Sales Invoices

Creating a New Sales Invoice

To create a sales invoice, simply click on the New Sales Invoice button:

For more details about entering and editing information on a sales invoice, see Sales Invoice — Edit.

Inventory Handling in Sales Invoices

If your invoice includes inventory items, Accounter will automatically adjust inventory figures as follows:

• By default, Qty owned will decrease while Qty to deliver increases. This reflects that goods have been sold (thus no longer owned), but not yet physically delivered.
• To physically deliver inventory items to your customer, create a Delivery Note separately. The Delivery Note subsequently decreases Qty on hand and Qty to deliver. See Delivery Notes for detailed guidance.
• Alternatively, your sales invoice can act as a Delivery Note simultaneously. To do this, mark the ActsAsDeliveryNote checkbox on the invoice form, enabling you to select an Inventory Location. An invoice designated as both a sales invoice and delivery note reduces invoiced items' Qty on hand instantly instead of increasing Qty to deliver.

Columns on the Sales Invoices Tab

The Sales Invoices tab displays invoices in a tabular format with customizable columns. Here’s an overview of each column available:

• Issue date – Shows the date the invoice was issued.
• Due date – Indicates the invoice's payment due date, always shown as a date even if set as a number of days after the issue date.
• Reference – Lists the unique reference number assigned to that invoice.
• Sales Quote – If applicable, this displays the reference number of an associated sales quote.
• Sales Order – Displays the reference number of the sales order linked to the invoice.
• Customer – Shows the customer to whom the invoice is issued.
• Description – Provides a general summary for the entire invoice (line-item descriptions appear elsewhere, see Sales Invoices — Lines).
• Project – Identifies associated projects selected on the invoice’s line-items. Multiple projects may be shown for a single invoice.
• Division – Lists associated divisions selected for invoice line-items. Multiple divisions may appear simultaneously.
• Withholding tax – Shows any withholding tax amount applied, blank if none.
• Discount – Indicates the total discount applied to line items, empty if no discount.
• Invoice Amount – Represents the combined total of all line items on the invoice.
• Cost of sales – Displays the cost allocated for inventory items sold.
• Balance due – Shows the remaining unpaid amount due from the customer.
• Days to Due Date – Displays the number of days remaining until the invoice reaches its due date (blank if overdue).
• Days overdue – If overdue, displays how many days the payment is past due. Blank otherwise.
• Status – Indicates whether the invoice is paid, unpaid, or unpaid and overdue.

Adjusting Visible Columns

The columns displayed on the Sales Invoices screen can be customized. Click the Edit columns button on the top of the screen to select or rearrange columns according to your preference.

For further information on column customization, please see the guide on Edit columns.

Advanced Queries & Custom Data Filtering

To further analyze and interact with the data presented by Sales Invoices, Accounter supports Advanced Queries. These allow tailored, detailed views. For example, you may want to display only overdue invoices sorted by days overdue. You could achieve this with customized criteria as shown:

You can also group your invoices by customer, enabling you to quickly view total invoice amounts per customer:

Advanced queries in Accounter also allow you to use custom fields and other invoice information. For further detail, refer to the Advanced Queries guide.

By leveraging these powerful tools, you can maximize organization, clarity, and efficiency in managing customer transactions within Accounter.