This function allows you to capture invoices on other debtor accounts. Invoices can be saved as a draft to work on later, or saved immediately once all details have been captured.

Finances > Debtors:  Invoices

How to create an invoice

1. Click on the Create an invoice button. The debtor type will always be other debtors.

2. Select the other debtor for which you would like to create an invoice.

3. Click on the Continue button.

4. Select the date. The ageing of the invoice will be according to the payment term chosen here.

5. The invoice number is automatically assigned by the system.

6. Select the payment terms for the invoice.

7. Indicate whether the debtor wants this invoice paid via debit order. This only applies if you use the d6 debit order function.

8. Indicate whether this is a tax invoice. It will default to No.

9. Enter the invoice total amount.

10. Enter a description for the invoice.

11. Type in a new item or select an existing item from the drop-down list.

12. Enter the quantity and unit price of the item.

13. Select the account or project to which this invoice line should be allocated.

14. To add more items, click the Add line button. To remove a line, select it using the checkbox and click Delete lines.

15. The invoice total must match the sum of the item lines before you can save it. The balance not allocated must be 0.00.

16. Click Save as draft or Save once you are done.

Note about drafts

The invoice total does not need to match the sum of the item lines in order to save the invoice as a draft.

How to edit an invoice

1. Search for the invoice by typing relevant data such as the invoice number, other debtor account number or amount in the search field.

2. All invoices matching the criteria will be displayed.

3. Click on the radio button next to the invoice you would like to edit, then click the Edit button.

4. Edit the information you would like to change or add.

5. Click Save.

Please note that invoices that have already been saved (not drafts) cannot be edited.

How to copy an invoice

1. Search for the invoice using the search field.

2. Click on the radio button next to the invoice you would like to copy.

3. Click the Copy button.

4. A confirmation message will appear asking whether you are sure you want to copy the invoice. Select Yes.

5. The system will create a copy of the invoice as a draft that can now be edited.

How to delete an invoice

1. Search for the invoice using the search field.

2. Click on the radio button next to the invoice you would like to delete.

3. Click the "Delete" button.

4. A confirmation message will appear. Select "Yes" to proceed.

Please note that invoices that have already been saved (not drafts) cannot be deleted.

Frequently asked questions

Can I edit an invoice that has already been saved?

No. Only invoices saved as drafts can be edited. If you need to correct a saved invoice, you should create a credit note and then capture a new invoice.

Why does the balance not allocated need to be zero?

The balance not allocated must be 0.00 to ensure all amounts on the invoice are correctly allocated to the appropriate accounts or projects before saving.

Can I save an invoice as a draft if the totals do not match?

Yes. The invoice total does not need to match the sum of the item lines when saving as a draft. However, it must match when you want to finalise and save the invoice.

How do I link an invoice to a debit order?

When creating the invoice, indicate that the debtor wants the invoice paid via debit order. This option is only available if you use the d6 debit order function.