User Manual

Invoice Details

The invoice details page, accessible from a Customer Order or CRM -> Invoices, displays all the details of the invoice, quotation, or order confirmation.

This page allows:

  • choosing the document type - invoice, pro-forma invoice, credit-invoice, quotation, order confirmation;
  • tracking the status of the document,
  • tracking payments,
  • entering products, non-inventory items, and free-text lines,
  • defining discounts and taxes,
  • downloading the PDF or Excel file,
  • sending the document to the customer.

Jump to:

  1. How to print the document?
  2. How to send the document?
  3. How to record payments?
  4. How to issue a credit-invoice and receive returned products?
  5. How to set different tax rates?
  6. How to send a Quotation, an Order Confirmation, or an Invoice from a Customer Order?
  7. How to invoice a shipment?

Printing the document

The documents can be printed to PDF in two versions

  1. PDF for customer - a document for the customer. This includes your company logo and details.
  2. PDF - an internal document. 

Sending the document

The Send e-mail button opens a new e-mail in your default e-mail client with pre-populated text to the customer together with a URL to the document.

Recording payments

Payments can be recorded as they are received. The payment status is updated automatically according 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.

The payments are synchronized with Xero and QuickBooks Online.

Receiving customer returns, issuing a credit

For making a credit-invoice and receiving shipped items back into inventory, there are several ways:

  1. If the customer has already paid:
    a) create a RMA-order to issue a credit-invoice and receive the products back. Available, if the Return Merchandise Authorization (RMA) is enabled.
    b) create a new purchase order and buy the product back from the customer.

  2. If the customer has not paid:
    a) create a RMA-order to issue a credit-invoice and receive the products back. Available, if the Return Merchandise Authorization (RMA) is enabled.
    b) open the customer order and create a new invoice with Type "Credit-invoice" and change prices to negative for the accounting. Then take the product manually back to stock, for example by creating a new stock lot.

Different Tax Rates

By default, there is a common tax rate for all line of the invoice. If it is needed to have different tax rates for products, turn on Different Tax Rates at Settings -> System settings -> Software settings -> Different Tax Rates: Yes. Then it will be possible to set a separate tax for every product in the invoice.