Setup Example – Customer Invoices
- Customer Invoices charge customers for goods or services.
- In this example, the customer is debited and the Sales account is credited (Dr Customer, Cr Sales).
- The invoice entries can be created as items with selling prices.
- Invoices can also have custom entries In that case, the person creating the invoice must enter the information and prices when they capture the invoice.
- You can specify a fixed ledger account (e.g. sales or services rendered) or allow bookkeepers to select the ledger account when entering the transaction. Set Credit Type to Ledger, and use Default – Credit Account for the account selected by default.
- The Reserve resolve reserves stock until a Goods Issued transaction is created. When the invoice is Complete, its reserved items are copied to Goods Issued to Customers automatically.
- Invoices can also be copied to Customer Credit Notes, Customer Receipts and Delivery Notes.
💡This page provides an example of a Transaction Type setup for Customer Invoices.
Header
- Description: Customer Invoices
- Code: CUS INV
- Entities: All
Settings (tab)
- This section lists the compulsory and optional settings that can be used to customise Customer Invoices.
- Settings with Default as part of the name can be changed when capturing a transaction.
| Setting | Description | Value | When Required |
|---|---|---|---|
| Accounting > Credit Account Filter (Enter string contained in Accounts > Lookup) | Limits the accounts that can be selected to those that include the letters entered. The filter is case-insensitive. | Sales | If you want to limit the accounts that can be selected. Requires all your sales accounts to include the word Sales in the lookup field. |
| Accounting > Credit Type | Select from a dropdown list of account types. The options are:
| Ledger | Always |
| Accounting > Currencies | Select which currencies apply to the Transaction Type. The options are:
| Select an option from the dropdown list (e.g. Company Currency). | If you use multiple currencies. |
| Accounting > Debit Type | Select from a dropdown list of account types. The options are:
| Customer | Always |
| Accounting > Default – Credit Account | Select a default account from the dropdown list. | Account Sales | If you want to specify the sales account to credit. |
| Accounting > Default – Deposit % | Enter the default deposit percentage that customers must pay or that must be paid to suppliers. | Enter the number that represents the percentage deposit customers pay on average (e.g. 50 for 50%). | If customers pay deposits. |
| Accounting > Default – Price includes VAT | Checkbox. If checked, the price includes VAT. Determines how VAT is calculated.
| Check the box. | If you use VAT-inclusive prices. |
| Accounting > Default – VAT Category (Input/Output) | Select a VAT Category from these options:
| Output + (e.g. Customer Invoices) | Always if you are registered for VAT. |
| Accounting > Default – VAT Type | Select a default VAT Type for the Transaction Type from a dropdown list of all the created VAT types. | Select the Standard VAT Type. | Always if you are registered for VAT. |
| Accounting > Enable Accounting | A checkbox. If checked, accounting is enabled. If unchecked, transactions are created in the module and not posted to the ledger. | Check the box. | Always |
| Accounting > Set Due Date from Credit Terms | Checkbox. If checked, the credit terms prefill due dates. | Check the box. | If you use due dates to indicate payment dates. |
| Calendar > Enable Date End (Enter Caption) | Enter a caption for the transaction’s end date on the calendar. | Enter a caption (e.g. Cal End Date). | If you are integrating customer invoices with calendars (e.g. to show delivery schedules or payment due dates). |
| Calendar > Enable Date Start (Enter Caption) | Enter a caption for the transaction’s start date on the calendar. | Enter a caption (e.g. Cal Start Date). | If you are integrating customer invoices with calendars (e.g. to show delivery schedules or payment due dates). |
| Calendar > Resource Calendar (Transaction Items) | Select the Calendar Type for the transaction from the dropdown list. | First create a calendar for customer invoices. Select that calendar from the dropdown list. | If you are integrating customer invoices with calendars (e.g. to show delivery schedules or payment due dates). |
| Calendar > Set Quantity from Calendar (Duration between Start and End Dates) | Checkbox. If checked, the durations on transactions are automatically changed to the working hours between the end and start calendar dates. The quantity is rounded to the calendar’s smallest scale. Days are calculated on a check-in/check-out model: 12/10/25 – 13/10/25 = 1 day. Transaction update method:
| Check the box. | If you are using calendars and the start and end dates are not on the same day. |
| Defaults > Default – Data Filter | The default filter when you view a list of transactions for the Transaction Type (e.g. This Month, Pending). | Select an option from the dropdown list. | The default value is Pending & Active. Add this setting if you want a different default filter. |
| General > Add Items from the following Categories | Limits the items that can be added to those in the selected categories. Click Edit in the Value column and select the categories. | Click Edit. Move the categories from the Available to the Selected section to include them. Move the categories from the Selected to the Available section to exclude them. | If you want to limit the items that can be added to a customer invoice. |
