Create sales invoices

Sales invoices make demands for payment from customers for goods or services. They increase the balance of the customer’s subaccount in Accounts receivable and, therefore, are used when selling on credit. They do not record receipt of money, which must be handled by a second transaction, even if the customer pays upon delivery. In a double-entry accounting system like Manager, they also post income to appropriate accounts.

Enable the Sales Invoices tab

Before a sales invoice can be created, enable the Sales Invoices tab. Click Customize below the left navigation pane, check the box for Sales Invoices, and click Update below the list:

Manager offers six methods for creating sales invoices:

  • Standard method
  • By cloning
  • From Customers tab
  • From sales quotes
  • From sales orders
  • From purchase invoices

Standard method

In the Sales Invoices tab, click on New Sales Invoice:

Complete the form:

  • By default, Invoice date is prepopulated with today’s date.
  • An optional Due date can be entered, either as a calendar date or as a number of days after the issue date. If a Due date is not entered, Manager will automatically use the Invoice date as the Due date.
  • Invoice number is optional and may be used for internal or external sequences. If the box within the field is checked, Manager will number the transaction automatically. The program will search for the highest number among all existing sales invoices and add 1.
  • The Order number field can be used to enter a customer’s purchase order number or an internal reference number. Completion of this field is optional.
  • If the Sales Quotes tab is enabled, the Quote number field appears. Completion of this field is optional.
  • A previously defined Customer must be selected in the dropdown box.
  • The customer’s Billing address is filled automatically, but may be edited.
  • A summary Description of the overall invoice can be entered, if desired.
  • If inventory locations have been defined and the Delivery Notes tab is not enabled, a field for Inventory location appears below the Description field when the first inventory item is added to the sales invoice:

    Inventory items sold are then assumed to be immediately removed from the designated inventory location. However, if Delivery Notes is enabled, the field does not appear, and removal of inventory items from inventory locations occurs via the delivery note.
  • Line items can be completed semi-automatically by selecting a predefined inventory or non-inventory Item and entering quantities. Or, they may be entered manually. Additional lines can be added 1, 5, 10, or 20 at a time.
  • Applicable Tax codes can be selected.
  • If tracking codes have been created, the Tracking Code field appears.

Near the bottom of the screen are checkboxes for various options. Additional fields appear when some options are checked:

  • If the option to indicate a Discount is being applied is checked, further options appear for percentage or fixed amount discounts.
  • Another option lets you indicate Amounts are tax inclusive. If this box is checked, tax amounts are deducted from the unit price; otherwise they are added to the invoiced amount.
  • Options to Round off the total are available.
  • Withholding of tax can also be selected by checking the box to Deduct withholding tax and entering the Rate or Amount.
  • An Early payment discount can be offered.
  • Options for Late payment fees can be selected.
  • The Total amount in words can be shown near the bottom of the invoice. (This feature is only available if the language preference is set to English.)
  • A Custom title can be entered, such as when local regulations require a sales invoice to be titled as a tax invoice.
  • The due date can be suppressed on the completed invoice by checking the box to Hide due date.
  • A Custom theme can be indicated.

Click Create to generate the finished sales invoice:

Because of the specific in-built tax code selected, this sales invoice’s heading has been changed to Tax Invoice. This happens when such a title is known to be required by local law. Automatic changes do not occur with custom tax codes.

By cloning

For repeat sales, an existing sales invoice can be duplicated by cloning. While viewing the existing sales invoice, click Clone, edit as required, and click Create:

From Customers tab

If the Billable Time or Billable Expenses tabs are being used, sales invoices can be created from the Customers tab:

Drill down by clicking the blue balance in the Uninvoiced column for a customer:

Select any uninvoiced billable time or billable expenses to be invoiced and click New Sales Invoice:

A sales invoice is created, which can be edited or added to. See this Guide for more information.

From sales quotes

If the customer was given a sales quote before goods or services were ordered, a sales invoice can be created directly from the sales quote without re-entering information. While viewing the sales quote, select New Sales Invoice from the Copy to dropdown box:

A sales invoice entry screen appears, carrying forward necessary information, including the quote number. This can be edited as needed. When Create is clicked, a sales invoice is generated. For this illustration, no tax code was used, so the default Invoice title appears:

From sales orders

If a sales order has been created in response to a customer’s purchase order, a sales invoice can be created directly from it. Exactly as when creating a sales invoice from a sales quote, select New Sales Invoice from the Copy to dropdown box:

From purchase invoices

If goods or services being invoiced to a customer were purchased from a supplier, and the supplier’s sales invoice has been entered into Manager as a purchase invoice, a sales invoice can be created directly from the purchase invoice. Again, while viewing the purchase invoice, select New Sales Invoice in the Copy to dropdown box:

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