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, from a quote, from an event, or from a shipment.

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.

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

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

Select bill from and ship from addresses

If the bill from address was not populated when you entered the company name or the address is wrong, make sure bill from is highlighted and then select the appropriate address by clicking on the drop down arrow and selecting it.

Bill from is highlighted when it appears in blue.

If the address does not exist, create a new address.

To enter or change the ship from address, make sure ship from is highlighted. It is highlighted when ship from appears in blue.

Select the appropriate address by clicking on the drop down arrow and selecting it.

If the address does not exist, create a new address.

Select bill to and ship to addresses

To add or change a bill to address, make sure bill to is highlighted. It is selected when bill to appears in blue.

Select the appropriate address by clicking on the drop down arrow and selecting it.

If the address does not exist, create a new address.

To add or change the ship to address, make sure ship to is highlighted. It is highlighted when ship to appears in blue.

Select the appropriate address by clicking on the drop down arrow and selecting it.

If the address does not exist, create a new address.

Enter information in the 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 upper 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, hit close. To add all the products, hit 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 hitting 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 hitting save in the bottom right hand corner.

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

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

What's next?