Create sales invoice - detailed version
This explains the information shown on the sales invoice in more detail, such as adding discounts, adding a delivery address, changing the VAT rate etc.
The quick start guide shows you how to create a simple invoice.
Change a category
categories are used to categorise and group your sales and other transactions. For example, if the invoice is for stationery, you might use a category for Office Supplies.
When you save the invoice, the net value (without VAT) is recorded against thiscategory, so you can report on the total value of your office supply sales.
When you create an invoice, the default set on the customer record is used first. This is to help you make sure the right category is used on your sales invoices automatically.
You can change the ledger account shown on any of your invoice lines.
Change VAT rate
When you create an invoice, the VAT rate used is the one set as the default on the customer record. If you then add products or services, the VAT rate updates to use the one saved on the product or service record.
You can change the VAT rate on individual item lines by selecting the rate you want to use from the drop-down list.
Add bank details, notes or terms and conditions
Each invoice you create has space for you to add terms and conditions and extra notes. Use these to add information such as terms of sales for your customers, and bank details for payment.
You can enter this information on each invoice as you create it. If you prefer, you can set up default terms and notes which will print on every invoice you create.
To set up default text, go to Settings, then Business Settings, Document Preferences, and scroll to the Terms & Conditions and Notes sections. The notes and terms you set up here will appear on every new invoice you create, but you can amend or add to these on individual invoices.
Tip: If you enter your bank details in the invoice notes, your customer has them to hand when they come to pay their invoice.
Create an invoice for a CIS contact, or use VAT reverse charge
You can apply CIS deductions and reverse charge VAT to sales invoices for your CIS contacts.
If you want to do this, you'll first need to set up CIS for your business to make sure the correct CIS ledger accounts are added to your chart of accounts. You'll also need to set up your CIS contacts. You can then select a CIS contact on your invoice to ensure VAT is dealt with correctly.
Find out how to set up for CIS and create an invoice for a CIS contact.
View VAT breakdown
When you've finished adding items to your invoice, the total net, VAT and gross amounts appear at the bottom of the invoice. The VAT is broken down by VAT rate, so you can see a separate line for each rate used on the invoice.
If you would like to see a further breakdown of the VAT included on your invoice, select the View VAT Analysis link. This opens a table which displays a full breakdown of the VAT for the items you've put on the invoice, including the different VAT rates and a breakdown of values for goods and services:
Attachments are a great way to keep track of any files you have that relate to this invoice. For example, you could attach sales literature such as a PDF brochure, or a product image. If you email the invoice to your customer, they can see the files you've attached.
You can add up to 10 attachments to each invoice, using files of the following types: PDF, GIF, JPG, JPEG or PNG. The maximum size for each file is 2.5MB.
Customise your invoice
Use the Customise menu at the bottom of the New Sales Invoice page to jump to customisation settings. This saves you time when you want to customise invoices for your business.