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To create or edit invoices and credit notes

Generating invoices for your customers is an essential part of the sales cycle. Here we'll explain how to create invoices and credit notes and if required, how to edit them.

Before creating new invoices or credits, you can save time by setting up your default options so the invoice and credit formats are appropriate to your business. Find out more.

The Details tab

1. From the Invoicing toolbar >New/Edit Invoice.
   

Note: To edit an existing invoice, select it from the list then click New/Edit Invoice.




2. From the relevant drop-down lists, choose the type and format of the invoice you require, for example, to create a product invoice, from the Type drop-down list choose Invoice and from the Format drop down list choose Product.

   Tip: If you are using Sage 50 Accounts Professional, you can also create pro-formas.

3. Use the top part of the window to enter the main details about your invoice or credit.

   Main invoice details 

   Date	Enter the date of the invoice. You can use the Calendar option to enter your date or you can type the date directly into the Date box.
   A/C	Enter your customer's account reference here. You can use the drop-down list or you can type directly into here. Note: If the customer account you have selected is on hold, a warning message appears.
   Inv No.	Sage Instant Accounts The first invoice or credit number you create defaults to 1. You can change this to the starting number you require and subsequent invoice numbers are created in sequence. Sage Instant Accounts Plus and Sage 50 Accounts The first invoice or credit number you create defaults to 1. You can change this to the starting number you require and subsequent invoice numbers are created in sequence. as long as Lock AutoNumber is not selected. Lock Autonumber is found in Settings > Invoice Defaults or in Sage 50 Accounts Professional - Invoice & Order Defaults. If it is selected, you can't change the individual invoice number. The starting invoice, credit and, if appropriate, order numbers are also held in Settings > Invoice & Order Defaults > Options. If you have the relevant access rights you can change these.
   Order No.	You can enter your own order number here, or leave it blank. If you enter a number and want to see that number on the audit trail instead of the invoice number, open Customers > Invoice & Order Defaults and select the Update Using Order No box.
   Item No.	This shows the number of the item that is currently selected. For example, if there are ten item lines and the cursor is currently on the second line, this box shows 2 of 10.

   Accounts Professional only
   

   If you are working with foreign currencies there is also a Rate box displayed on this window.

   If you've run the Foreign Trader Setup wizard, this additional item appears. Use Rate to record the current exchange rate you want to use for this sale. If you are using Access Rights in your software, but you do not have access rights assigned for the foreign trading functionality, this entry is read-only. For more information about editing access rights see Access rights.

4. Enter the items sold, one line at a time. The product details automatically update into the invoicing window from the product record.

   Item line details 

   Product Invoice

   Product Code	Enter the product code for the invoice item. Choose the code from the drop-down list or you can type directly into this box. You can also select the special product codes from the product code list. If you use the special product codes the Edit Item Line window appears automatically. If you need to add service or non stock items to your product invoices there are special product codes available. Find out more
   Description	The description automatically updates with details from the product record. You can change this if required. If you want to enter any one-off product details, double-click the Description box or press F3.
   Quantity	Enter the quantity of the product here. The default is one unit of the product. If you have already entered a quantity on the Edit Item Line window, it appears here. If you are editing an invoice that was generated from a sales order, the quantity that was entered on the sales order appears here. You can change this if required. If you do not have enough stock for the quantity you have entered, a warning appears.
   Price	The unit price from the product record appears here. If a special product code has been entered, the value entered in the Edit Item Line window appears here. You can change these values if required.
   Net	The net value calculates automatically and cannot be edited.
   VAT	The VAT amount appears here automatically. This value can be changed if you have selected the Item VAT Amendable check box in Settings > Company Preferences > VAT.

    

   Service Invoice

   Details	If you are creating a service invoice, use this text box to enter details of the service provided
   Amount	Enter the price of the service provided. The tax code determines how this value is divided between the Net and VAT columns.
   Net	The net value calculates automatically and cannot be edited.
   VAT	The VAT amount appears here automatically. This value can be changed if you have selected the Item VAT Amendable check box in Settings > Company Preferences > VAT.

   The item line details can be edited further by pressing F3.

