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.
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:
In the Sales Invoices tab, click on New Sales Invoice:
Complete the form:
Invoice dateis prepopulated with today’s date.
Due datecan be entered, either as a calendar date or as a number of days after the issue date (illustrated below). If a
Due dateis not entered, Manager will automatically use the
Invoice dateas the
Invoice numberis 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.
Order numberfield can be used to enter a customer’s purchase order number or an internal reference number. Completion of this field is optional.
Quote numberfield appears. Completion of this field is optional.
Customermust be selected in the dropdown box.
Billing addressis filled automatically, but may be edited.
Descriptionof the overall invoice can be entered, if desired.
Itemand entering quantities. Or, they may be entered manually. Additional lines can be added 1, 5, 10, or 20 at a time.
Taxcodes can be selected.
Tracking Codefield appears.
Near the bottom of the screen are checkboxes for various options. Additional fields appear when some options are checked:
Discountis being applied is checked, further options appear for percentage or fixed amount discounts.
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.
Round off the totalare available.
Deduct withholding taxand entering the Rate or Amount.
Early payment discountcan be offered.
Late payment feescan be selected.
Total amount in wordscan be added. This will appear as a custom field. (Currently, the feature is available only when the language preference is set to English.)
Custom titlecan be entered, such as when local regulations require a sales invoice to be titled as a tax invoice.
Custom themecan 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.
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:
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.
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:
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:
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: