Sage Business Cloud Accounting
   

Create a new sales invoice

To help you keep track of what your customers purchase from you, how much they owe you and when payment is due, you can create sales invoices. When you a receive payment from a customer, you can record this against the relevant invoice.

Before you can create an invoice, if you haven’t already done so, you need to create a contact record for your customers. If you supply your customers with the same products or services, to save time when entering your invoices, you can also create records for these.

You can customise the appearance of your invoices. For example, add your company logo, change the layout and include your terms and conditions. Any changes you make to the format will show only on drafts and future documents, not on past documents. See Customising sales documents and customer statements for more information.

To create a new sales invoice, complete the following steps:

The fields below are for VAT registered businesses using a Standard scheme. The fields will be a bit different if you aren't VAT registered or are using a different scheme.

Would you like to create a CIS sales invoice?

  1. Go to Sales Invoices, then click New Invoice.

    If you haven’t already entered one, you’re prompted to enter your business address. Enter your address then click Save then click New Invoice again.

  2. Enter the following information:

    Customer

    Enter the customer’s name. As you start to type a list of customers appears and you can click the required customer.

    Alternatively, to add a new customer, click the arrow then click Add a customer, enter the relevant information then click Save.

    Invoice Date

    Enter the date of the invoice.

    Due Date By default, this date is determined by what's set in the Day before invoice is due field in Record and Transaction Settings. If needed, you can enter a different date.
    Reference

    If required, enter a reference. For example, an order number.

    Invoice Address

    If there’s an address in the customer’s record, this appears automatically.

    If there is no address in their record, click Add a main address, enter the address then click Update. This doesn’t update the address in the customer’s record.

  3. To add an item to your invoice, enter the following information:

    Product/Service Select the saved product or service you're selling.
    Description

    Enter a description for the item you’re selling. If you selected a saved product or service, the description you entered for it is automatically displayed.

    Ledger Account Verify that the sale of the item will be posted to the correct ledger account. If necessary, select a different account.
    Qty/Hours Enter the number of items sold or the number of hours.
    Discount If you are giving a discount, enter the amount.
    Price/Rate

    Enter the price of the item.

    VAT Rate

    Select the relevant VAT rate.

    VAT Amount Enter the VAT amount.
    Total

    The total amount for the line item, plus VAT tax based on the selected rate.

  4. If necessary, repeat step 3 until you’ve entered each item on the invoice.

    If you want to charge your customer carriage, you need to enter this as a separate item and choose the carriage category. By default, this is 4905 – Carriage on Sales.
  5. If required, enter any notes and terms and conditions. You may already see notes and terms and conditions if you entered them in Invoice Form settings.
  6. If you want to attach a file such as a sales brochure, image or supporting documentation, select Attachment and then Upload files and then browse to the file.
  7. Click Save to save the invoice and then return to the invoices list or:
  • Save & Email. To save it and then open the Email Invoice window where you can email it to the customer.

  • Save & Print. To save it and then open it as a PDF document that you can print.
  • Save & New. If you want to add another invoice straight away, use this option. You can then email or print this invoice later by accessing it from the Sales Invoice list.

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