Create an invoice

An invoice tells a customer what they owe you and when to pay. You can save it as a draft to finish later, or save and send it to the customer in one go.

Steps

1. Open Sales › Invoices

   In the menu on the left, select Sales, then Invoices. Select Add New.

   

   1. Sales in the main menu.
   2. Invoices in the Sales menu.
   3. Add New starts a new invoice.

   If you don't see Add New, your role can't create invoices. Ask your administrator.

2. Fill in the invoice details

   Fill in the top of the form. Customer Name and Invoice Date are required.

   

   1. Customer Name: who you are billing. The customer must already exist — see add a customer.
   2. Invoice Date: today, unless you are dating it differently.
   3. Payment Term: Immediate, Net 15, 30, 45, 60, 75 or 90 days, or Custom.
   4. Due Date: follows from the payment term. Change it only for a custom term.
   5. Currency: the currency you are billing in.
   6. Rate: the exchange rate, when you bill in a currency other than your own.

   Service Entry No. is optional. Use it if the customer gave you a service entry reference.

3. Add the lines

   Add one line for each thing you are billing.

   

   1. Type: an inventory item, a non-inventory item, a service, or an account.
   2. Product/Service/Account: what you are billing. It must be set up first — see products and services.
   3. Quantity, unit and Unit Price. The amount works itself out.
   4. Add lines adds another line.
   5. Deduct Discount and Add Tax apply a discount or a tax to the invoice.

   For inventory items, also choose the Location the goods leave from. If the item is tracked by batch, choose batches that add up to the quantity. If it's tracked by serial number, see the next step.

4. Choose the serial numbers (serial-tracked items only)

   Some stock items are tracked by serial number, one number per unit. For these, WbizManager needs to know exactly which units you are selling. Skip this step if your items aren't tracked this way.

   Once you have chosen the Location on the line, Choose serial numbers appears under it, with Serial numbers needed and the quantity in orange. Enter the Quantity first: the link stays greyed out while the quantity is 0.

   

   1. Location: where the units leave from. Only serial numbers in stock there are listed.
   2. Choose serial numbers opens the serial numbers window. Serial numbers needed (2) shows how many to choose.

   If the item is also tracked by batch, Choose batches appears too. Leave it on Auto (first expiry first) or choose the batches yourself.

   1. Select Choose serial numbers. A Serial numbers window opens with the item's name in its title. It says how many to choose (one per unit) and how many you have chosen.
   2. Under In stock at this location, tick the serial numbers you are selling. If there are more than 8, use Search serial numbers to find one. If WbizManager can't list them, type them in Or type serial numbers (comma or new line separated).
   3. Select Use these serial numbers. You can only select it when you have chosen exactly as many as the quantity, or none.

   

   1. In stock at this location: tick one serial number for each unit you are selling.
   2. Or type serial numbers: use this only when the number you need isn't listed.
   3. Use these serial numbers puts them on the line.

   The chosen numbers show under the line, and the link changes to Change serial numbers. If you change the line's Location, its serial numbers (and batches) are cleared, so choose them again. If you change the Quantity, the line shows in red how many you have for the new quantity; choose them again.

5. Add dimensions, notes and attachments

   Scroll down below the lines.

   

   1. Global Dimensions: if your company uses dimensions, choose a value for each one. You see one box per dimension your company has set up.
   2. Customer Notes: a message printed on the invoice.
   3. Add attachment: attach supporting documents, such as a delivery note.

   The invoice posts to accounts automatically — from your default accounts or, if your company has switched over, from posting groups. If your company allows it, an Accounting Details section also appears here so you can change the accounts for this one invoice. Not sure which applies? See how invoices get their accounts.

6. Check the invoice (optional)

   Select Preview Invoice to see the invoice exactly as the customer will receive it. Close the preview to keep editing.

   

7. Record a payment if it's already paid (optional)

   If the customer has already paid, turn on Payment Made before you choose Save and Send. A window then asks for the payment details (date, method, account and amount) before the send window opens, and the payment is recorded against the invoice once it's created. Leave it off if the customer hasn't paid yet.

   

8. Save as a draft, or save and send

   Select Generate Invoice, then choose one option.

   

   1. Save and Send creates the invoice and opens the window to email it to the customer.
   2. Save as Draft keeps it so you can finish later. Nothing is sent.
9. Send it to the customer

   If you chose Save and Send, the Send Invoice window opens.

   

   1. Turn on Send Email.
   2. In To, enter the customer's email address. Add more people in Additional Emails, separated by commas.
   3. Check the Subject and the message. Leave Attach as PDF ticked so the customer gets a copy.
   4. Select Send.

   You'll see Invoice … created and sent, and you're taken back to your invoice list.

   ⇄ See expected postings

If something goes wrong

Message	What to do
Please select a customer	Choose a customer in Customer Name.
Please select an invoice date	Pick a date in Invoice Date.
Please configure accounting details	Your company's posting accounts aren't set up. Ask your administrator to set up your accounts.
Please select a location for all inventory line items.	Choose a location on every inventory line.
The batches chosen for a line must add up to its quantity.	Change the batch quantities so they match the line quantity.
Choose one serial number per unit for …	The line has serial numbers, but not as many as its quantity. Select Change serial numbers and choose one per unit.
… is serial-tracked: choose the serial numbers being sold.	Select Choose serial numbers on that line before you send.
Choose exactly … serial number(s), or none.	In the serial numbers window, tick as many numbers as the quantity, or untick them all.
Serial number … is chosen on both line … and line …	Each unit can only be sold once. Remove the number from one of the lines.
… is not serial-tracked, so its line cannot carry serial numbers	Remove the serial numbers from that line.
Inventory could not confirm whether … needs serial numbers … Try again in a moment.	Inventory didn't answer. Wait a moment and send again.
Customers could not be loaded. Try again	The customer list didn't load under Customer Name. Select Try again.

What happens next

A draft stays in the invoice list until you send it. A sent invoice waits for payment; when the customer pays, record a receipt against it.