taxes,
  • downloading the PDF or the Excel file,

Jump to:

  1. Send an Invoice.
  2. Send a Quotation.
  3. Send an Order Confirmation.
  4. Send a Credit invoice.
  5. Send a Pro-forma Invoice.
  6. Send a Prepayment Invoice.
  7. Record payments.
  8. Set different tax rates for lines.
  9. Print invoice, customize invoice PDF for the customer.
  10. Tax calculations, rounding of tax.

Sending an Invoice

An invoice can be created at:

  1. CRM -> Invoices, even without recording a Customer Order.
  2. CRM -> Customer Orders -> CO details -> Invoices.
  3. CRM -> Customer Orders -> CO details -> Shipments, to invoice a shipment.
  4. CRM -> RMA orders -> RMA details -> Invoices, if Return Merchandize Authorization functionality is enabled.

To send an invoice to your customer:

  1. Click "+" to create a document.
  2. From the "Type" field, choose "Invoice".
  3. Fill in all the details.
  4. Save.
  5. Once the invoice is confirmed, change "Status" from "Dummy" to "Unpaid".
  6. Click "Send e-mail" to open your e-mail client and to prefill the letter,
    or click "PDF for customer" to download the PDF.

Sending a Quotation

A quotation can be created at:

  1. CRM -> Invoices, even without recording a Customer Order.
  2. or at CRM -> Customer Orders -> CO details -> Invoices.
  3. CRM -> RMA orders -> RMA details -> Invoices, if Return Merchandize Authorization functionality is enabled.

To send a quotation to your customer:

  1. Click "+" to create a document.
  2. From the "Type" field, choose "Quotation".
  3. Fill in all the details.
  4. Save.
  5. Click "Send e-mail" to open your e-mail client and to prefill the letter,
    or click PDF for customer to download the PDF.

Sending an Order Confirmation

An order confirmation can be created at:

  1. CRM -> Invoices, even without recording a Customer Order.
  2. CRM -> Customer Orders -> CO details -> Invoices.
  3. CRM -> RMA orders -> RMA details -> Invoices, if Return Merchandize Authorization functionality is enabled.

To send an order confirmation to your customer:

  1. Click "+" to create a document.
  2. From the "Type" field, choose "Order Confirmation".
  3. Fill in all the details.
  4. Save.
  5. Click "Send e-mail" to open your e-mail client and to prefill the letter,
    or click "PDF for customer" to download the PDF.

Sending a Credit Invoice

A credit invoice can be created at:

  1. CRM -> Invoices, even without recording a Customer Order.
  2. CRM -> Customer Orders -> CO details -> Invoices.
  3. CRM -> RMA orders -> RMA details -> Invoices, if Return Merchandize Authorization functionality is enabled.

To send a credit invoice to your customer:

  1. Click "+" to create a document.
  2. From the "Type" field, choose "Credit-invoice".
  3. Fill in all the details. Enter prices with a positive number.
  4. Save.
  5. Once the invoice is confirmed, change "Status" from "Dummy" to "Unpaid".
  6. Click "Send e-mail" to open your e-mail client and to prefill the letter,
    or click "PDF for customer" to download the PDF.

Sending a Pro-forma Invoice

A pro-forma invoice can be created at:

  1. CRM -> Invoices, even without recording a Customer Order.
  2. CRM -> Customer Orders -> CO details -> Invoices.
  3. CRM -> RMA orders -> RMA details -> Invoices, if Return Merchandize Authorization functionality is enabled.

To send a pro-forma invoice to your customer:

  1. Click "+" to create a document.
  2. From the "Type" field, choose "Pro-forma invoice".
  3. Fill in all the details.
  4. Save.
  5. Click "Send e-mail" to open your e-mail client and to prefill the letter,
    or click "PDF for customer" to download the PDF.

Prepayments

MRPeasy allows requiring and receiving prepayments for customer orders.

Attention!

  • In accounting, prepayments credit the "Customer prepayments" liability account, not the "Sales" revenue account.
  • If for any reason you do not want to send one more (final) invoice to your customer, then use a regular invoice even in case if you are asking for prepayment.

Jump to:

  1. Sending a Prepayment Invoice.
  2. Allocating a prepayment.
  3. Returning a prepayment.
  4. Setting up prepayments account in MRPeasy Accounting module.

Sending a Prepayment Invoice

A prepayment invoice can be created at:

  1. CRM -> Invoices.
  2. CRM -> Customer Orders -> CO details -> Invoices.

To send a prepayment invoice to a customer:

  1. Click "+" to create a document.
  2. From the "Customer order" field, choose a customer order.
  3. From the "Type" field, choose "Prepayment invoice".
  4. Fill in all the details.
  5. In the "Prepayment" field, enter the sum, which the customer should pay.
  6. Save.
  7. Once the invoice is confirmed, change "Status" from "Dummy" to "Unpaid".
  8. Click "Send e-mail" to open your e-mail client and to prefill the letter,
    or click "PDF for customer" to download the PDF.

Allocating a prepayment

To allocate the prepayment (deposit) to an invoice:

  1. Create an invoice (final invoice, tax invoice), and select the customer order.
  2. The software will show the prepaid amount. It is possible to change the allocated amount.
  3. In accounting, Customer prepayments will be debited, and Sales will be credited.

Returning a prepayment

To return a prepayment to a customer:

  1. Create a credit-invoice, and select the customer order.
  2. The software will show the unallocated prepaid amount of the customer order, which you can return.

Setting up prepayments account in MRPeasy Accounting module.

If the MRPeasy Standard accounting module is enabled:

  1. Create the Customer prepayments liability account at Accounting -> Chart of accounts,
  2. and mark it as the default account for "customer prepayments".

Recording payments

Payments can be recorded as they are received. The payment status of an invoice is updated automatically according to the total sum of payments recorded in the "Payments" section of the Invoice.

It's possible to check the payment status on the CRM -> Customer Orders and CRM -> Invoices pages.

To record a payment:

  1. Go to CRM -> Invoices, and open the document.
  2. Scroll to Payments section.
  3. Click "+" to record a payment.
  4. Fill in the details.

Editing document layouts, editing invoice PDF

  1. Print invoice PDF.
  2. Add the company logo to the invoice.
  3. Edit the invoice PDF layout.
  4. Add terms and conditions to invoices.
  5. Display images of products on invoices.

Printing an invoice

Invoices can be printed to PDF in two versions

  1. PDF for the customer - a document for the customer. This includes your company logo and details. The layout can be edited with the PDF editor.
  2. Internal PDF - an internal document. 
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