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Create a New Invoice

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To generate a new invoice that will reduce your existing inventory, start by selecting one of the four options below. Then, add items, apply discounts if necessary, and proceed to print, email, or save the invoice. For detailed information about each field on the invoice and additional options, refer to the Invoice Overview.

For creating an invoice that does not affect your current inventory, consult the sections to Add a Historical Invoice without Deducting from Inventory, Create a Direct Ship Invoice, or Import A Customer Website/Direct Ship Order.

Select the contact (or the checkbox next to the contact), then from the toolbar, clickNew Invoice.

Create Invoice - Option 1

Alternatively, select the contact, then from the Actions drop-down menu on the profile slide-out, select Create Invoice.

Create Invoice - Profile Slide-out

From the profile toolbar, clickNew Invoice.

Create Invoice - Option 2

You can create a new or historical invoice using this option. Creating historical invoices will not change your current on-hand inventory counts, but does allow you to enter past sales information.

  1. From the contact profile, click on theAccount & Invoices tabAccount & Invoices tab.
  2. From the Invoices section, click Add and choose either New Invoice or New Historical Invoice.

Create Invoice - Option 2

  1. From the contact profile, click on theProductsProducts tab.
  2. Select the checkbox next to each item being reordered or returned.
  3. In the upper right corner of the Products section, clickNew Invoice(or for a return, click Return Invoice).

Create Invoice - Option 3

  1. ClickProduct Lookupand in the Search field, enter either a partial description or part number. To view and select from past purchases, click the History tab at the top of the form.
  2. Double-click to add items to the invoice, or select an item, then clickAdd.
  3. When finished, click Close.
  4. If more than one of the same item is being purchased, after adding it to the invoice, the quantity can be changed in the Qty field in the invoice grid. 

After adding items to the invoice, you can apply a percentage discount on the entire invoice from the Discount tab or specific items in the Discount% field from the invoice grid. Alternatively, you can apply a Flat Amount discount instead (from the Discount tab). Flat Amount discounts, however, cannot be combined with percent discounts.

  1. If the invoice is being paid-in-full, at the bottom of the invoice under the Details tab, clickPaid-in-Fullnext to the appropriate payment type, otherwise enter the amount being applied.
  2. Additional information can be added to the Check Number and Memo fields.
  3. If a payment is being applied to the Credit Card field, after saving the invoice, see Handling Credit Card Payments.

Note:  If payment is made after the invoice has been created, we recommend posting the payment to their profile to reflect the date the payment was actually made, and not editing the original invoice. If a Direct Payment Link is sent through email, payments will automatically be applied to their profile and their account balance updated.

When finished with the invoice, if applicable, select either Email or Print, then click Save.

Tips:

  • You can set a default option (Email or Print) under the Invoices tab in Preferences.
  • If Email is selected from the drop-down and the invoice hasn't already been paid in full, select Include Payment Link to include a direct payment link before saving.
  • Invoices can also be printed or emailed from the Invoice Log.

Additional References: