Invoices

Intro – Invoice

Invoice is a commercial document that a seller issues to a buyer to formally request payment for goods or services that have been delivered. It serves as a legally binding record of the transaction, outlining what was sold, the amount due, and the payment terms.

Invoice is a posting transaction.

Type of Invoice

1. Regular Invoice is the most common type of invoice. It is created for a one-time transaction or service. You use it to bill a client for a specific product or service that has been delivered.
2. Recurring Invoice is used for ongoing services or subscriptions that are billed at regular, predetermined intervals. Instead of creating a new invoice manually each time, you set up a recurring invoice template that automatically generates and sends the invoice on a schedule you define—for example, weekly, monthly, quarterly, or yearly.
3. Retainer invoice is used to collect an upfront payment from a client. This payment, or retainer, is a deposit against future services or work. It essentially acts as a pre-payment for a block of time or a specific set of services. The funds from the retainer are then drawn down as you complete the work.

Create an Invoice

• Go to Sales on the left sidebar, and select Invoices
• Click Add New button in the top right corner.
• On the new invoice page, fill in the following fields
  • Invoice number is an auto generated number.
  • Select Customer for the invoice.
  • Invoice Date: default is today.
  • Draft: Select this option to save the invoice as a draft.
  • Currency: The transaction’s currency is automatically filled with the value defined in the customer’s record.
  • Payment Term: Automatically filled with the value defined in the customer’s record.
  • Due Date: System calculates the due date based on the invoice date and payment term.
  • Customer PO: Enter customer PO if available.
  • Detail tab
    • Items table
      • Click “Add Row” button to add new detail line or click “Open Dialog” button to add invoice detail line in the dialog.
      • Item. Select an item from the dropdown list. If the item is missing or not found, you need to create new item in Items -> Items app.
      • Description. Automatically filled when you select an item. You can edit it as needed. Maximum characters: 4096.
      • Quantity: Enter quantity.
      • Uom: Default unit of measure is Ea (each).
      • Rate: Rate or unit price is automatically filled when you select an item.
      • Amount: Equal to quantity multiplied by the rate. You can edit the amount, and the rate will be recalculated.
      • Taxable: Select this option if the item is taxable.

• • • Discount: A discount can be applied either by percentage or by amount.
    • Tax Code: Select a tax code from the predefined codes. These must be set up under Tax → Tax Code.
    • Tax Rate: Auto-filled when tax code is selected.  Tax rate field is editable, and system use it to calculate the excluded tax.
    • Excluded Tax: This is a calculated field and cannot be edited.
    • Deposit: If the customer pays a deposit in advance.

• • Address tab
    • Fill in billing address and shipping address

• • Account tab
    • Post with income breakdown by item: Select this option if you want to have detail of income and cost breakdown by product item in transaction journal.
    • AR Account: Tracks the amount customer owe the company in the accounts receivable account.
    • Deposit To Account: Select bank account when a customer makes an upfront deposit. Otherwise, you can use an Undeposited account.
    • Payable Account: Tracks the amount the company owe a customer for a deposit or retainer.
    • Rounding Account: Currency conversion may cause rounding issues, resulting in unbalanced postings. The system will tell you to provide this account to resolve the issue.
    • Discount Account: Sales discounts account is a contra-revenue account, which means it reduces the balance of the sales revenue account on the income statement.

• • Email tab
    • Email: Required if you want to send invoice via email to a customer.
    • Show Pay Now Button on Invoice: Select this option if you want to include a Pay-Now button on the invoice.
    • Payment Gateway: Select your preferred payment gateway.

• • Sales tab
    • Warehouse: Multiple warehouses are supported in acci.cloud.
    • Dropship: Select this option if you sell products that are not in stock, and the goods will be shipped directly from supplier to the customer.
    • Sales rep. Select the sales representative responsible for the customer’s account.
    • Commissionable. This is an important field. Select this option otherwise the sales rep will not earn a commission for this sale.

• • Import tab
    • This is an imported invoice: You can import multiple invoices from Home → Import -> Import Invoices. Alternatively, you can create an imported invoice the same way as a normal invoice, with this option selected. An imported invoice does not create a transaction journal or update stock; it simply allows you to collect the open debt from a customer.
    • Legacy Invoice Number: Enter the invoice number of previous accounting system if any.
    • Open Amount: Enter the outstanding balance on an invoice that has not yet been paid by the customer.

• • Memo tab
    • Customer Message: Select message from the list. You may add a new message if needed.
    • Memo: Up to 1000 characters.
• Click Save

Invoice Preset

Create an invoice preset to save all the details you repeatedly enter. You can then use this preset to quickly generate new invoices, saving you time and effort.

Create a new preset from scratch

• Go to Sales on the left sidebar, and select Invoices
• Select Preset tab.
• Click Add New button in the top right corner.
• Enter the following fields
  • Preset Name: Enter a unique preset name.
  • Customer: You may create preset for specific customer. It is optional.
  • Currency: optional
  • Term: optional
  • Customer PO: optional
  • Items tab: Enter all item details for this preset
• Click Save

Create a new preset from existing invoice

• Go to Sales on the left sidebar, and select Invoices
• Select All, Open or Paid tab.
• Select the invoice you want to use for creating a preset.
• System open selected invoice page.
• Click on the dropdown menu next to Save button locate at the top right corner of screen.
• Select Make Preset command.
• System open a new Invoice Preset page with details of selected invoice.
  • Enter Preset Name.
  • Customer: You may clear the customer’s name and leave it empty if you want to create a preset for any customer.
  • Edit items details and other information as you want.
• Click Save

Create an invoice from preset

• Go to Sales on the left sidebar, and select Invoices
• Select All, Open or Paid tab.
• Click Add New button in the top right corner.
• On a new invoice page, click Use Preset button locate at the middle top of screen.
• Choose a preset from the dropdown list. The list will be empty until you create a preset.
• System auto-fills the invoice details using the selected preset data.
• Edit items details and other information as you want.
• Click Save

Recurring Invoice

Create a recurring invoice template that automatically generates and sends the invoice on a schedule you define—for example, weekly, monthly, quarterly, or annually.