   Tip: The following additional fields are available for each item line:
   
   

   Units	Enter the unit type here, for example, you may sell items by the sheet or roll. This is for reference only.
   Details	Service invoices only Enter details of the service in this box if required. The details of the service entered on the main invoice window appear here by default.
   Comment 1 and 2	You can enter additional comments about the product item lines here.
   Order reference	Sage 50 Accounts Professional only Taken from a completed sales order, this information is used by the Transaction e-Mail option.
   Order Line Reference	Sage 50 Accounts Professional only Taken from a completed sales order, this information is used by the Transaction e-Mail option. This shows the items position on the order and can't be edited.
   Unit Price	The sales price from the product record appears here, unless a customer price list is in use. Note: Price lists are only available in Sage 50 Accounts Plus and Sage 50 Accounts Professional.
   Discount %	The total discount percentage appears here. This can be changed but any changes made here do not save back to the Customer Record. To view a breakdown of how this discount is made up, click Discounts.
   Disc. GBP£	This shows the value of the discount the customer will receive. The currency reflects the currency on the customer record, if you have activated Foreign Trader.
   Nominal Code	This is the sales nominal code taken from either the Product Record or the Customer Record. This depends on the selection of the Use Default Nominal code for Sales check box in the customer record.
   Tax Code	The default tax code can be taken from a number of areas. However it is prioritised as follows: Customer Delivery Address - Tax Code Customer Record - Default Tax Code Product Record - Tax Code
   Department	Sage 50 Accounts and Sage Instant Accounts Plus only This is the default department for the product.
   Fund	If you have activated the Charities option and you want to apply the transaction to a particular fund, for example, to record income from a donor, from the drop-down list.choose the fund you require.
   Line Information	Enter any additional information about the item line in this box.
   Project Ref	Sage 50 Accounts Plus and Accounts Professional only If required, from the drop-down list, choose the appropriate project to link the invoice to.

5. Click OK.

6. To apply a net value discount, in the Deduction area at the bottom of the window, click the drill-down button in the Description box.then complete the Edit Item Line window as follows:.

   • Enter a description for the discount of up to twenty five characters.
   • If required, you can enter further comments of up to sixty characters.
   • Enter either a discount percentage or a discount value into the appropriate box. The corresponding discount amount or percentage appears.

7. Check the totals.

   Totals

   Total	The two boxes show the Net and VAT totals of the invoice.
   Carriage	The two boxes show the Net and VAT totals of any carriage costs applied to the invoice in the Footer Details tab.
   Gross	The value of the goods and services, after any discount, plus VAT.
   Euro	Appears if you have set up an exchange rate for the euro in your Currencies table and indicates the gross amount due in euros. Tip: You can generate an invoice which displays the sale in both your base currency and euros. When you choose to print the invoice, select an invoice layout which includes euro in its title from the Report Browser.
   Base	Accounts Professional only Appears when you are dealing with a foreign currency invoice and indicates the gross amount in your base currency. Tip: You will find Base replaces the Euro box when dealing with a foreign currency invoice.
   Less Deposit	Use the smart link button in this section to link to the Payments Tab, where deposits can be recorded. Entries made in the Payment Amount entry box in the Payments Tab then appear in the Less Deposit section of the Details Tab.
   Amount Due	The invoice total appears here, after deposits and deductions have been accounted for.

   Tip: You may find it useful to add further details to your invoice or credit, using either the Order Details, Footer Details or Payment Details tabs.

   There are a number of other options at the foot of the invoice, that you can complete as required.

   Invoice options

   Discard	Clears the information you have entered so far.
   Quick Print	Print a copy of the invoice instantly. This does not update the invoice details to the ledgers.
   Print	Prints the invoice. You can choose from a list of invoice layoputs and agree to update the values to the customer record and nominal ledger if required.
   Cash Sales	Records a cash sale for the invoice. This option records a sales invoice and receipt on the customer and bank records. If appropriate, stock records also update.
   Memorise	Save a copy of this invoice to re-use later. Find out more
   Recall	Recall a saved copy of an invoice to use again. Find out more
   To Excel	Open the invoice details in Microsoft Excel.
   Profit	Check the profitability of the invoice. This calculation uses the cost price on the product record and the sales price on this invoice.
   Previous	If you have selected an number of invoices or credits, use this option to view the previous item in the list.
   Next	If you have selected an number of invoices or credits, use this option to view the next item in the list.
   Close	Closes the window.

8. When you have finished entering the details, to save the invoice or credit > Save.

To delete an invoice or credit

1. Choose the invoices/credit notes you want to delete from the Invoicing window.
2. Click Delete.

3. To delete the invoice or credit note, click Yes. If you do not want to delete the invoice or credit note, click No.

   If any of the invoices/credit notes selected have not been printed or posted the software displays a warning message and you are prompted to confirm deletion once more.