Quick invoices are used to invoice a direct sale, for example a cash sale. This is a way of invoicing goods that are delivered with no prior sales order.
The quick invoice function allows the user to skip the sales order process, while quickly and easily recording the sale as well as the inventory leaving the warehouse.
As far as the accounting, statistics, payment overviews etc. are concerned, the functionality of a quick invoice is the same as creating a sales order.
Note that if the user would like to have a ‘mandatory batch/serial number’ then they should use ‘sales orders’ instead of the ‘quick invoice’ function.
A quick invoice can, however not be saved or edited for use at a later date.
Note that if the quick invoice window is closed before the invoice has been saved, all data will be deleted and will neither be saved nor posted to the accounts.
Create a ‘Quick invoice’
To create a ‘Quick invoice’, use the navigation panel to go to Customer/Quick invoice.
(Click on screenshots to enlarge).
- Select the Customer account from the dropdown ‘Account’ menu. If the customer has not yet been set up, then set it up by using the navigation panel and going to Customer/Customer, ‘Add’.
- The user is then able to use ‘Quick invoice’ and go directly to the lines and enter the sale as shown in the screenshot below.
(Click on screenshots to enlarge).
- The ‘Delivery address’, ‘Reference’, ‘Orders’ and ‘Dimensions’ headers are minimized in the screenshot above. Click on these headings to expand them and enter this data, if is to be included on the Customer invoice.
- The ‘Delivery address’ panel allows the user to select whether the delivery address is the same as the invoice address, as shown in the screenshot below. This way one Customer account can be used to invoice several debtors.
(Click on screenshots to enlarge).
- If no more information is entered, then the system will use the Customer’s master data where required, for example, for payment and/or delivery terms.
- The total ‘Amount’ before any VAT that will be shown on the invoice is displayed at the top of the screen to the right of the toolbar buttons. ‘Cost value’ and ‘Margin’ is also listed here.
- Once all information has been entered, the invoice can be created. If desired, a simulation can be prepared first, to check whether all information has been entered correctly.
Simulate invoice before finalising
The invoice can be ‘simulated’ before it is finalised, to be sure that the correct number of items and amounts etc. have been entered.
- Click on the ‘Create invoice’ button in the toolbar/ribbon. Put check mark in the ‘Simulation’ box to simulate the invoice, as shown in the screenshot below.
- Click on ‘Generate’ to simulate the invoice.
- Click on ‘OK’ to view the ‘Invoice proposal’, as shown in the screenshot below.
- Check the invoice proposal and either edit and simulate the invoice again or follow the instructions below to send the invoice.
Send invoice
Once the invoice has been checked it can be updated and sent. This is the same procedure as above, when simulating the invoice, except that the ‘Simulation’ box will not be checked this time.
- Make sure the ‘Simulation’ box is not checked.
- Today’s date is suggested, but this can be changed.
- Check the ‘Print preview’ box if a print preview of the invoice is required.
- Check the ‘Send as e-mail’ box to send it as an e-mail.
- Enter the ‘Email’ that the invoice should be sent to.
- Select whether the invoice should be sent ‘only to this email’.
View invoice and inventory
The invoice can be seen in the Customer and Inventory modules.
- Use the Uniconta navigation panel to go to Customer/Customer and click on the ‘Transactions’ or ‘Invoices’ buttons in the toolbar/ribbon, as shown in the screenshot below.
(Click on screenshots to enlarge)
- Or view the invoice under Customer/Reports/Transactions or Customer/Reports/Invoices, as shown in the screenshot below.
Inventory transactions can be viewed in the Inventory module either under:
- ‘Items’ and by clicking on the ‘Transactions’ or ‘On-hand’ buttons in the toolbar/ribbon, as shown in the screenshot below.
- or under Inventory/Reports/Statement or Transactions or On-hand’, as shown in the screenshot below.
