V9 - Adding and editing invoices

To add an invoice:

Select your method for creating an invoice. A sample invoice transaction is shown in the screenshot below.
1. Add a new invoice directly with either of the following methods:
  1. The Quick add (add_circle) menu. On the Task bar, go to Quick add > Sales > Invoice.
  2. The Invoices list. Go to Operations > Sales > Invoices, then select +Add.
2. Generate an invoice from another transaction. This is the most common method, and it is typically generated from a sales order.
  
  edit_noteNOTE: If generating the invoice from a sales order, the items listed on the generated invoice include only those on the sales order that have been shipped but not invoiced. This means that you must ship the items in the sales order before you invoice for them. Thus, you normally use the Create Shipment action on the sales order before using the Create Invoice action.
  1. Locate the parent transaction record on its appropriate list. Under its Actions menu dropdown list, select Create invoice.
  2. SOS Inventory will automatically import all relevant information from that parent transaction into the invoice.
  3. Skip to Step 3 to continue.
In the Customer field:
1. For an existing customer, use the dropdown list to select the desired customer. SOS Inventory will populate the invoice fields with relevant data from the existing customer definition.
2. If adding a new customer, select Add new customer.
  1. A pop-up window will appear with a Customer edit page.
  2. Complete the data fields needed for the customer. Refer to Customer management and the Customers list and Customer field descriptions for more information.
  3. Save and close the Customer edit page when finished.
  4. SOS Inventory will populate the invoice fields with relevant data from the new customer definition.
Enter or edit the data as needed for the invoice, referring to Sales transaction field descriptions for help. Note the following as you complete the transaction:
1. Invoice reference #.
  1. If your company uses QuickBooks numbering for invoices, leave the Invoice reference # field blank. After the invoice is saved and synced, a reference number will be assigned by QuickBooks, which then sends the update back to SOS Inventory.
  2. If you generated the invoice from a sales order and have enabled the Use sales order number setting (Tools & settings > Sales > Invoices > Use sales order number), the invoice will automatically inherit the sales order's reference number.
  3. If you entered the invoice directly and have not enabled either QuickBooks invoice numbering or Use sales order number, the system will assign a number that is based on your Invoice numbering settings (Tools & settings > Sales > Invoices > Invoice numbering) upon saving the transaction.
  4. If your company has not enabled autonumbering—or you wish to override autonumbering for this invoice—manually enter a reference number.
2. Location. Select a location from the dropdown.
3. Customer notes. If you revise this field, it will also update the Notes field in the customer definition when the transaction is saved.
4. The Billing address and Shipping address. You can select a different address from the default via their respective Address dropdown lists (if additional addresses are on file for this customer) or edit the address manually. Use the pencil icon (edit) as needed to expand an address block for editing and to collapse it when finished.
5. Currency and Exchange rate. If you are using SOS Inventory's Multicurrency feature, the customer's home Currency will be pulled from the customer definition.
  1. If that currency is included in the European Central Bank (ECB) currency feed, SOS Inventory will automatically populate the Exchange rate information.
  2. If the currency is not included in the ECB feed, you must manually enter the Exchange rate.
  3. Refer to Multicurrency for more details, including information on the currencies in the ECB feed and how to manually enter an exchange rate.
6. Price tier. You can use multiple price tiers on the same invoice. See Using price tiers on sales transactions for more information.
7. Enter each of your line items into the invoice.
  1. In the Items dropdown, select an existing item or Add new item.
    1. If adding a new item, a pop-up window will appear with an Item edit page.
      1. Refer to Defining, adding and editing items and Item field descriptions for information about completing the item definition.
      2. Save and close the Item edit page when finished.
      3. SOS will return to the invoice and add the new line item.
    2. Any item entered into the invoice will include all relevant information retrieved from the item definition. Columns displayed are set and may include additional columns, based on your settings. You can edit these fields, except where grayed out.
    3. At a minimum, enter the Quantity for the item.
  2. Repeat Step 3.f.i. and its sub-steps for each line item.
8. If a shipping value is needed, the Shipping Amt can be added manually or inherited from a parent transaction (estimate, sales order, shipment, or rental).
9. If you are applying a discount to this transaction, enter either the Discount % or Discount Amt.
  1. When you enter a value in one field, SOS will automatically calculate the value of the other.
  2. Whether the discount is applied by default before or after the tax is dependent upon your company's Discount taxable setting (Tools & settings > Configuration > Sales > General). However, you can use the Discount/tax toggle to override the default.
10. In the Deposit area:
  1. If you are just recording the value of a deposit that was given to you by a customer, you can enter it into the Deposit amount field.
  2. If you are pre-calculating a deposit based on a percentage of the total amount of the invoice, enter the percentage in the Deposit % field.
11. Complete other data fields as needed.
Upon saving the invoice, SOS Inventory will do the following:
1. Add the invoice to the Invoices list and the Sync queue to sync the transaction to QuickBooks Online.
2. If a change was made to the customer Notes, the customer definition will be updated.

Editing an existing invoice

An existing invoice can be opened for viewing or editing by selecting its transaction reference number link in the Ref # column. You will need to enable editing line by line to make changes to the invoice if you use Transaction edit mode.

Be sure to save any changes you make.