You are here: Modules > Sales Invoicing > Sales Invoices

Sales Invoices

The Sales Invoicing Grid displays all current invoices. Invoices can be worked on mass from the grid by highlighting multiple entities or singularly by either highlighting one invoice or by opening the invoice.

Modules > Sales Invoices

The link will open the Sales Invoicing grid. It is a grid view which can be searched, sorted and customised as normal.

This grid show all Invoices that have been created by batch generation, manual invoices can also be created from the grid.

To add a new Sales Invoice click New , to edit an existing Sales Invoice click Edit . A pop up window will appear which will allow the creation or amendment of a Sales Invoice.

When sales invoices are processed and managed they are taken through certain stages.

Upon batch generation the invoice is Draft (an invoice can be edited, recalculated and deleted at this stage)
If using Authorisation levels and the User has insufficient authority levels at batch generation stage the invoice will sit at Unauthorised (an invoice can be edited, recalculated and deleted at this stage)
Once the invoice is ready to be sent to the client it must be activated. The invoice will now show Approved, invoices can be held at this stage until they are ready to be issued.
Once at Approved the invoice must be issued. The invoice will now show as Issued (this will generate the invoice Number)
Finally complete the invoice once all receipts and credits have been applied

Note: All of the Above Stages can be done through the Sales Invoicing Window. Before you move the invoice through the various phases appropriate checks may be carried out to ensure quality. Whilst in the draft and unauthorised stage invoice details can be altered.

Click to view - Sales Invoice header Fields and Descriptions

Field Name	Description
Invoice Number	Auto generated by Concept Evolution once the invoice has been approved.
Draft Number	Auto generated by Concept Evolution when a draft is generated.
Created by	Auto populated with the User who created the invoice.
Date Created	Auto populated with the date the invoice was created.
Authorised by	Auto populated with the User who authorised the invoice.
Date Authorised	Auto populated with the date the invoice was authorised.
Client	The Client the invoice has been created for - if creating a new manual invoice select the Client from the drop down - for more information see Clients.
Tax point	Select the tax point for the invoice.
Invoice Summary	Auto populated from the grouping and formatting of the Rule Group used to generate the invoice - if creating a new manual invoice enter a description - for more information see Sales Invoicing Rule Group.
Payment Terms	Auto populated from the rule group used to generate the invoice - if creating a new manual invoice select the Sales Invoice Payment Terms from the drop down.
Client Ref	Enter a Client reference.
Internal Ref	Enter an internal reference.
Level of Completion	From the drop down select the Sales Invoice Level Of Completion.

Click to view Sales Invoice Header Other Tab Fields and Descriptions

Field	Description
Export Status	From the drop down select the Sales Invoice Export State
Invoice Batch	Auto populated with the batch number that the invoice was generated in.
Applied Rule	The used to generate the invoice.
Invoice Total	The total amount of the invoice.
Invoice Age	The age in days of the invoice.
Receipts Summary	Auto calculated total of any allocated receipts.
Payment Terms	The payment terms applied to the invoice.
Credits Summary	Auto calculated total of any allocated credits.
Issue Date	The date the invoice was issued.
Balance	Auto calculated outstanding balance of the invoice - Invoice total minus any payments, receipts and credits.
Completion Date	The date the invoice was completed.
Client Details	If an alternate address is being used for this invoice select it from the drop down.

Complete / edit the fields and click Save . Once the Sales Invoice header has been completed and saved a sub navigation will appear to allow additional entities to be assigned.

These include:

Item Breakdown
Receipts
Credits

Line Items

Click to view more detail.

Line items show the values that have been invoiced, they can be opened, checked and amended. New line items can also be added and existing line items can be deleted if required.

Line item descriptions and costs are generated according to the rule group used to generate the invoice. These can be manually altered if required. If this is a manual invoice the fields will need to be completed to reflect the required invoice,

Modules > Sales Invoices - Line Item

To add a new Line Item click New , to edit an existing Line Item click Edit . A pop up window will appear which will allow the creation or amendment of a Line Item.

Click to view Line Item Fields and Descriptions

Fields	Description
Qty	The quantity to invoice.
Line Number	The number of the line item within the invoice.
Unit Amount	The cost of the single unit.
Description	The description of the line item
Disc Amount	The discount amount applied to this invoice.
Disc. Rate (%)	The discount rate applied to the invoice
Net Amount	The net amount of the invoice.
Tax Code	from the drop down select the Tax Code applied to the invoice.
Tax Rate	The tax rate applied to the invoice.
Tax Amount	Auto calculated from the net amount multiplied by the tax rate %.
Total	The gross amount of the invoice.
Line Code Nominal	From the drop down select the Sales Invoicing Code Nominal
Line Category	From the drop down select the Sales Invoice Code Categories
Line Type	From the drop down select the Sales Invoice Code Type.

Item Breakdown

Clicking the check box Show Breakdowns for all line items will show the details breakdown of how the invoice costs were generated.

Receipts

Credits

Sales Invoice Additional Icons

Icon	Feature	Description
	Add Line item	Adds an additional line item to the invoice.
	Recalculate Invoice	If the invoice is in draft status and costs have been altered on the entities used to calculate the invoice, clicking this icon will recalculate the invoice according to its rule group, picking up any changes to costs.
	Approve Invoice	Approves the Sales invoice.
	Authorise Invoice	Authorises the sales Invoice.
	Issue Invoice	Issues the Sales Invoice.
	Complete Invoice	Completes the Sales Invoice - all credits and receipts should be added before an invoice in completed.
	Cancel Un-Issued Invoice	Cancels an un-issued invoice. If an invoice has been issued incorrectly it would need to be credited and re invoiced.
	Delete	Deletes the Sales Invoice- this can only be done in draft status.
	Print Invoice	Prints the Sales Invoice
	Print Invoice Copy	Prints a copy invoice.
	View Source	Clicking this icon from a line item will hyper-link the user to the base entity e.g. the Task, Facility Booking or Contract.
	Link Object to invoice line item	If raising a manual invoice the User may wish to link the line item back to a system entity. From the line item click the icon from the drop down select the item to link. Check Deduct value from future auto-generated invoices if the line item amount is to be deducted from future generated invoices.