How to Create a Manual Invoice

This topic explains how to create a manual invoice. For information about creating manual credit notes, please refer to Crediting & Adjusting Closed Invoices.

Creating a manual invoice or credit note is a multi-step process that involves the following steps:

opening the Invoice Entry screen
selecting the debtor
selecting the billing company
specifying the invoice header details
adding the invoice items
saving or closing the invoice.

To open the Invoice screen, follow the procedure below.

How to Open the Invoice Entry screen

1.

Navigate to Billing > Manage Invoices/Credit Notes.

The Manage Invoices/Credit Notes screen opens.

2.

Click Add > Add Invoice.

The Invoice Entry screen opens.

To search for the debtor to whom the invoice is to be issued, follow the procedure below.

How to Search for the Debtor
1.	In the Search for Debtor By field on the Invoice Entry screen, select an option depending on how you want to search for the relevant debtor. For example, if you do not know the name of the relevant debtor but you know the name of the client, select Client to search for the debtor associated with that client. Otherwise if you know the name of the debtor, leave the default option of Debtor selected to search by the debtor name/code.
2.	Click the search button next to the Search for Debtor By field. A Search Hierarchy dialog box opens. The dialog box features different search options depending on the option you selected in the Search for Debtor by* field.*
3.	In the search fields at the top of the dialog box, specify as much information as possible and click Search. Alternatively, just click Search without specifying any search criteria in order to list all debtors, clients, parents, cost centres or job orders you can access. The Results list on the dialog box lists items matching the search criteria you have specified.
4.	In the list of matching items, click on the row that represents the relevant debtor, client, parent, cost centre or job order that is to be invoiced. The dialog box closes and the details of the relevant debtor are displayed in the Debtor Details field on the Invoice Entry screen.

Once you have found and selected the relevant debtor to whom the invoice will be issued, find and select the name of the billing company that will issue the invoice. To do this, follow the procedure below.

How to Search for the Billing Company
1.	Next to the Search for Billing Company field, click the search button. The Search Billing Company Hierarchy dialog box opens.
2.	If you know the name of the relevant billing company, type it Billing Company Name field and click Search. Alternatively, just click Search without specifying any search criteria in order to list all billing companies to which you have access. The dialog box lists the matching billing companies.
3.	In the list of billing companies, click the relevant billing company to select it. The dialog box closes and the details of the selected entity are displayed in the Billing Company Details field on the Invoice Entry screen.
5.	Click the Debtor and Billing Company tab that is displayed on the right-hand side of the debtor and billing company details box. The debtor and billing company details box is hidden and the debtor details and billing company name are displayed in the main part of the Invoice screen.

Once the debtor and billing companies have been selected, specify the invoice header details. To do this, follow the procedure below.

How to Specify the Invoice Header Details
1.	If the invoice date is to be other than the current date, click within the Invoice Date field and select the relevant date. Note that the invoice date is the date on which the invoice is issued and the due date of the invoice will be calculated relative to this date based on the invoice terms that you select.
2.	In the Invoice Type Account Group field, select the relevant account group depending on the general ledger account that is to be affected by payment of the invoice.
3.	In the Invoice Terms field, select the relevant option depending on the payment terms that are to apply to the invoice. The Invoice Due Date* field updates to display the due date of the invoice based on the date selected in the Invoice Date field and the payment terms defined by the invoice terms you selected.*
4.	If you do not want to charge the debtor an additional invoice fee for issuing the invoice, click Exclude Invoice Fee so that the field is ticked. Otherwise, to apply an invoice fee, leave the Exclude Invoice Fee field un-ticked. Note that the Exclude Invoice Fee field is available only if a valid invoice fee is available.
5.	In the Billing Contact field, select the agency user who will be the contact person who the debtor can contact regarding the invoice.

Next, add the invoice items that are to be included on the invoice. To do this, follow the procedure below.

How to Add the Invoice Items
1.	At the top of the invoice items list beneath the Invoice Header Details section of the Invoice Entry screen, click Add. The Invoice Item dialog box opens.
2.	If you need to bill an item directly related to a job order, type in the unique nine-digit job order number in the Job Order field or click the search button next to the field to search for the relevant job order. Skip this step if the invoice item that you are adding is not directly related to a job order.
3.	In the Invoice Item field, select the relevant item for which the debtor is to be billed. The Description* field displays a description of the selected invoice item and the Rate field displays the monetary per-unit billing rate associated with the selected item.*
4.	If the invoice item does not relate to a job order, select an option from the Skill Group field to determine the skill group against which the sale will be attributed. This step is mandatory if the invoice item is not linked to a job order.
5.	If the invoice item does not relate to a job order, select an option from the Position field to determine the job position against which the sale will be attributed. This step is mandatory if the invoice item is not linked to a specified job order.
6.	If the invoice is a vendor/supplier invoice, click within the Item Date field and select the item date of the invoice item. Skip this step if the invoice is not a vendor/supplier invoice.
7.	If the invoice item does not relate to a specific job order and you need the sale to be attributed to an agency office other than the office to which the debtor is linked, change the office that is selected in the Office field. Skip this step if the invoice item is linked to a job order or the office that is selected by default is the relevant office to which the sale is to be attributed.
8.	If the invoice item does not relate to a specific job order, click the search button next to the Agency Staff field and search for and select the agency staff member to whom the sale is to be attributed. Skip this step if the invoice item is linked to a job order.
9.	In the Quantity field, type the number of units of the selected invoice item to be billed. The taxation and total fields at the bottom of the dialog box update based on the billing rate multiplied by the quantity.
10.	In the Cost field, type the cost price of the invoice item if known and if applicable. This specifies how much it cost the agency to provide the service represented by the invoice item. This value is not used by the Billing application but can be specified in order to track and report costs.
11.	Click Save. The Invoice Item dialog box closes and a row is displayed within the Invoice screen listing the details of the selected invoice item.
12.	Repeat steps 1-11 to add any other relevant invoice items to the invoice.

If make a mistake after you have added an invoice item to the invoice, click the Edit button next to the relevant invoice item to display the Invoice Item dialog box, which will allow you to edit any of the invoice item information you specified originally. Alternatively, you can delete any of the invoice items by clicking the Delete button next to the relevant invoice item.

Once you have completed all of the above procedures you can save or close the invoice. Saving the invoice allows you to close the Invoice Entry screen without losing any of the invoice details. You can then return to the invoice at a later time to finalise and close it or, if the invoice is no longer required, you can delete the invoice if necessary. When you save an invoice, the status of the invoice is set to Open to indicate that it is yet to be finalised.

To save the invoice, click Save at the top of the Invoice Entry screen.

Closing an invoice sets the status of the invoice to Closed to indicate that the invoice has been finalised and is ready for delivery to the debtor. An invoice cannot be edited or deleted once it has been closed.

To close the invoice, follow the procedure below.

How to Close the Invoice

1.

At the top of the Invoice Entry screen, click Close.

A confirmation message opens prompting you to confirm the closing of the invoice.

2.

To close the invoice, click Yes.

The status of the invoice is set to Closed and the Edit Invoice screen closes.