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GST-VAT Invoicing - User Guide and FAQ

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How to create an Invoice with sales management program?

Once you have completed the setup steps, you are ready to experiment with creating your first invoice. The following steps will guide you through the invoice creation process.

1. Choose the Invoices Tab then click the button labeled Invoices. This will display a pick list of existing invoices. Click the button labeled "New" to create a new invoice.
2. Click the Customer # button to select the customer for this invoice. This will display a pick list of existing customers. Click the button labeled "New" to add a new customer.
3. On the Customer Screen, enter the customer’s name, address, telephone number, etc.
4. Click the Group button. This will display a pick list of existing customer groups. Click the button labeled "New" to add a new group.
5. Enter the name of the Customer Group to which this customer belongs then click the Save button. The group number is assigned by the system when the group name is saved.
6. Back on the Customer screen, enter any special comments in the large field at the bottom of the window then click the Save button. This will return to the invoice screen.
7. Note that the customer’s name and address are now displayed.
8. On the top right of the screen, note that the sale date defaults to your system date. Edit the sale date if necessary.
9. Enter a department code if needed.
10. Under "Credit Card/Check #" enter the form of payment used. If payment has not been received, you can use this field to enter payment terms (e.g., "Terms: 30 days net.").
11. Locate the box labeled "Line Items" and click the Add button. This will display a pick list of existing products and services. Click the button labeled "New" to add a new product or service. Enter a unique Product ID, License Code, Description and Unit Price. Update the check boxes to reflect if shipping or taxes are normally applied to sales of this product. If you wish to track inventories of this product also check the box labeled "Inventory Item." Finally, enter any Product Text and click the Save button. The Invoice Items screen will be displayed.
12. On the Invoice Items screen, edit the Quantity, Unit Price and the description if necessary. You can also change the "Taxable" status for the item on this invoice. Click the Save button.
13. Note that the line item now appears in the grid and sales taxes, totals and amount due have automatically been computed. Secondary description lines will appear on the printed invoice but do not appear on the Invoice screen.
14. Click the Line Items/Add button to add additional items to the invoice. Note that you can now select from pre-defined products or click the New button to define an additional product.
15. Locate the box labeled "Payments" and click the Add button. Enter the date the payment was received and the amount including any taxes collected. If the payment includes GST/VAT tax at the standard rate then check the box indicating Tax Included. The program will automatically fill in the amount of the tax if you have specified a tax rate. Otherwise you can enter the amount manually. Click the Save button.
16. Note that the total of payments is now displayed on the invoice and the amount due has been adjusted to reflect the payment.
17. Enter any shipping charges and adjustments to the automatically computed sales tax. Note that in the setup above, you may have re-labeled these lines.
18. Enter any Remarks in the large box in the lower left portion of the invoice screen. Any text entered will appear at the bottom of the printed invoice. It does not appear on bills.
19. Click the Print button to view the invoice as it will be printed. You can print the invoice from the Preview screen by clicking the Print option. Click the Done option to return to the invoice screen.
20. Click the Save button to save the invoice. Since this is your first invoice, a dialog box will be displayed allowing you to specify a starting invoice number other than one. Next, A dialog box will be displayed asking if you want to "Add another invoice?" Click Yes or No, as applicable.

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