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Sale Invoices

1View or Search Invoices

Go to Process -> Invoices

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Here you can see list of all invoices. Invoices are categorized as Unpaid, Paid, Draft, Credit Note, Recurring and Void.

  • Unpaid: All the unpaid or partially paid invoices are displayed under this tab
  • Paid: Once invoice is fully paid it is displayed under Paid tab
  • Draft: Invoices saved as draft are displayed under Draft tab
  • Credit Note: All the credit notes are displayed under Credit Note tab
  • Recurring: This tab lists all the recurring invoice templates
  • Void: Invoices marked as deleted are shown under Void tab

Under each tab on top of the list there are few buttons which are used to take action against selected invoices.

  • Edit: To edit selected invoice
  • Void: To mark selected invoice as deleted
  • PDF: To create PDF copy of the selected invoice
  • Copy: To create copy of the selected invoice
  • Email: To email selected invoice
  • Restore: To restore deleted invoice

You can search invoices by Customer or by invoice date.

To search invoices for specific customer select that customer in drop down and click Search.

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To search invoices between specific dates enter From and To date and click Search.

You can also search invoices for specific customer by date.

2Create an invoice

To create a new invoice go to Process -> Invoices and click Create Invoice.

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You will see a screen below.

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Follow the steps below to create an invoice.

  • Select the customer you want to create invoice for
  • Select invoice date
  • Due date is by default set to 1 month after invoice date which can be overridden.
  • Invoice number field shows the next available invoice number which can be overridden as well
  • Item: Item you are selling to your customer
  • Description: Brief description about goods or services you are selling
  • Unit Price: Price of a single unit of goods or services you are selling
  • Qty: Quantity in which you are selling goods or services
  • Nominal Code: Nominal account code under which you want to record this sale
  • VAT Rate: VAT rate applicable to that particular good or service
  • Once you entered above details it automatically calculates rest of the values and show in the box
  • You can also select the bank to show bank details on invoice and change default invoice footer text
  • Once done you can either click SAVE AS DRAFT button to save invoice as draft or click SAVE AS UNPAID button to save invoice as unpaid invoice.
  • Click CANCEL button if you do not want to create the invoice.

3Edit an invoice

To edit an invoice go to Process -> Invoices.

Select the invoice you want to edit and click Edit button.

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You will see the selected invoice in edit mode as below. Update the invoice as required and click UPDATE button to save changes. Click Cancel button to cancel invoice editing.

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4Delete an invoice

In Easy we don’t physically delete invoice. We mark it as deleted and store it under Void Invoices tab so if you have deleted any invoice by mistake you can still restore it.

To Void an invoice go to Process -> Invoices.

Select the invoice you want to void and click VOID button.

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You can view all void invoices under Void tab.

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5Restore a deleted invoice

If you have deleted an invoice in Easy by mistake don’t worry we don’t delete any invoice from the system but mark them as void. you can find all void invoices under Void tab.

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To restore deleted invoice select the invoice you want to restore and click Restore button.

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Once invoice is restored you can view it under Unpaid tab.

6Create PDF invoice

To create PDF invoice go to Process -> Invoices.

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Select the invoice you want to create PDF for and click PDF Button.

When prompted to save a file save it on your computer and open PDF file.

7Copy invoice to create new invoice

Copy existing invoices to create new one to save time.

Go to Process -> Invoices.

Select the invoice you want to copy and click COPY button.

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This will copy the selected invoice with new invoice number.

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Click SAVE to save this new invoice or click Cancel if you do not want to create this invoice.

8Email invoice to customers

Go to Process -> Invoices.

Select the invoice you want to email and click Email button.

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This opens a pop up as shown below.

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Enter the email address where you want to email invoice under To section, enter the email addresses in CC and BCC section if you want to copy same invoice to some other email address, enter the subject and click SEND EMAIL button.

PDF copy of the invoice is attached to the email sent.

9View invoice details

To view invoice details go to Process -> Invoices.

Click on invoice number as shown below.

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This will open an invoice detail page as show below.

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  • From this screen you can Edit or Delete invoice, create invoice PDF and send invoice in email.
  • To upload attachment to the invoice enter the title, select the file to attach and click Upload.
  • You can also make quick payment of invoice and add notes to the invoice.
  • Click GO BACK button to go back to invoice list.

10Attach documents to invoice

To attach documents to invoice go to Process -> Invoices.

Click the invoice number to which you want to attach document.

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You will see screen below.

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Go to upload Attachment section on this page.

Enter the title of the attachment, select the document to attach and click Upload.

Once uploaded document will be shown under Upload Attachment section.

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You can click X sign to remove the attached document.

11Record payment received for the invoice

To record a payment received from any particular invoice go to Process -> Invoices.

Click the invoice number of the invoice for which payment is received.

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Under Quick Payment section enter the necessary details and click Submit button to record quick payment.

Once the payment made you can see it under payment history section.

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12Write notes for an invoice

Go to Process -> Invoices.

Click the Invoice number for which you want to add notes.

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This will open this invoice for viewing. Scroll down to the Note section.

Enter the note in the area given and click SAVE NOTE button.

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13Create recurring invoice

Go to Process -> Invoices.

Click Create Recurring Invoice button.

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Fill in the required details in screen below and click SAVE to create recurring invoice.

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  • Frequency: how frequently you want to create invoice.
  • Create Invoice As: Select if you want to create new invoice as Approved or Draft.
  • Occurences: Define how many invoices should be created on defined interval. So if you say 5 occurrences and Frequency as weekly that means upto 5 weeks on defined date invoice will be created. From 6th week it will not create invoice.
  • Create Paymnet on recurrence: If you tick this box then each invoice created through this template will be marked as paid and a money in entry will be created in selected bank.

Click CANCEL if you do not want to create recurring invoice.

Once saved you can view the recurring invoice under Recurring tab.

14Edit/Delete/Copy recurring invoice

To edit, delete or copy a recurring invoice go to Process -> Invoices.

Select Recurring tab.

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Select the recurring invoice you want to edit/delete or copy and click Edit/Void or Copy button.

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