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/Kit - click  to toggle between a description/item/kit 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.