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.
   • To enter an invoice for a new customer, add the customer "on the fly".
   • If you plan to do business with this customer only once and don't want to add them to your customer list, you can select One-time Customer from the Customer list. The Pay Later option is not available for one-time customers.
   • If a customer has more than one address, you can select the appropriate one for shipping in the Shipping Address list.
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.
   • To enter an invoice for a new customer, add the customer "on the fly".
   • If you plan to do business with this customer only once and don't want to add them to your customer list, you can select One-time Customer from the Customer list. The Pay Later option is not available for one-time customers.
   • If a customer has more than one address, you can select the appropriate one for shipping in the Shipping Address 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.
   • To enter an invoice for a new customer, add the customer "on the fly".
   • If you plan to do business with this customer only once and don't want to add them to your customer list, you can select One-time Customer from the Customer list. The Pay Later option is not available for one-time customers.
   • If a customer has more than one address, you can select the appropriate one for shipping in the Shipping Address 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:

    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.

    3. 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.
   • To enter an invoice for a new customer, add the customer "on the fly".
   • If you plan to do business with this customer only once and don't want to add them to your customer list, you can select One-time Customer from the Customer list. The Pay Later option is not available for one-time customers.
   • If a customer has more than one address, you can select the appropriate one for shipping in the Shipping Address 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.
   • To enter an invoice for a new customer, add the customer "on the fly".
   • If you plan to do business with this customer only once and don't want to add them to your customer list, you can select One-time Customer from the Customer list. The Pay Later option is not available for one-time customers.
   • If a customer has more than one address, you can select the appropriate one for shipping in the Shipping Address 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?

Add or change billing information on this invoice

Add shipping information to this invoice

Produce a copy of this invoice for your customer

Change the form settings for invoices

Improve your invoicing productivity

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