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How to create sales invoices

Created on  | Last modified on 

Summary

How to create, customize, and email customer invoices in Sage Accounting. This guide also explains how to reorder invoice lines.

Description

Create sales invoices to:

  • Record customer purchases
  • Track outstanding balances
  • Monitor payment due dates

You can print or email invoices. Apply payments to invoices when received.

To create an invoice, first create contact records for your customers. 

You can customize, add a company logo, and apply a template by following the article Customize sales documents.

Resolution

Before you start

Create a contact record for each customer. If you frequently sell specific products or services:

  • Create product or service records
  • Use stock items in invoices

Sage Accounting automatically reduces stock levels when you include stock items in invoices. You can’t sell out-of-stock items. Save the invoice as a draft until you update stock levels.

Recording a Sales Invoice

  1. Hover over Sales, then select Sales invoices
  2. Select New Invoice.
  3. Complete all required fields marked with an asterisk (*).
  4. In Product/Service, select or create an item.
  5. If the item has multiple prices, select one in Price/Rate.
  6. For transaction analysis, click the ellipsis (...) and choose a category.
  7. Review Net and Total at the bottom. 
    • To save as a draft, check Save As and choose a format.

Charging Shipping Fees

Enter the net amount in the Shipping field and select the tax rate.

Attachments

Click the attachment icon and select Upload Files to add receipts or purchase orders.

Save the invoice

Select Save or Save and Email.

Next steps

After saving the invoice, you can:

  • Apply a payment
  • Apply a credit note
  • Email the invoice
  • Edit the invoice

 

▼Tracking Sales Invoices

To view invoice status:

  1. Go to Sales, Sales Invoices.

  2. Select an invoice created after 01/03/2019.

  3. Hover over:

    • Created: Shows creation date/time
    • Sent: Indicates if sent manually or by email
    • Viewed: Shows if and when the email was read
    • Paid: Displays payment status (green = paid, light orange = partially paid, dark orange = overdue)

To enable the Viewed status, email the invoice from the invoice page or during creation.

 

▼Managing existing invoices

From Sales, Sales Invoices, select an invoice to:

  • View details (for example, payment status)
  • Email the invoice as a PDF
  • Copy the invoice
  • Edit the invoice (if not paid, credited, or included in a tax return)
  • Apply a payment
  • Create a credit note
  • Print a delivery slip

▼View Payment and Allocation details

  1. Open the invoice or credit note from Contact Activity or the Sales tab.
  2. Click Amount Paid.
  3. Click Payments and Allocations to view the breakdown.

▼Converting a Draft or Pro Forma Invoice

  1. Go to Sales, Sales Invoices.
  2. Click the desired invoice and edit if needed.
  3. Click the invoice and edit if needed.
  4. Uncheck Save As.
  5. Choose one of the following:
    • Save
    • Save and Email
    • Save and Print
    • Save and New

The system has now finalized the invoice and recorded it in the general ledger.

▼Customizing Sales Invoices

Use the Customize menu at the bottom of the invoice page to personalize your invoice. Click Print Preview to preview changes.

▼Emailing sales invoices

Invoices are online. When emailed, customers receive a link to view, save, or print. You can also attach a PDF.

To create a sales invoice

  1. Go to Sales, then click New Invoice.

  2. Enter:

    • Customer: Type the name or click Add a customer
    • Invoice Date
    • Reference (optional)
    • Main Address: Auto-filled from the customer record

  3. Add items:

    • Description
    • Category: Click the arrow to change
    • Price/Rate
    • Tax Rate
    • Total

  4. Add notes or terms if needed.

  5. To attach files, click Attachment, Upload Files.

  6. Click Save Invoice, Save as Draft, or Save and Add New.

  7. To print, email or download, open the invoice. Choose the option on the right.

▼Reorder invoice lines

  1. Save the invoice as a draft.
  2. Click Reorder lines.
  3. Drag and drop lines using the Reorder icon.
  4. Click Apply.
  5. To finalize, clear the Draft checkbox and click Save or Save and Email.