Creating a new invoice
Invoice stacks
The Layer allows you to raise invoices against sales orders. Typically, invoice stacks will be shown in the Finance module, though this is not a strict limitation.
Sales order - Invoices tab
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 columns displayed in the Invoices tab in a sales order record are as follows:
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
From a sales order record, select the item(s) that require an invoice and click the Invoice button.
N.B. Recurring service charges cannot be invoiced.
N.B. If certain mandatory selections on the Header tab have not been made, The Layer will not permit you to create an invoice. A message will be displayed advising you of what is required:
Created invoices will be visible within the Invoice tab:
Clicking on the invoice reference will open the Invoice Manager for that invoice.
The information shown includes:
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 | Depending on your system configuration, you may see a nominal code at invoice-level. |
Terms | The payment terms for the invoice, e.g.
|
Reference | The Layer Invoice Reference will be displayed here |
Sub company | If your system has sub companies enabled, this will be shown here. |
Status | Draft, Finalised, or Cancelled |
The Send Invoice on Finalise option will show if enabled for your instance. See here for more information.
Adding an item to an existing invoice
Items can be appended to an existing invoice as long as it belongs to the same sales order.. To do so, tick the box next to the item and click the Invoice as before. 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 click Next.
This will take you to the Invoice Manager.
Customer balances
If the invoice belongs to an existing customer (as opposed to a newly-converted lead), then you may wish to check for any available fund balances that could be used for payments.
The balances are found on the left hand side of the customer record and the sales order.
Customer Debts
Prior to any deal 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 owes 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 then the balance would alert users to this.
In the example above we can see that our customer has a negative balance of -£3,382.60. 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.
You may also wish to take this further and place the customer on hold. This lets you place a visible warning on the record, and optionally restrict the actions that can be carried out. See this article for more information.
Emailing the invoice
To email an invoice simply click on the Email Invoice button and The Layer will open 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 dropdown button.
Within the email window, users can amend the email body with any additional information that may be required.
Printing the invoice
You can click Print Invoice to create a PDF for printing or sending.
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.