Recurring information

A recurring invoice is identical to a regular invoice in terms of content (header, items, totals, and sales information), but it includes a unique “Recurring” tab. This special setting transforms a one-time document into an automated schedule, allowing you to precisely control when the invoice will be generated and distributed to your customer in the future.

• Interval:
  • Daily
  • Weekly
  • Twice a Month
  • Monthly
  • Quarterly
  • Yearly.
• On Day/Week:
  • Specific Date
  • First Week
  • Second Week
  • Third Week
  • Fourth Week
  • Last Week
• Date of Month: Choose date of month if On Day/Week is set to specific date.
• Day of Week: Select a day of the week (Monday – Friday) if you have chosen to generate the invoice on a specific week (e.g., the first, second, or last week) of the month.
• Of Every: The default setting is 1, which means the invoice will be generated every week or every month based on the selected frequency.
• Start Date – End Date: Defines the active period for the recurring invoice template. The template will generate invoices only between these two dates.
• Occurrences: Set the total number of invoices to be generated by this recurring template.
• No Days in Advance: This setting tells the system to generate the invoice X days before the scheduled date.
• Create as draft: Instructs the system to generate the invoice as a draft, allowing a user to review and manually post and send it later.
• Click Save

Create a new recurring invoice from scratch

• Go to Sales on the left sidebar, and select Invoices
• Select Recurring tab.
• Click Add New button in the top right corner.
• Enter the following fields
  • Recurring Name: Enter a unique recurring name.
  • Customer: It is a required field.
  • Currency: It is auto filled when you select a customer.
  • Term: required field
  • Customer PO: optional
  • Recurring tab: Enter recurring information as describe above.
  • Items tab: Enter all item details for this template
  • Enter other information such as sales or accounts.
• Click Save

Create a new recurring from existing invoice

• Go to Sales on the left sidebar, and select Invoices
• Select All, Open or Paid tab.
• Select the invoice you want to use for creating a recurring template.
• Click on the dropdown menu next to Save button locate at the top right corner of screen.
• Select Make Recurring command.
• Enter the following fields
  • Recurring Name: Enter a unique recurring name.
  • Recurring tab: Enter recurring information as describe above.
  • You may edit item details or other information such as sales or accounts.
• Click Save

Retainer Invoice

Create a retainer invoice to collect an upfront payment from a client. Subsequent regular invoices can be applied against this retainer. Upon project completion, any remaining balance may be refunded. 

Retainer List

While retainer invoices appear with regular invoices, they are also accessible via a dedicated “Retainer” tab. This tab provides a list of all retainer invoices, including details and information unique to this invoice type.

• Retainer No: It is the same as regular invoice number.
• Date: It is an invoice’s date.
• Customer: Your customer name.
• Amount: Total amount of the invoice.
• Paid: The amount that has been collected from your customer. Unpaid retainer invoice cannot be used to apply to or cover any portion of a regular invoice.
• Applied: The amount applied to regular invoices.
• Refund: The amount refunded to the customer.
• Open: The unapplied balance of the retainer available for use against regular invoices.

Create a new retainer invoice

• Go to Sales on the left sidebar, and select Invoices
• Select Retainer tab.
• Click Add New button in the top right corner.
• Select customer from dropdown list and enter other information as a regular invoice.
• Items Tab:
  • Item: System auto inserts a special item called “Retainer” on the first detail line. It is essential not to change this item, as it’s what differentiates the retainer invoice from a regular invoice.
  • Description: Put your description here.
  • Enter quantity, rate and amount.
• Account tab:
  • AR Account: The invoice amount is recorded in the accounts receivable ledger, where it remains until it is fully paid.
  • Payable Account: Since a retainer is an advance payment, it is recorded as a company liability until the services are rendered.
• Click Save

Apply regular invoice to a retainer invoice

• Go to Sales on the left sidebar, and select Invoices
• Select All, Open or Paid tab.
• Click Add New button in the top right corner.
• Select customer from dropdown list. System shows list of outstanding retainer invoices with its open amount if any.
• Enter item details and other information.
• Click the Apply button to use the retainer invoice and click Unapply to undo the action.
• Click Save

Refund outstanding retainer amount

• Go to Sales on the left sidebar, and select Invoices
• Select Retainer tab.
• Retainer invoices are listed in this tab. Locate the invoice row you want to refund.
• Click on the dropdown menu in Action column and click Refund.
• Fill in the following fields.
  • Refunded Date: Default date is today.
  • Payment Method: Choose payment method from the dropdown list.
  • Reference: if any
  • Refund Amount: It is the retainer’s open amount.
  • From Account: Choose cash or bank account that will be used to pay the refunds.
  • Memo: optional
• Click Save