How to Create an Invoice

Create an invoice

Click on the ‘Invoicing’ app which is located in the Invoice Cloud in the App Drawer screen.

Fig. 1: CloudOffix App Drawer page, Click the Invoicing App to begin.

The following screen is the ‘Accounting Dashboard’, where all accounting journals can be found. In the ‘Customer Invoices’ card, click on the ‘New Invoice’ button.

Fig. 2: New Invoice button

On the new invoice screen is where the draft invoice is drawn up. Select the customer from the drop down list. the Delivery address field will be automatically filled once the customer has been selected.

Fig. 3: Status bar

Select the payment terms from the list or create and edit a new one. 

Fig. 4: Payment Terms

Enter the Invoice date. The due date will be updated automatically depending on the selected payment terms.

Fig. 5: Dates update automatically

Scroll to the bottom of the screen to the ‘Invoice Lines’ tab, where the invoice items will be entered.

Fig. 6: Add items to the invoice lines

Locate and select or create and edit an item to be invoiced from the Product field. Complete the rest of the necessary fields such as quantity, and discounts, if any are to be applied.

Fig. 7: Complete the line entries

Discounts can be applied at the item line or at the end, as a total discount applied to the whole invoice.

The ‘Discount Amount’ field is where the exact amount to be deducted from the total invoice is to be entered.

The ‘Discount Rate’ field is where the percentage of the whole invoiced amount is to be entered.

Note: This field is automatically updated if the ‘Discount Amount’ is entered.

Fig. 8: Discount rate or discount amount

In the ‘Other Info’ Tab, enter all information such as Fiscal position, and Reference / Description. All information which can be filled automatically is already updated by the system. Click ‘Save’

Fig. 9: Other info tab

Now the invoice is ready, and Saved, but not validated. Click the ‘Validate’ button for the invoice to become valid and ready to be sent to the customer.

Fig. 10: Validate the invoice

Now there are new buttons with new options such as ‘Send Email’, ‘Print Invoice’, Add ‘Credit Note’ and ‘Cancel Invoice’. The status bar has also now progressed from Draft to Open.

Fig. 11: Status bar changes and new button options appear

When the Send Email button is clicked, the following screen pops up. CloudOffix however, warns if the email address you are trying send the email to is not valid. The invoice is sent to the customer as a PDF attachment. The ‘View Invoice’ button in the email body allows the customer to view and sign the invoice online.

Fig. 12: Compose Email Screen

Once the invoice has been paid by the customer, they can then be registers as paid in the register Payment screen by clicking the ‘Validate’ button.

Fig. 13: Validate payment

The other options are to ‘Add credit Note’, if there has been a return and instead of refunding the customer, there is an option to offer credit notes. ‘Cancel Invoice’ speaks for itself.

Fig. 14: Credit Note and Cancel options

Congratulations! You have just created an Invoice!.