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Help | Invoice

This help article applies to version 4.2 of epicraft Invoice

This help article describes how you create and open invoices. You can also find an information on the function of buttons and fields in the invoice window.

  How to create a new invoice

A step-by-step instruction.

  1. Select the menu option File->New->Invoice.

  2. Enter the name of the customer in the text box of the Address section,
    or select it from the list.

  3. Add invoice rows.
    Select an item added earlier from the drop-down list or enter your own row text.

  4. Unit Price and VAT % have been entered automatically if you selected an item from the list, otherwise you need to enter these manually.

  5. Click Save to create the invoice.

  6. Click Print to preview the invoice and display print options.

  7. Choose whether to print the invoice, save it as PDF or send by e-mail by clicking one of the icons.

  How to find and open an invoice

A step-by-step instruction.

  1. Select the menu option File->Open->Invoice.

  2. The 10 latest invoices are shown by default.

    To show invoices for a specific customer, enter the customer name and click Search.

    To show all invoices, click Show All.

  3. Select an invoice from the result pane and click Open to open it.

    You can also double click to open it.

  Features available in the invoice window

Explanations, descriptions and the inner workings for every part of the invoice window.

  • Print

    Shows you a preview of the invoice where you can select to print it, save it as PDF or send by e-mail by clicking one of the icons.

  • Sent

    Marks the invoice as having being sent to the customer

    This could be used as a means to bill a customer on a monthly basis by keeping the invoice unsent (open) until the end of the month, effectivly using the unsent invoice as a form of "time reporting sheet".
    At the end of the month you mark the invoice as Sent and send it to the customer.

    You can find sent and unsent invoices using Invoice Search.

  • Paid

    Enables you to mark an invoice as paid and specify the paydate.

    Marking your invoices as Paid enables you to simplify your bookkeeping using the built in Bookkeeping Report.

    You can find paid and unpaid invoices using Invoice Search.

  • Credit Invoice

    Credits the current invoice and creates a new credit invoice.

    Credit invoices are registered and subsequently displayed on your Bookkeeping Report.

  • Number

    The assigned invoice number for the invoice.

    The number series is automatically maintained and starts at 1 by default, to start from a higher number read more here.

  • Insert invoice row

    Use the ^ button at the start of a row to insert a new row above it.

  • Delete

    Deletes the invoice permanently.

    If you delete a serially numbered invoice, you must keep it to show to authorites, in case of inspection. To keep you safe, a warning dialog is displayed every time you peform an action that would compromise the sequential order of the number series.

  • Delete invoice row

    Use the X button at the end of a row to delete it.

  • Views - Normal, Expanded, Rows and FreeText

    You can switch between a normal or expanded view for the rows section of the invoice and choose whether that view should show rows or free text.

    Normal view

    The normal view shows the rows section of the invoice in its original size. (useful most of the time)

    Expanded view

    Expanded view shows the rows section of the invoice in a larger size.
    Used when you need to add or view many invoice rows or a very long free text

    Rows

    Shows invoice rows. (useful most of the time)

    FreeText

    Shows free text instead of rows.
    Used when you need to enter or view a free text for the invoice.

  • Buttons and fields disabled by default

    Some buttons and fields only become visible after enabling a certain feature.
    You enable features from the menu option Tools->Options, User Interface.

    • Discount

      Adds a separate discount row for each VAT rate used on on the invoice.
      Clicking the button after discount row(s) have been added removes any added discount rows.

    • Discount %

    • A text field showing the selected customer discount in percent. The discount percentage is used when adding a discount row with the Discount button.

    • Reminder

      The Reminder button shows a preview of a payment reminder for the current invoice.

      Clicking the Reminder button does not in itself create a payment reminder.
      The actual payment reminder is only first created after clicking one of the icons print, save as PDF or send as e-mail.

      You can view created payment reminders in the Payment Reminders report accessible from the menu option Tools->Reports.

Tip

  • The address section of a printed invoice fits the address window for a C5 H2 envelope.
  • Add a few blank space rows at the start of your free text to create a bigger gap between your invoice rows and the free text on the printed invoice.
 

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