| General > Add to Followers | Select Follower options from the dropdown list. Multiple options can be selected:
| Check the boxes for all the groups you want to send the invoice to. | If you want multiple people to receive a copy of the invoice when it is emailed. |
| General > Contact Lookup | Select which contact fields to include when selecting a contact for a transaction from the dropdown list. The options are:
| Select the applicable option from the dropdown list. | If you want to select the contact by position or location. |
| General > Enable Address | Select which addresses are enabled on the transaction from the dropdown list. You can select one or both:
| Select Delivery. Also select Billing if you want to show the billing address. | If you want to show the billing or delivery address on the invoice. |
| General > Enable Artwork | Checkbox. If checked, artwork is enabled and can be uploaded to an entry on a transaction as an attachment. | Check the box. | If you want to show the artwork on the invoice. |
| General > Enable Assets | Checkbox. If checked, you can select an asset from a dropdown list. | Check the box. | If you use assets to generate income (e.g. you service or repair assets for customers). |
| General > Enable Company | Select what type of company should be in the header:
| Customers (Active) Prevents invoices from being generated for suspended customers. Select Customers (All) instead if you generate invoices for customers regardless of their status (e.g. to charge them interest). | Always |
| General > Enable Due Date (Enter Caption) | Enter a caption to add the Due Date field to the transaction (e.g. Due Date). | Payment Due | If you want to indicate a due date. |
| General > Enable Entities | Select an option from this list:
| Branch | If you allocate transactions to branches. |
| General > Enable Proposals | Checkbox. If checked, proposals can be created from the transaction. | Check the box. | If you want to use proposals. |
| General > Enable Required Date (Enter Caption) | Enter a caption to add the Required Date field to the transaction (e.g. Req. Date). | Order Required | If you need an additional date field. |
| General > Enable Staff | Select how transactions are assigned:
| Rep | If you want to allocate the invoice to a rep or staff member. |
| General > Enable Timekeeping | Enables the Timekeeping module. | Check the box. | If any tasks related to the invoice must be tracked. |
| General > Reference Lookup | Enter Reference lookup lists. | Click the Value column. Enter a reference, one entry per line. Check Auto Height to show the full list. | If you want staff to select a reference from a lookup list instead of entering one. |
| General > Transaction Number | Specifies how transaction numbers are allocated when the Transaction Type is first created. The options are:
A warning appears on the orange warning bar if a duplicate transaction number is entered.
This setting cannot be changed if there are transactions. | Select an option from the dropdown list (e.g. Generate (Entity)). | If you have multiple entities that each have their own VAT numbers. |
| Inventory > Enable Resolves | Specify what must happen to inventory items. The options are:
| Reserve | If you use inventory management. In this example, the stock is reserved until a Goods Issued to Customers transaction is created. |
| Transaction Items > Enable Adding Items | Specify which type of items can be added to a transaction. The options are:
All the buttons to add items still appear. A disabled feature shows an error message when clicked. | Select an option from the dropdown list (e.g. Items to prevent custom entries). | If you want to limit the items that can be added to an invoice. |
Statuses (tab)
- You may create an unlimited number of statuses.
- However, there are only four Status Groups:
- Pending
- Active
- Complete
- Cancelled
- The first status should allow editing.
- The final status should ideally not allow editing.
- If the setting Accounting > Enable Accounting is checked, at least one status should have the Accounting column checked.
- If inventory is used, at least one status should have the Inventory column checked.
- If editing is allowed when the inventory or accounting columns are checked, any accounting or inventory reports should be considered provisional.
Categories (tab)
- Use categories to sort records.
- The categories you choose should be meaningful to your business.
- Using categories is optional but recommended.
- Categories can be copied from another Transaction Type. The existing categories are replaced by the copied categories.
Copy Rules (tab)
- Copy Rules determine when transactions may be copied.
- Although two transactions are involved in the copy, you only need to create one Copy Rule.
- User access must be set for each Copy Rule.
- You can automate copying transactions by selecting a Trigger status.
Output Templates (tab)
- Output Templates are the forms you need to print, preview or email a transaction (e.g. invoices).
- Default templates are included. They automatically show your company name, logo and bank details, as filled in on the Output tab of a registered entity.
- You may edit these templates to include or exclude information.
- You may also create your own forms and templates from scratch.
