About This Walkthrough

This walkthrough will take you through the following scenarios:

• Creating an invoice run
• Choosing a customer to invoice
• Creating an invoice
• Emailing an invoice

Roles

• Accounts Manager (Margaret)
• Accounts (Mathew)    

Story

Margaret is the Accounts Manager at our company. She is in charge of creating the customers invoices monthly and sending those invoices directly to the customers. Using the customer created in Creating Your First Customer And Agreement she is going to create a single invoice and email to the customer. Mathew, an accounts assistant, is going to double check the invoice when it has been created and email it to the customer.

Creating an invoice run

1. From the home page, choose Invoices and the Invoice Run tab
2. Choose New
3. Pick a date to be printed on the invoices, this will show as the tax point. Use the first day in the month for our 'Swan Pub' customer. i.e. 01/10/2021
4. Pick a date to select any agreements that are due to be invoiced up to the entered date. In our example the customers next invoice date is 14/10/2021 so as long as we enter this date or a date past it will our customer will be shown in the to create list.
5. Choose Create, an invoice run is created and the To Create tab shows you all customers that are due an invoice up to and including the 01/10/2021
   

Creating the invoice

1. Under the To Create tab scroll down until you find 'The Swan Pub'
2. Select this customer and check the tick box in the left hand column
3. Choose Create Selected Invoices
4. The windows will refresh. The customer has been removed from the To Create Tab and is now shown under the Created Invoices tab. Also the invoice run at the top of the screen now has values in the Vat, Net and Gross Columns. As long as you only created the one customer you should see £2.00, £10.00 and £12.00
5. From this point you could automatically send all of the created invoices out in a single batch, however in this instance we are going to double check the invoice before emailing it to the customer

Emailing the invoice

Mathew, the accounts assistant, is going to check the invoice and email it to the customer.

1. From the home page, choose Invoices and the Invoices tab
2. In the search window enter the Company Name as 'The Swan Pub'
3. The invoice is displayed, showing a total of £12.00 with a single item.
4. From the options dropdown choose Email Invoice
5. Your preferred emailing client will be displayed with a new email ready to sent. The invoice will be attached as a pdf and the correct email address filled out ready to send

Next Steps