Enter a Sales Invoice

You can enter a new sales invoice, or convert an existing sales quote or order into an invoice.

Before you can perform this task 

Select a task based on the method of payment:

Enter a sales invoice to be paid by cash

  1. Create a new sales invoice. How?
      1. In the Home window, click Customers & Sales on the navigation pane.
      2. In the Tasks pane, right-click the Sales Invoices icon and select Create Invoice from the menu.
  2. Select Cash from the Payment Method list.
  3. Select the account from the Deposit To list.
  4. (Optional) Open the View menu and select Invoice Style to select the style of invoice your company uses.
  5. Select a customer from the Customerlist.
  6. In the Invoice No. box, enter the sales invoice number.
  7. Enter a Date.
  8. (Optional) Enter an Order/Quote No.
  9. (Optional) Enter a Shipping Date.
  10. (Optional) Allocate the entire transaction using the Project List menu. Line items can also be allocated to separate projects.
  11. (Optional) Select a salesperson from the Salesperson list.

    If you have assigned a salesperson to the customer record, this information is filled in automatically.

  12. (Optional) Open the Ship from list and select the location from where you are selling the items. (Premium)
  13. Select items from the list in the Item Number column.
  14. Enter a Quantity for each item.
  15. (Optional) If the item uses serial numbers, click and enter the serial numbers of the items you are selling. (Enterprise)
  16. (Optional) To preview the invoice before processing it, click .
  17. When you have finished making additions or changes to the invoice, select either Process or Print & Process.

Enter a sales invoice to be paid by cheque

  1. Create a new sales invoice. How?
      1. In the Home window, click Customers & Sales on the navigation pane.
      2. In the Tasks pane, right-click the Sales Invoices icon and select Create Invoice from the menu.
  2. Select Chequefrom the Payment Method list.
  3. Select the account from the Deposit To list.
  4. Enter the Cheque No.
  5. (Optional) Open the View menu and select Invoice Style to select the style of invoice your company uses.
  6. Select a customer from the Customer list.
  7. In the Invoice No. box, enter the sales invoice number.
  8. Enter a Date.
  9. (Optional) Enter an Order/Quote No.
  10. (Optional) Enter a Shipping Date.
  11. (Optional) Allocate the entire transaction using the Project List menu. Line items can also be allocated to separate projects.
  12. (Optional) Select a salesperson from the Salesperson list.

    If you have assigned a salesperson to the customer record, this information is filled in automatically.

  13. (Optional) Open the Ship from list and select the location from where you are selling the items. (Premium)
  14. Select items from the list in the Item Number column.
  15. Enter a Quantity for each item.
  16. (Optional) If the item uses serial numbers, click and enter the serial numbers of the items you are selling. (Enterprise)
  17. (Optional) To preview the invoice before processing it, click .
  18. When you have finished making additions or changes to the invoice, select either Process or Print & Process.

Enter a sales invoice to be paid by credit card

  1. Create a new sales invoice. How?
      1. In the Home window, click Customers & Sales on the navigation pane.
      2. In the Tasks pane, right-click the Sales Invoices icon and select Create Invoice from the menu.
  2. Select a credit card from the Payment Method list.
  3. (Optional) Open the View menu and select Invoice Style to select the style of invoice your company uses.
  4. Select a customer from the Customer list.
  5. In the Invoice No. box, enter the sales invoice number.
  6. Enter a Date.
  7. (Optional) Enter a Shipping Date.
  8. (Optional) Allocate the entire transaction using the Project List menu. Line items can also be allocated to separate projects.
  9. (Optional) Select a salesperson from the Salesperson list.

    If you have assigned a salesperson to the customer record, this information is filled in automatically.

  10. (Optional) Open the Ship from list and select the location from where you are selling the items. (Premium)
  11. Select items from the list in the Item Number column.
  12. Enter a Quantity for each item.
  13. (Optional) If the item uses serial numbers, click and enter the serial numbers of the items you are selling. (Enterprise)
  14. (Optional) If you have set up a merchant account, click the Process Credit Card button.
      1. In the Credit Card Information window, make sure the billing information is correct.
      2. Select the method of authorization:
      3. If you want to do this:

        Do the following:

        Enter an authorization code manually

        Select Enter Authorization Code Manually and type the code in the Authorization Code box.

        Generate a new authorization code

        Click Charge. In the Sage Exchange module, verify and submit the customer's billing information. After the authorization is complete, in the Credit Card Information window, click Print Receipt to print an authorization receipt.

