Inventory Management - Invoices

Invoices

An invoice, or a bill, is a non-negotiable itemized statement issued for the Products and Services rendered to the customer. An invoice usually contains the Products or Services details, which is sent to the customer on a purchase.

Create an Invoice

You can easily create an Invoice with few simple steps:

  1. Click icon
  2. Click Invoices under INVENTORY
  3. In the list view of Invoices module, click Add Invoice
  4. Provide necessary information the fields, and click Save

Item Details Block

Item Details block in the Invoices module gives you the flexibility to add Products/Services, manage different prices through Price Books, and offer discounts.

Follow a few simple steps to manage operations in the Item Details block

  1. Click icon
  2. Click Invoices under INVENTORY
  3. In the create view or edit view of the existing invoice record, you can locate the Item Details block
  4. The operations you can manage in the Item Details block are depicted in the diagram below

# Field Description
1 Tax Regions Select desired Tax Region from the drop-down
2 Currency Select desired currency from the drop-down
3 Price Books Click on the Price Books to pre-fill all line items selling price with the selected Pricebook.
4 Tax Mode Select desired Tax Mode, Group or Individual
5 Product Click on the Product icon to add products from your inventory
6 Services Click on the Services icon to add services from your inventory
7 Price Books Click on the Price Books icon to attribute different price value.
8 Discounts Click on the Discounts link to offer discounts on the List Price
9 Add Product Click to add a new Product block
10 Add Service Click to add a new Service block

You can also logically group the line items into Sections.

NOTE!
  1. Dependent picklist in Inventory line items to support product hierarchy
  2. You can re-arrange the Line Item block and the fields within it accordingly from Module Layouts and fields.
  3. The Section field will also appear in Print Templates of any inventory module for selection.

Create an Invoice From a Quote

After the Quote is approved, you can create an Invoice which automatically populates all the information from Quote to the Invoice.

Follow few simple steps to create an Invoice from Quote record

  1. Click icon
  2. Click Quotes under SALES
  3. In the list view of Quotes module, click on desired quote record
  4. In the detail view of that quote record, click More drop-down on the right side and click Generate Invoice
  5. Modify details, if necessary, and click Save

Creating Invoice From a Sales Order

After the Sales Order is successfully created, you can create an Invoice which automatically populates all the information from Sales Order to the Invoice.

Follow few simple steps to create an Invoice from Sales Order record

  1. Click icon
  2. Click Sales Order under INVENTORY
  3. In the list view of Sales Orders module, click on desired sales order record
  4. In the detail view of that sales order record, click More drop-down on the right side and click Create Invoice
  5. Modify details, if necessary, and click Save

Creating Invoice from an Opportunity

After winning a deal, you can create an Invoice record out of an opportunity record.

Follow few simple steps to create an Invoice from Opportunity record

  1. Click icon
  2. Click Opportunities under SALES
  3. In the list view of Opportunities module, click on desired opportunity record
  4. In the detail view of that opportunity record, click More drop-down and click Create Invoice
  5. Modify details, if necessary, and click Save

List View Actions

List view of the Invoices module enables you to perform mass actions like editing, deleting and filtering records in bulk. In addition, you can also edit fields, workflows and picklist values.

Note! Get a bird’s eye view of Invoice using Calendar month view.

Follow few simple steps to manage operations in the list view of Invoices module

  1. Click icon
  2. Click Invoices under INVENTORY
  3. Click on checkboxes of desired Invoice records beforehand performing edit and delete operations
  4. Click Edit to modify Invoices record(s) in bulk
  5. Click Delete to delete Invoices record(s) in bulk
  6. Click > Create New Filter to create a new view and sort desired records in one bucket
  7. Click to edit:
    • Fields to configure fields through Layout Editor
    • Workflows to set up workflows through Workflows
    • Picklist Fields to configure picklist fields through Picklist Editor

Detail View Actions

Detail view of Invoice record enables you to perform actions like editing, deleting, cloning, exporting the existing record in PDF format, etc.

Follow a few simple steps to manage operations in detail view of Invoices module

From the Invoices list view, select the desired record.

In the record view, find the below shortcut icons to perform the actions.

Icons Actions
Mark the record as favorite, to get notified, on any record updates
Tag the record under a preferred section
Share the record with the recipients, via email
Set a reminder to come back later and review the record
Edit a record to modify field information
More options such as delete, print or export record in pdf format, send email, generate purchase order or subscription, delete record, etc.

Associating Invoice With Other Records

This will display all-round view of the relations of Invoice module with other modules and maintains a log of the complete history.

Field Name Description
Activities To schedule a task
Documents To associate documents with current invoice record
Assets To associate assets with current invoice record
Payments To accept incoming payments online. You can view all payments done on current invoice record
Updates To track all modifications done on Invoice record
Note! If you generate an Invoice for a product, the stock units will be reduced and values will be updated in the Quantity in the Stock field of that product record.