Invoices

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: Specify this account explicitly enable you to track sales discount and gross sales (not net sales) will be posted to income account. If left empty, net sales (gross sales – discount) is posted to income account.

• • 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
    • Site Location: Multiple branch or site or warehouse 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