Invoice Creation

'Invoice' Page Overview

Accessing the Invoice Feature

• Navigate to the Invoices page within the Sell module.
• Click on the "Add New Invoice" button to open the invoice form.

STEP 1: Create A New Invoice

New Invoice Form

Filling Out the Invoice Form

1. Invoice Number & Date: The system automatically generates these details for accuracy and traceability. You can edit the invoice date if necessary, but you must provide a justification for any changes as per governance best practices.
2. Customer Purchase Order Number: If applicable, input the customer's purchase order number to align with their records.
3. Payment Terms: Define the payment terms, indicating the number of days the customer has to settle the invoice. For cash sales, set this term to zero.
4. Due Date Calculation: The app calculates the invoice's due date based on the invoice date and the payment terms.
5. Customer Selection: Choose an existing customer from the dropdown menu or add a new customer profile with the necessary details.

Adding Products or Services

1. Use the "Add Products" or "Add Services" button to include the items or services provided.
2. For businesses with multiple warehouses, ensure you select the correct warehouse and input the ordered quantity.

Reimbursement/Disbursements

For service-oriented businesses, utilize the "Add Reimbursement/Disbursements" feature to handle expenses incurred on behalf of the customer, aligning them with the appropriate accounts for accurate financial tracking.

Bank Account Details

• Include your designated bank account details on the invoice to facilitate direct transfers or payments through a gateway.
• If preferred, hide these details by selecting the "no display" option in your business profile settings.

Additional Invoice Information

• Utilize the "Remarks" field to communicate any additional information to the customer.

Step 2: Save the Invoice

1. Save and Process: Once you’ve filled out all the required fields, click “Save.”

2. Pending Status: After saving, the invoice will appear under the “Pending” status in the invoice list.

Step 3: Further Actions

1. Access Actions: Click the dropdown in the “Action” column next to the pending invoice.

2. Send Pro Forma Invoice: You can send a Pro Forma Invoice directly by selecting this option. A Pro Forma Invoice is a preliminary or estimated invoice sent to a buyer before goods or services are provided. It typically outlines the items, quantities, and prices but doesn’t require payment at that stage. It’s often used to confirm details of a transaction before the final invoice is issued.

3. Send Official Invoice: For an official invoice, select “Send Official Invoice.”

Step 4: Select Warehouse (Official Invoice)

1. Warehouse Selection: Upon selecting “Send Official Invoice,” you’ll be prompted to choose the warehouse from where the product is being dispatched.

2. Confirm and Submit: Select the appropriate warehouse, then click “Submit.”

This step-by-step guide should help in creating and managing invoices efficiently within the XFlow system. The visuals provided give a clear depiction of each stage, making it easier to understand and follow through.