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.

Jump to:

1. Send an Invoice.
   1. Invoicing multiple customer orders at once.
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. Saving an invoice PDF file.
   1. Edit invoice PDF. 
   2. Images of products on invoices.
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 table, by pressing the Create an Invoice button on an already created Shipment's line.
4. CRM -> Customer returns (RMAs) -> 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" to download the PDF.

Invoicing multiple customer orders at once

An invoice can cover more than one customer order. This is useful when you supply a customer on a recurring basis and want to issue a single invoice for all orders placed within a given period.

There are three ways to include multiple customer orders on a single invoice:

1. Invoice header: Select the first customer order in the “Customer order” field in the invoice header. An option to add further customer orders becomes available once the first is selected.
2. Order column on lines: Each invoice line includes an “Order” column. Select a customer order directly on a line to assign that line to a specific order. Selecting a customer order on a line automatically adds it to the invoice header.
3. From a Shipment: Click the “Create an Invoice” button on a shipment line in CRM -> Customer Orders -> CO details -> Shipments. If the shipment spans multiple customer orders, all its lines are included automatically, and each is attributed to its source customer order.

Things to keep in mind:

• All customer orders on the invoice must be in the same currency.
• Customer orders from different customers can be included on the same invoice. The customer shown on the invoice is taken from the first customer order selected.
• The Prepayment type is not available once the invoice covers more than one customer order.
• Products available per line are filtered to items not yet fully invoiced from the selected customer order. 
• The invoice is listed in the Invoices section of each customer order it includes.
• Invoices created from RMA (customer return) orders cannot cover multiple orders.

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 -> Customer returns (RMAs) -> 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" 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 -> Customer returns (RMAs) -> 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" 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 -> Customer returns (RMAs) -> 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" 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 -> Customer returns (RMAs) -> 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" 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.
• Prepayment invoices cannot be created for consolidated invoices (invoices that cover multiple customer orders).

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" 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.

When a partial payment is recorded on an invoice covering multiple customer orders, it is allocated to the customer orders in order of due date, from earliest to latest. This determines the payment status displayed for each customer order.

Saving an invoice PDF

Invoices can be saved and printed to PDF. This includes your company logo and details. The layout can be edited with the PDF editor.