An invoice, or a bill, is a nonnegotiable itemized statement issued for the Products and Services rendered to the customer. It usually contains the Products or Services details, Prices and Taxes, Dates, Parties involved, Address information, Terms, and Discounts, and payment methods.
You may use the CRM system to create customer invoices. Click the plus icon at the Sales > Invoice menu or, preferably, use the Create New Invoice button at the detail view of a sales order. A new window will open as shown in the following figure.
You may add the following information to your invoice:
Invoice Information
| Name | Description |
|---|---|
| Subject: | You have to give your invoice a name. It is advised to make the name unique and to include the customers name. |
| Sales Order: | You may select a sales order this invoice refers to. |
| Invoice No: | The system automatically proposes an invoice number every time you create a new invoice by adding 1 to the last existing invoice number. You may define your own standard numbering format for your company |
| Customer No: | You may use customer numbers in your organisation. Ask you accounting department. You may enter such number here. |
| Customer No: | You may use customer numbers in your organisation. Ask you accounting department. You may enter such number here. |
| Invoice Date: | Every invoice must have a date. You may pick it here. |
| Due Date: | You should enter a due date for this invoice. |
| Purchase Order: | You may enter information on a purchase order that refers to this invoice. |
| Sales Commission: | You may enter a sales commission that is included in your purchase order. This entry has a numeric value. |
| Excise Duty: | You may enter tax information if applicable. Note that this has a numeric value. |
| Sales Commission: | You may enter a sales commission that is included in your invoice. This is a numeric value. |
| Account Name: | You must select an account related to this invoice. Note that by selecting the account the address fields are filled out automatically. |
| Status: | If more than one person works with this invoice, you may use the status field to distinguish certain levels of completion. |
| Assigned to: | Select the CRM user who is responsible for this Sales Order. You can select only single users, no groups. |
Note!
The meaning and the function of the other invoice entry fields are identical to the fields in quotes as described in the section: Quotes.
Important!
You may send the PDF copy of invoices as an email to customers directly from the invoice detail view as displayed in the figure. If you click Send Email With PDF the mail edit window will open which contains the invoice as an attachment allows you to add the receiver and additional text to the email.
The CRM does not allow reuse invoice numbers. Therefore, it is not convenient to delete an invoice once created. To do this, it is better to create a credit or set the amount to 0.