Sales invoices can be created through New sales invoice view, which can be accessed through New > Sales invoice. In addition to New sales invoice view, sales invoices can be created through customer register, but in this article, we'll go through the steps for creating an invoice through New sales invoice view.
Two ways to create a sales invoice
Through New sales invoice view, sales invoice can be created in two different ways: either by choosing only the customer on New sales invoice view and entering the rest of the information on Invoice view, or by entering invoice information already on New sales invoice view, before proceeding to Invoice view. Either way, the user will end up on Invoice view, where the rest of the information is entered, after which the invoice can be approved and sent.
Method 1: select the customer and proceed to Invoice view
1. Select the customer to whom the invoice will be created using Search customer button found in Invoice customer and type section. If the invoice is not supposed to be created to a register customer, no customer is chosen and the customer information is entered on Invoice view. Default option selected in Receipt type menu is Sales invoice.
Please note, that if no register customer is selected for the invoice, but instead customer’s information is entered manually on Invoice view, the invoice will not be allocated to any existing register customer.
2. Proceed to Invoice view through Create a new invoice button. Register customer’s (if selected) information will be automatically fetched from register to Invoice view. If no register customer has been selected, Invoice view will be empty and the information needs to be entered manually.
Method 2: prefill information before proceeding to Invoice view
1. Select the customer to whom the invoice will be created using Search customer button found in Invoice customer and type section. If the invoice is not supposed to be created to a register customer, no customer is chosen and the customer information is entered on Invoice view. Default option selected in Receipt type menu is Sales invoice.
2. Next, you can enter invoice date (by default, the present day) and additional information (if necessary) in Invoice title info section. Additional information will be shown on the invoice above invoice row information. In Invoice row info section, you can add register products using Get products button, or enter rows manually by first selecting option Insert manually from Invoice product rows menu (default option is Search from product register).
3. Once the necessary information has been entered, proceed to Invoice view through Create a new invoice button. Register customer’s (if selected) information as well as the information entered on New sales invoice view will be automatically fetched to Invoice view. Other information is entered manually on Invoice view.
Entering information on invoice view
Once you have proceeded to Invoice view, enter the rest of the invoice information, after which you can approve and send the invoice to the recipient through selected invoice channel.
1. If no register customer has been selected on New sales invoice view, meaning that invoice information needs to be entered manually, first fill in Customer address section. For register customers, this information is automatically fetched from the register.
New customers can be set to be added to the register automatically when the first invoice is created, by enabling setting Automatic business partner creation in Usage settings.
2. Set invoice date to Invoice date field in Invoicing information section (if it’s supposed to be other than default, which is the present day). Invoice due date is generated automatically based on invoice date and term of payment, but due date can be changed in Payment info section, if necessary.
3. If no register customer has been selected on New sales invoice view, determine the invoice channel (default invoice channel is electronic invoice, if the company has a sending address saved in Procountor), invoice langeuage and invoice template (default template is Procountor default, but also bank transfer template can be chosen). For register customers, this information is automatically fetched from the register.
4. If an additional information text wants to be added to the invoice and it hasn’t been added already on New sales invoice view, or there’s no default additional information fetched from customer register, you can enter additional information to Additional information field found in Additional information section. In Additional information section you can also determine Prices include VAT setting, which determines whether VAT is included in unit prices or if VAT is added to unit prices. Default setting is determined in VAT defaults.
5. Next, add products in Row information section, either by searching them from product register using Get product button, or by adding them manually using Add row button.
Please note, that if products are not searched from register but instead added manually, product rows will not be allocated to the register and will not be included in product reporting.
6. Save information by clicking on Save and Procountor will generate an invoice number for the invoice. After saving the invoice, you can preview it through Preview button. More information on invoice layout can be found here.
7. After you’ve entered the information mentioned above and you've checked that the infromation is correct, you can approve the invoice using button Approve.
8. Finally, the approved invoice can be sent using button Send. After clicking on Send, the invoice status will change to Sent and it’s added to Procountor’s list of invoices to be sent. Invoice will be dispatched from the list automatically three days prior to invoice date, or immediately, if invoice date is the present day, less than tree days away or in the past.
Created sales invoices can be searched through Receipt search.