Contents - Index

Client Invoices

For an overview of how invoices work go here. 

Invoice processing is carried out from the Customer Invoices form.  This provides access to a range of forms that analyse the current state of client debts, allow you to print statements, make payments and review outstanding debt.

To create invoices complete a two-step process:

1. Create the invoice header.  

This consists of the due date (used to calculate debtors aging), optional order number/job card, entry date, invoice number (created automatically), and a description of up to 200 characters (optional).  

The Billing Date defaults to today's date.

The Due date defaults to the 20th of the next month.

If the client provided a Order No., enter that.  If you are running Retail Workshop this field is Job card: You can select from the client's existing jobs by clicking the button to the right of the field.

Include a client contact (Who for) if you wish to.  If the contact has not been created click New on the Contact selection list.  

Enter a decription of the purpose of the invoice.  The description is used to help make it easy to identify the invoice on pick lists.

Save the header to create the details.   

2.  Create the invoice details 

  • Click Add to create a new line. A new form is opened with the fields blank.
  • Enter the description of the item on the line - this is not necessary if the line is for a stock item.  In that case the stock description is used.
  • If the item is in the inventory a Unit Price displays.  If it is not an inventory item enter the unit price. The default unit price is the retail price. Trade and buy prices also display if you intend to use either one of those.  The buy price displays to help you avoid selling at below cost.
  • Enter any discount that is to be applied.
  • If the item is the inventory a unit of measure displays in the Units field.  You can optionally include one if there isn't one there already.
  • Enter the number of units.  The line charge and tax (if any) are calculated.
  • If the item is a stock package all items that make up the opackage will be drawn down by the required number of units.  For example if an item has two units in a package, and you are selling three of those packages, 6 that item will be drawn down by 6 units.

    You may add text to any existing line of an invoice.  To do click Text.  Text can be used for such things as more detailed instructions relating to the item(s) on the relevant line. Any text entered may be printed on the invoice by checking the Include text bx in the print Control panel.

    Once the invoice is complete, you can print a preview copy.  If you send the invoice to the client you should bill it.
  • Invoices created here do not have links to client jobs.  However invoices created in Project Management (PM) do.  Credit and debit notes for such invoices can be created in Retail Business.  Although PM cannot see those notes.  If debit and credit notes are created here run the debtors aging report from Retail Business, not PM.

    Remittance advices

    To print invoices that include a remittance advice click the Service button.  These invoices are to be used when you are invoicing a client to obtain payment and wish to make things a bit simpler for them to send, and you to record, the payment when they pay by cheque.

    G.S.T. - Inclusive and Exclusive:

    The final invoice totals (amount to bill and G.S.T.) are printed based on whether your G.S.T. is inclusive or exclusive.  
  • Inclusive - the G.S.T. component is included in the charges you are billing the client for.  To use the inclusive method you must ensure all charges already include G.S.T. The invoice will print at the bottom "This invoice includes G.S.T. of ....".
  • Exclusive - the G.S.T. component is added to the invoice amount.  So the total you are billing the client is Charge + G.S.T.  The invoice will show a separate subtotal for G.S.T. and add it to the invoice total.  All other totals will not include G.S.T.

    Invoices and the Debtors Record:

    No information about the invoice is held in the debtors record until it is billed.  It is the debtor's record that is used to report debtor's aging, not the invoices.  To record a payment for an invoice it must be billed.

    Deleting Invoices

    You can only delete invoices that have not been billed.  If you wish to "cancel" a billed invoice you must enter a write off against the client's debtors record for that invoice.  This enables G.S.T. to be adjusted if you are using the Invoice or Hybrid accounting bases.


    Three types of discounts are possible

    1.  Using stock - a sale price based on the sale discount set in the relevant stock line.  This is a percentage of the retail price.

    2.  One-off discounts - enter the discount percent in the discount field.  This is a percentage of the total price

    3.  Flat amounts.  Enter the amount as a negative figure in the Charges field.

    Invoices may be emailed to clients as follows:

    Activate the email form by clicking Email.  This form has been tested using Windows XPPro with the firewall enabled and AVG antivirus enabled.  Professional Systems cannot guarantee it will work under all conditions.  If it does not (the usual error will be a 11004 socket error - meaning a connection could not be established) use your normal email program to send the invoices.

    If an email address has been entered for the client it will be there when the form opens.

  • To email using this form your Internet connection must be active.
  • Make sure the password is the one you use to get email, and matches the From email address.
  • If you want the email form to retain the body of the email for later check the Retain message box.