6. G002-Create an Invoice¶
Overview
| Date: | March 13, 2015 |
|---|---|
| Author: | Corbin Fletcher |
| Ducument ID | Release Date | Author | Version |
|---|---|---|---|
| G002-Create an Invoice | 12/12/2014 | Corbin Fletcher | v 2.0 |
New in version 2.0,: Content added 30/1/2015
6.1. Introduction¶
The invoices from the previous business day must be filled on the next available business day. This is an important task and must be done accurately. We archive all our sales invoices to assure that we are being transparent in the case of an audit by the government of Belize. At the end of each month, the entire month stack of invoices are filled and stored.
6.2. Processes¶
- From QuickBooks chose invoice template from top of the page.
- On the Home page, click the Create new Invoices icon.
- Click the Customer:Job drop-down arrow and select a customer from the list. If customer is not in list chose “B-CASH” from the drop down list.
- Be sure the date and other information is correct.
- Click the first line in the Item column. Then start typing the name of the item (e.g., power supply). A list of items will appear and chose the correct item for your invoice.
- Click the drop-down arrow and select an item. Can be physical item in inventory or labor.
- Enter the quantity of the item
- (Optional) Change the description and price of each item if necessary.
- (Optional) Enter (Select) a customer message.
- (Optional) To print or email the invoice later, click the To be printed or To be emailed checkbox.
- Select proper tax liability for customer, e.g., GST.
- Review your work prior to saving the invoice
- In the lower left corner of the Quickbooks invoice window is the customer message drop down menu. You should always chose the last message in the list.
- In the memo field – also lower left – you should enter your initials in the box; however, if you are creating an invoice for a work order with Completed to be invoiced status you are required to enter the initials of the technician who performed the service.
- If you have more invoices to enter, click Save & New. Otherwise, click Save & Close.
- (Optional) If you chose to print the invoice later, choose File=>Print Forms=>Invoices when you’re ready to print. If you chose to email the invoice later, choose File=>Send Forms when you’re ready to send it.
6.3. Definitions¶
- Tech-pricing:
- is a term used to state that an individual is receiving a discount on items purchased in our retail store location. The types of individuals who are available for our Tech-pricing discount vary, but a short list is, SigerTronic Systems technicians/employees, schools, students, etc. If you have questions regarding who is eligible or not eligible for tech-pricing see management prior to granting tech-pricing.
- Master price list:
- Is a list of all stock items in our inventory. The master price list provides information such as detailed item description, cost before tax, cost after tax, and actual tech-pricing cost.
6.4. Addational Information¶
- If you need to delete an item from your open invoice, select the line item with your mouse pointer, and right click, then chose delete from the drop down box.
- Be sure to verify your work is absolutely correct prior to saving the invoice. Once you have saved the invoice you cannot make any changes.
- Customers receiving “Tech-pricing” (e.g., SigerTronic Systems technicians, schools, students, etc.), you must first check the master price list, and then adjust the value in the rate column appropriately for the item being sold.
- There are two ways to create an invoice from a QuickBooks sales order, first by starting from an existing sales order, and second by starting with a new (blank) invoice. If you want to create an invoice for more than one sales order, you have to start with a new invoice.
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