Creating a Sales Invoice

Creating a Sales Invoice

Sales invoices are essential documents for recording sales transactions and managing customer billing in EquiBillBook. This guide will walk you through the process of creating a sales invoice step by step.

Accessing the Sales Invoice Module

To create a new sales invoice:

1. Navigate to the Sales module from the main menu
2. Click on Sales Invoice or Invoice
3. Click the "Create New" or "Add Invoice" button

Basic Invoice Information

Fill in the essential details:

• Customer: Select the customer from the dropdown list. You can search by customer name or code
• Invoice Date: Select the date for the invoice (defaults to today's date)
• Due Date: Set the payment due date based on payment terms
• Invoice Number: The system will auto-generate this based on your numbering settings, or you can enter manually
• Branch: Select the branch/location (if using multi-branch setup)

Adding Items to the Invoice

Add products or services to your invoice:

1. Click "Add Item" or search for items in the item field
2. Select the item from the dropdown or search results
3. Enter the quantity of items
4. The unit price will be populated automatically based on item settings
5. Adjust the price if needed (based on your permissions)
6. Repeat for all items you want to include

Applying Discounts and Charges

You can apply:

• Item-level discounts: Apply discounts to individual items
• Invoice-level discounts: Apply discounts to the entire invoice (percentage or fixed amount)
• Additional charges: Add shipping charges, handling fees, or other charges

Tax Configuration

Tax will be calculated automatically based on:

• Item tax settings
• Customer tax settings
• Tax configuration in your settings

You can review and adjust tax amounts if needed before finalizing the invoice.

Payment Information

Set up payment details:

• Payment Terms: Select payment terms (e.g., Net 30, Due on Receipt)
• Payment Method: Choose the payment method if receiving payment immediately
• Amount Received: Enter the amount if receiving partial or full payment

Additional Details

You can add:

• Shipping Address: Enter delivery/shipping address if different from billing address
• Shipping Details: Add shipping method and tracking information
• Notes: Add internal notes or customer-facing notes
• Terms and Conditions: Add payment terms or other conditions
• Reference Number: Add PO number or other reference if applicable

Saving the Invoice

Once all information is entered:

1. Review the invoice summary and totals
2. Click "Save" to save as draft, or
3. Click "Save and Send" to save and email the invoice to the customer

Invoice Status

After creating an invoice, it will have a status:

• Draft: Invoice is saved but not finalized
• Sent: Invoice has been sent to the customer
• Paid: Full payment has been received
• Partially Paid: Partial payment has been received
• Due: Payment is pending
• Overdue: Payment is past due date

Tips for Creating Invoices

• Always verify customer details before creating the invoice
• Double-check item quantities and prices
• Ensure tax calculations are correct for your region
• Add clear notes if there are special terms or conditions
• Review the invoice preview before sending to customers
• Save as draft first if you need to review before finalizing

What Happens After Creating an Invoice?

After creating a sales invoice:

• Stock is automatically deducted (if stock tracking is enabled)
• Customer account balance is updated
• Sales records are updated for reporting
• You can print, email, or download the invoice as PDF
• Payment can be recorded against the invoice

Need Help?

If you encounter issues while creating invoices:

• Ensure you have proper permissions to create invoices
• Verify that customers and items are properly set up
• Check that your invoice numbering settings are configured
• Contact support if you need assistance with specific features

Creating invoices in EquiBillBook is straightforward once you're familiar with the process. Start with simple invoices and gradually explore advanced features like discounts, multiple tax rates, and custom templates.