Creating an invoice

Introduction

Here, we'll walk you through how to manually create an invoice. You can also create an invoice from an order, a quote, an event, a shipment, a pick ticket, or a packing list.

The invoice module is based on Paragon's standard transaction screen. If you are not familiar with the format of transaction screens, get yourself oriented on transaction screens.

Open the invoice module.

 

Create a new invoice

To add a new invoice, click add new invoice. You will get a pop up window to create a new invoice.

Select how you'd like to create the invoice. In this case select the manual tab.

Enter in general information

Press on the company line to select the company name from the drop down menu.

Once the company is selected, it should auto-populate all the addresses from the customer file and your company's addresses.

Select addresses

If the bill from or ship from address, or the bill to or ship to address is not the one you want to use, click the drop down arrow to the right of one of the address types and select the correct address from the list.

If the address that you are seeking does not appear in the drop down list, click on the new address option at the bottom of the drop down list.

 

Invoice number

Note that the invoice will not have a transaction number until the invoice is saved. Once a transaction number is assigned, it will replace #####.

 

Invoice date

Select the date by clicking on the calendar icon and selecting the appropriate date.

 

Attribute panel

Enter information in the attribute panel by clicking on the field and typing in the correct information or selecting it from the drop down menu

Note that the attribute panel will be slightly different based on how your system was configured.

 

Add items to your invoice

To add a product or line item to your invoice, click add product in the lower left hand side of the line item area.

You will get a pop up screen that will allow you to select the items you want in your invoice. Select what you would like to add by checking off the boxes on the left. If you would like to cancel the addition of line items or products, click close. To add all the products, click accept.

Once the items have been added, you can edit any of the prices or the quantity by clicking on that field and typing in the correct information. The total amount will adjust for you automatically.

You can also apply header discounts.

Add notes

If necessary, add any relevant notes. These notes won't affect anything in the system. They can be used for reminders or internal communication.

Canceling an invoice

An invoice can be canceled at any point before it is saved by clicking cancel in the upper left hand corner.

Save the invoice

Once you have filled in all the relevant information you can save your invoice by clicking save in the bottom right hand corner.

Once the invoice is saved, it will automatically be assigned a transaction number and a temp status.

Creating invoices from other transactions

As mentioned at the beginning of this article, when you click on the add new button from the invoice module, you are brought to a screen which gives you several options to create a invoice.

You can choose to create your invoice from orders, quote, shipment, picks, or pack lists. For our example, we will use the pick option.

All of the available picks are showing on the screen for selection. Once you choose one pick ticket, only the picks for that specific customer will show on the screen.

You can now select one pick ticket or multiple picks for that customer to create your invoice. Once selected, click on the green accept button at the bottom right of the screen.

The invoice will be created with the line items from the selected transactions, where you can change the quantities, add discounts, and other charges as required. The taxes will be calculated automatically.

Follow the other instructions for the manual invoice to create your invoice.

All invoices created from the other transaction options work the same way as pick tickets.

I've created my invoice, now what?

Once an invoice has been created you can proceed in a number of ways using the green action button in the bottom right hand corner:

• Email an invoice
• Print an invoice
• Issue an invoice
• Put an invoice on hold
• Test an invoice
• Void an invoice

Issue the invoice

Click on the issue action to add your invoice to the customer's accounts receivable.

What's next?