Raise and send an invoice

The steps

Find it

1. Every screen is in the menu on the left. Under CORE, tap Invoicing & Quotes. On a phone, open the menu with the button at the top left first.
2. Invoices, quotes and every other document share this screen. The tabs from All Documents onwards show one type at a time.

Raise the invoice

1. Tap New Document and choose Tax Invoice. It takes the next number in your invoice sequence straight away.
2. Tap Search client…, type Karoo and pick Karoo Fresh Holdings Ltd. Their payment terms, here Net 60, fill in and work out the due date.
3. Tap Continue, then + Custom item for a one-off charge. Something already in your catalogue goes in with + From catalog instead, at its own price.
4. Tap Type item description…, type Network setup at the Brackenfell branch, then tap the price, 0.00, and type 3800.
5. Tap Continue to reach the review. Check the lines, the VAT and the total, and the terms and banking details printed below them.
6. Tap Save as Draft. A draft can still be changed, and nothing reaches your books until it is sent.

Scenario: you are ready to send it

1. Tap Search documents and type Karoo, then tap your draft's total, R 4 370.00, to open it.
2. Tap Send via Email, then Send to confirm. The PDF and a payment link go to the email address on the customer's contact.
3. The invoice is now issued: it shows as Sent and is posted to your books. Tap Back; every send is also listed on the customer's Communication History in Contacts.

Scenario: the customer asks for their order number on it

1. Tap Search documents, type Karoo, open your invoice for R 4 370.00 and tap Edit Document.
2. Tap Continue, then the note, Thank you for your business., and type Your order number: PO-4471. Thank you.
3. Tap Continue and Save changes. A sent invoice keeps its number when corrected.
4. Once a payment is recorded, the total cannot go below what was paid. For that, raise a credit note; they are kept on the Credit / Debit Notes tab.

More detail is in the guide.

Check yourself

1. Where does a new invoice's payment term come from?

   • It is always Net 30
   • You must type it on every invoice
   • The customer's contact record, which you can change on the invoice
   Show the answer

   The customer's contact record, which you can change on the invoice

2. A customer asks for their order number on an invoice you have already sent. What do you do?

   • Void it and raise a new invoice
   • Edit it, add the number and save; it keeps its invoice number
   • Raise a credit note for the full amount
   Show the answer

   Edit it, add the number and save; it keeps its invoice number

3. What does Save as Draft do?

   • Keeps the invoice to finish later; nothing reaches your books until it is sent
   • Emails the invoice to the customer
   • Posts the invoice to your books straight away
   Show the answer

   Keeps the invoice to finish later; nothing reaches your books until it is sent