How to manually create an invoice | ParagonERP

Creating an invoice

Introduction

In this article, we will walk you through how to manually create an invoice as well as create invoices from other transaction modules including order, quote, ship, pick, and pack.

The invoice module is based on Paragon's standard transaction screen. If you are not familiar with the format of transaction screens, you can familiarize yourself by checking out our article How do transaction screens work.

Open the invoice module

You can navigate to the invoice module by clicking the invoice icon on the sidebar from anywhere in Paragon or by clicking the more button to view all the modules.



Creating an invoice manually

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. 



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. For more help read our guide on How to 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.



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 business terms

Enter information in the business terms by clicking on the field and typing in the correct information or selecting it from the drop-down menu.


Note that the business terms will be slightly different based on how your transaction screen 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 quantities by clicking on that field and typing in the correct information. The total amount will adjust for you automatically.



Add notes and attachments

If necessary, add any relevant notes by typing in the notes section. These notes won't affect anything in the system and can be used for reminders or internal communication. You can also add files or URL attachments by clicking the attachments button.



Canceling an invoice

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


Saving an 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 be assigned a temp status. 



Action button

Once an invoice has been created you can proceed in a number of ways using the action list arrow button in the bottom right-hand corner. The default action button option can be set using the workflow configuration page in settings.

  • Email an invoice
  • Copy an invoice
  • Print an invoice
  • Issue an invoice
  • Put an invoice on hold
  • Complete an invoice


Creating an invoice from an order

When creating a new invoice, select the orders tab.



It is selected when orders is highlighted in orange.
Select the order you want to create the invoice from by checking the corresponding box on the left.


To deselect an order, uncheck its box.

Create an invoice from a quote

Select the method you want to create the invoice from. In this case, make sure that quote is selected.


It is selected when quote is highlighted in orange.

Select the quote you want to create the invoice from by checking the corresponding box on the left.


To deselect a quote, uncheck its box.

Create an invoice from a shipment

Select the method you want to create the invoice from. In this case, make sure ship is selected.



It is selected when ship is highlighted in green. 

Select the shipment you want to create the invoice from by checking the corresponding box on the left. 


To deselect a shipment, uncheck its box.

Create an invoice from pick

Select the method you want to create the invoice from. In this case, make sure picks is selected.


It is selected when picks is highlighted in pink.

Select the pick ticket you want to create the invoice from by checking the corresponding box on the left.


To deselect a pick ticket, uncheck its box.


Create an invoice from pack lists

Select the method you want to create the invoice from. In this case, make sure pack lists is selected.


It is selected when pack lists is highlighted in orange.
Select the pack lists you want to create the invoice from by checking the corresponding box on the left.


To deselect a pack list, uncheck its box.

What's next

For more information on transaction and transaction screens, why not take a look at some of these handy articles:



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