How to enter an Invoice?
This page explains how to enter an invoice. Before you can enter an invoice you must have done four steps. The steps are:
set up a Contact card for the contact you want to bill,
given a user the right to view contact 'Invoices',
given the user the right to enter invoices via the 'Accounting' menu bar, and
set up a GL account type of revenue to record the invoice details.
When those four conditions are true, then you may enter an invoice.
The first step to enter an invoice is to open the invoice window. Click the Accounting' menu bar selection. Next, click on the option, 'Receivable -- INVOICES'.
The 'Accounting' menu bar selection is shown below.
The next slide shows the 'Receivables - INVOICES' window. From here you may view invoices that are, 'toBeIssued', 'UnPaid' and 'Paid.'
Clicking the top right hand button labelled, 'Enter a new invoice.'
The slide below, illustrates the 'Enter an Invoice' window. All the fields are blank because the invoice is not entered yet.
The next couple of steps will place the contact name and address information on the invoice.
First select the contact type you want to bill. In this case, Janet Taylor only has access to the contact type, 'Client.'
Next, click the 'Find' button. A list of all the contacts of that type appear in a list just below the button.
Click the contact row you want to send the finished invoice.
In this case, Janet clicks Client number, 'C00025' row.
The next slide shows the client name and address. This address will appear on the printed invoice.
Enter the amount of the invoice in the 'Invoice Amount' field.
Below is a slide with the invoice amount of 4605.25 dollars added.
The next steps involve entering of the GL account information. The invoice cannot be issued until the GL account amount entered equals the amount entered for the invoice.
The adding of the GL account steps are completed in the bottom half of the window.
The first step is to select the GL account that the invoice is being written.
In this next slide, the field, 'GL' field is clicked. This displays all the revenue GL accounts.
Select the appropriate GL account. Janet selects the 'Services sold' account.
Next, enter the amount of money for the GL account. In this case, the amount entered is 4003.69 dollars before taxes..
The full amount, with taxes, appears in the bottom field. The 'Tax' fields can be clicked 'On' like in the case above or clicked 'Off.'
The next steps are optional.
Enter an optional reference number in the field labelled, 'Reference'. Next, enter a description for clarification of the GL account entry. The description will appear on the final printed invoice version. This is optional too, although recommended. Another optional step is to enter a comment associated for the GL account entry. The 'Comment' does not appear on the invoice.
Next, add the GL account entry to the GL account list. The list is located in the middle of the window.
The slide below, illustrates the 'Add' button being clicked.
The GL account entry amount and the invoice amount are the same. It is possible to save the invoice only when the invoice and GL accounts amount balance.
The next slide shows the addition of the GL account entry to the list. The save button is clicked.
Click the 'Save' button. The invoice is entered and saved.
The status of the invoice is, 'ToBeIssued.' The invoice is not sent. There have not been any GL account entries. The invoice was entered and saved.
To issue an invoice, read, 'How to issue an invoice?'
It is possible to enter more invoices. Simply repeat the steps on this page.
Related topic:
To learn about issuing an invoice, read, 'How to issue an invoice?'
For information about entering a payment from an issued invoice, read, 'How to enter a payment from an invoice?'
Return to Accounting - Table of Contents.