The creation of an invoice is possible for a future customer, as well as for an existing customer.
The creation of an invoice is done in several steps:
- Create a new invoice
- Select the recipient
- Add items and format the invoice
- Produce the invoice
- Validate the invoice or schedule it
Create a new invoice
Select the recipient
- Select the customer in the "Who is the recipient?":
- by selecting it from the drop-down list of existing customers from the customer portfolio
- or by creating a new customer. The same form for creating a new customer then appears
- If necessary, change the billing method
see the article : "How do I set up an including tax invoice?"
- Modify if necessary the pre-filled information concerning the document configuration
- Select the creation of the invoice
- Enter the subject of the invoice if necessary
- Validate the information entered by clicking on "Next".
Add products and format the invoice
Once saved, the invoice will be in "draft" status and it will be possible to retrieve it through the "Invoices" menu
It is also possible to duplicate or delete the draft created.
Once the invoice is in draft status, it is possible to modify all the elements of the invoice, the payment information, the footnotes and the visibility of the legal notices.
Generate the invoice
In the "Product" state, it is still possible to modify the layout, the payment information, the visibility of legal notices and the choice of attachments.
Once the invoice has been produced, the following actions are available:
- "Validate": Once the invoice has been validated, its status is "To be paid".
- "Cancel": Cancels the invoice in the commercial management. It can be found using the search function, and can be put back into production if necessary.
- "Duplicate": Creates a copy of the invoice. This will be created automatically as a "draft", and can therefore be modified entirely.
- The actions "Send by mail", "Download", "Preview" will allow you to send the draft invoice to the customer. This draft does not yet have a number and is therefore not a valid invoice
Validate the invoice or schedule it
Document reference and date: 2 crucial factors for validating an invoice
Legislation imposes the following rules on invoicing:
- Invoices must be numbered in a continuous, unbroken chronological sequence.
- A validated invoice cannot have a date in the future.
To validate an invoice when it is entered, you should therefore :
- Select an invoice date that is the same as or later than the date of the last validated invoice.
- Do not select a date in the future.
If you need to generate an invoice with a date in the future, you can plan its validation. Specifically, you can determine the date on which your invoice will be validated.
Validate the invoice
Schedule the invoice validation
If the selected invoice date is in the future, you can't validate the document immediately, but you can plan its validation by clicking on the " SCHEDULE " button.
see : "Schedule a document"
Available actions on a validated invoice
|Send by mail||- you can designate several recipients|
- The body of the email can be personalised
- it is possible to receive a copy of the e-mail
- once sent, the invoice can no longer be edited
|Download||- once downloaded, the invoice can no longer be edited|
|Preview||- allows you to view a preview of the invoice when it is still editable|
|Duplicate||- copy and reproduce the invoice in draft format (editable)|
|Create a periodic invoice||- program recurring invoice generation based on the original invoice model.|
From the moment the invoice is emailed to the customer or downloaded, it can no longer be modified and you will see its preview instead of the editing screen:
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