The Layer allows you to raise invoices against sales orders. Typically, Invoice stacks will be shown in the Finance Module, though they are not limited to this.

Invoices can only be created within a sales order. The Invoices tab will show any invoices that have been created against that sales order:

The information within the Invoice Tab in the sales order is as follows:

PDF

Click here to download the invoice PDF

Raised

The date the invoice was raised

Reference

How many items have been added to the invoice

Items

How many items have been added to the invoice

Total ex. VAT

The total excluding VAT

Total inc.VAT

The total including VAT

Fund Discount

Any hardware fund discounts that have been applied to the invoice

Payments

Any invoice payments that have been received

Credit Notes

If any credit notes have been applied then the total of the credit note will be displayed here.

Refunds

Any refunds amounts that have been issued will be displayed here

Balance

Any outstanding balances will be displayed here.

Sales Order – Creating an Invoice

To create an invoice for the order products users must follow these steps.

1. Select the item(s) that require an invoice and then press the Invoice button.

N.B. Recurring service charges cannot be invoiced.

N.B. If the header tab has not been correctly configured, The Layer will not permit you to create an invoice and a message will be displayed advising what is required:

Your invoice will then be visible within the Invoice Tab:

Clicking on the invoice reference will direct users to the Invoice Manager page and the following info must be populated:

External PO Ref

This will pull through from the quotation if the customer has provided this when electronically signing the quotation. This can also be entered here if it previously has not been entered.

Nominal Code

An invoice nominal codes

Terms

These are the payment terms that must be applied to an invoice and these are as follows:

  • Cash Accounts – Account conducted on a cash basis

  • COD – Cash on delivery

  • Hardware Fund Account – From hardware fund

  • Net days – These denote how many days after the invoice date that a customer has before payment is due:
    o Net 7, 10, 14, 30, 60 & 90

  • PIA – Payment in advance

Reference

The Layer Invoice Reference will be displayed here

How to Add an Item to an Existing Invoicing

If you have to add an item at a later stage of the order and have to add it to an existing invoice you will have to append it. To do so tick the box against the item and invoice as illustrated above. In the next pop-up window click Append Invoice.

You will then be asked to choose which invoice you would like to add the item to. Select the relevant invoice from the drop down and press next.

This will then take you to the Invoice manager where you can send the invoice to the customer as normal.


Checking customer balances

Once the invoice has been created, if this is against an existing customer record i.e. not a lead that has converted to a customer, users should check the customer’s available balances to check if payment can be taken from any funds that are available. The balance will be found on the left hand side of the customer record and the sales order.

Customer Debts

Prior to any quotation being quoted it is expected that users check the customer’s balance to ensure there are no outstanding monies that are owed. If a customer is owing money then it is expected that the quote would not be provided until all debts are settled. However if this is missed for any reason the balance would alert users to this.

In the example above we can see that our customer has a negative balance of -£3382.60 in this instance if there was an issue at this point we would apply a flag to the customer record to ensure that no further orders were placed until monies are recovered. Please see our article on Customer Flags.

Emailing the invoice

To email an invoice simply click on the Email Invoice button and The Layer will trigger a new email window with the invoice attached.

Any contacts that have been saved against the record with an email address will be available within the To drop down button.

Within the email window users can amend the email body with any additional information that may be required.

Printing a hardcopy of the invoice

Should a paper copy of the invoice simply press the button and the Layer will download a PDF copy of the invoice so that you may print it.

Deleting an Invoice

To ensure that you are compliant with HMRC guidelines you should not delete any invoices.

Please see our knowledgebase article for further information.

Did this answer your question?