      4. Click OK to return to the transaction window.
  15. (Optional) To preview the invoice before processing it, click .
  16. When you have finished making additions or changes to the invoice, select either Process or Print & Process.

Enter a sales invoice to be paid later

  1. Create a new sales invoice. How?
      1. In the Home window, click Customers & Sales on the navigation pane.
      2. In the Tasks pane, right-click the Sales Invoices icon and select Create Invoice from the menu.
  2. Select Pay Later from thePayment Method list.
  3. (Optional) Open the View menu and select Invoice Style to select the style of invoice your company uses.
  4. Select a customer from the Customer list.
  5. In the Invoice No. box, enter the sales invoice number.
  6. Enter a Date.
  7. (Optional) Allocate the entire transaction using the Project List menu. Line items can also be allocated to separate projects.
  8. (Optional) Select a salesperson from the Salesperson list.

    If you have assigned a salesperson to the customer record, this information is filled in automatically.

  9. (Optional) Allocate the entire transaction using the Project List menu.
  10. (Optional) Open the Ship from list and select the location from where you are selling the items. (Premium)
  11. Select items from the list in the Item Number column.
  12. Enter a Quantity for each item.
  13. (Optional) If the item uses serial numbers, click and enter the serial numbers of the items you are selling. (Enterprise)
  14. (Optional) To preview the invoice before processing it, click .
  15. When you have finished making additions or changes to the invoice, select either Process or Print & Process.

Enter a new sales invoice to be paid by pre-authorized debit

  1. Create a new sales invoice. How?
      1. In the Home window, click Customers & Sales on the navigation pane.
      2. In the Tasks pane, right-click the Sales Invoices icon and select Create Invoice from the menu.
  2. Select Pre-Authorized Debit (PAD) from the Payment Method list.
  3. Select the account from the Deposit To list.
  4. In the PAD No. box, enter a payment reference number for this pre-authorized debit transaction. This number will also be used to identify this transaction when you upload the debit file to your direct debit service provider.
  5. (Optional) Open the View menu and select Invoice Style to select the style of invoice your company uses.
  6. Select a customer from the Customer list.
  7. In the Invoice No. box, enter the sales invoice number.
  8. Enter a Date.
  9. (Optional) Enter an Order/Quote No.
  10. (Optional) Enter a Shipping Date.
  11. (Optional) Allocate the entire transaction using the Project List menu. Line items can also be allocated to separate projects.
  12. (Optional) Select a salesperson from the Salesperson list.

    If you have assigned a salesperson to the customer record, this information is filled in automatically.

  13. (Optional) Open the Ship from list and select the location from where you are selling the items. (Premium)
  14. Select items from the list in the Item Number column.
  15. Enter a Quantity for each item.
  16. (Optional) If the item uses serial numbers, click and enter the serial numbers of the items you are selling. (Enterprise)
  17. (Optional) To preview the invoice before processing it, click .
  18. When you have finished making additions or changes to the invoice, select either Process or Print & Process.
  19. Upload the pre-authorized debit file. You can submit multiple debit payments in a single file.

What additions or changes do you want to make?

Change the date on this invoice

Discount the price of an item on this invoice (Premium)

Change the tax code applied to an item in this invoice

Change the sales tax amount charged on this invoice

Allocate items in this invoice to projects

Add Time Slip charges to this invoice

Add additional information to this invoice

Update the exchange rate of the foreign currency in this invoice

Add or change the payment terms on this invoice

Add or change a comment on this invoice

Add or change the ship date on this invoice

Add shipment tracking information to this invoice

Add freight charges to this invoice

Change the tax code for freight charges

Allocate freight charges to projects

Print this invoice

Print a packing slip for this invoice

Print a packing slip and invoice

E-mail this invoice to your customer

Print the subtotal on invoices

Select a printer for invoices

Modify your printer setup

Change the number of copies printed

Select the default form type for printing

Select the default form type for e-mailing

Change the print alignment on a pre-printed form

Open the Simply Form Designer to customize a Simply Form

Modify a Crystal Reports form

Automatically use the same customer for the next invoice

Automatically use the same salesperson for the next invoice

Automatically use the same item location for the next invoice (Premium)

Set up a default tax code for new customers

Record a fixed discount for a customer

Customize the item columns in the sales invoice window

Customize the tab order in the sales invoice window

Turn on discounts (Premium)

Change the terminology Sage Simply Accounting uses for sales invoices (Premium)