How to Create an Invoice

1. On the Finances tab, in the Invoices group, click Add. The Invoice Screen displays.

Figure: Invoices Screen.

2. To search for an existing Contact, select a Search icon next to the Contact field OR to add a new contact record, click the New icon next to the Contact field.

3. The selected or added Contact will automatically populate the Bill To and Ship To addresses. To change either of these, click the respective buttons. A list of Associate records for the selected Contact will appear. Double-click the desired address.

4. Fill in appropriate information on the top portion of the Invoice screen.

5. Click the save icon to save the record. The buttons in the Invoice Detail part of the screen will now become available.

6. Choose one of the following ways to add line items to the invoice:

To bill for completed services:

Click the Load Billable Activities button. All completed, billable activities associated with this contact will be available to be selectively loaded as line items on this invoice.

To bill for single items at list price:

Click the Rapid Add button and select the products you would like to have appear on the invoice. Click the Add Selected Products button.

Once the screen is open, the system will quickly find the desired product when you start typing the first letters of the product name.

Figure: Rapid Add Products to an Invoice Screen.

The Use Grid Entry button provides another way to enter data in a Grid View. Once data is entered on a screen, you cannot switch views as the button will be temporally grayed out.

To add more than one quantity of an item or to add an item with a price other than the default price:

Click the Add button to open the Invoice Line Items screen. Select a Product from the drop down and change other fields on the screen as necessary. Click the Save icon to save the record. To add another line item, click the Add icon and repeat this step as necessary. Close the screen when you have added all line items.

Figure: Invoice Line Items Screen.

Once a Product is selected, click the Invoice History button or the Open Contact button in the upper tool bar to view the sales history of the selected product. For more details, refer to “Viewing Product SalesHistory When Creating an Invoice”.

7. When you are done adding line items, click the Save icon to save the Invoice.

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