Description
Create, issue, edit, and manage Invoices in Accounts Receivable within SoftLedger from here:
Add Invoice
Enter all required fields and click submit. You can also click the down arrow next to the submit button and click 'Submit and New' to open a new blank Invoice to complete.
Required Invoice Fields
Customer - Invoice's Customer (Click the + icon to Add New Customer)
Template - Template to use when created a PDF of this Invoice. See this article for more information: Templates
Invoice Date - Date of the Invoice
Posting Date - Journal posted date of the Invoice. This value is used as the transaction and posted date of the linked Journal.
Due Date - Date the Invoice is due
Location - Location to post the Invoice to
AR Account - Ledger Account to use as the Accounts Receivable side of the journal entry
Currency - currency Invoice is created in
Optional Invoice Fields
Type - optional type field for Invoices. You may type to create a new type on the fly.
Intercompany Location - Intercompany Location to post the Invoice to.
Sales Order - Link to an existing Sales Order.
Reference - optional reference text field
Notes - Long form text field for extra information regarding this Invoice
Attachments - Add one or more files to the Invoice.
Invoice Line Item Fields
Item/Description - click to toggle between a description/item line item.
Job - The line items associated job (only the selected Customers jobs will be available).
Product - The line items product.
Invoice Account - if the line item is a description type, this will be the alternate side of the journal entry from the AR Account.
Quantity - Number of items.
Amount - Price per item.
Tax Code- Select the tax code to apply a percentage tax to the Invoice.
Tax Amount - Populated from the Tax Code or manually entered.
Total (calculated)- Quantity * Amount + Tax Amount
Invoice Individual Actions
The following are available from the Actions column on the far right of the table:
Attachments - Click to view a list of the Invoices attachments and download.
PDF - Click to bring up a PDF preview of the invoice. Click anywhere on the preview to download the invoice
Issue - Click to issue the invoice. This does the following:
Set the invoice to status 'issued'
Posts invoice associated journal entries
If System Settings "Email On Invoice Issued" is On then a PDF of the invoice will be emailed to the Customer's email address if set.
Email - Click to send or resend the Invoice to the Customer's email address.
Create IC Document Journal - Click to create an IC document Journal Entry for this Invoice.
Edit - Update Invoice fields
Void - Void Invoice. This does the following:
Sets the Invoice to status 'voided'.
Posts a Journal Entry reversing the issued entry.
Delete - Delete this Invoice.
Details - Click the Invoice number to view the Invoice's detail Page. For more information see this article: Invoice Details
Invoice Bulk Actions
Issue Selected - Any selected Invoices will be issued. If an Invoice is selected that cannot be issued it will be skipped.
Delete Selected - Any selected Invoices will be deleted. If an Invoice is selected that cannot be deleted it will be skipped.
Void Selected - Any selected Invoices will be voided. If an Invoice is selected that cannot be voided it will be skipped.
Get PDFs Selected - All selected Invoices will generate PDFs which will then be downloaded (Ensure your browser's security settings allow you to download multiple documents).
Update Selected - Allows you to bulk edit the date fields of one or more invoices. Any invoices that cannot be updated(issued/voided/etc.) will be skipped:
Invoice Table Actions
Filters - Filter what appears in the table based on one or more fields available in the table.
Saved Views - You can create a set of filters that you would like to save to be able to quickly filter a table.
Column Selector - Hide and reveal extra columns and the number of rows visible in the table per page.
Export - Table data can be exported using the export button at the top of the table.
Important Considerations
When an invoice is created, its status is 'created', and associated journal entries are created in 'draft' status.
An invoices journal entries cannot be modified, you must edit the invoice itself and the associated journals will be updated.
Once an invoice is Issued, the journal entries will be posted.