Invoices can be created only on the approved Sales Orders in Free Accounting.
To view the list of the invoices select Customers / Invoices List or Company / Documents / Invoices List
on the Free Accounting main menu, or click either  or  on the Commands Panel
and select  Invoices in the Navigation Pane.
Use the following steps to create an Invoice in the Free Accounting application:
- Right click in the Preview Pane and select Add, or
press the New button on the main toolbar, or
select File / New / Document / Invoice on the main menu.
- In the Create Invoice window, select the Customer from the drop-down list and select one of the following options:
- Create a new Invoice - Select this option to create Invoice without creating Sales Order first. (Note: This feature is
available only to registered users.)
- Create Invoice from Sales Order - Select this option to create Invoice from Sales Order.
- Click the OK button.
- If you are creating a new Invoice without Sales Order, enter the required information on the New Invoice window. If you
are creating a new Invoice from Sales Order, view the entered information, and change it if there is such a need.
Customer - The Customer the goods were shipped to.
To add a new customer, go to the
New Customers window, by selecting Add New from the Customer drop-down.
Customer Address - The address of the Customer where any notice, statement or bill relating to the Customer is sent.
Ship To - The code of the Ship To address of the customer.
Ship To Address - The address the goods were delivered at.
Invoice Number - The Invoice Number that is auto-assigned by the Free Accounting application.
Date - The date the invoice is created. To change the date press the little square besides the date and navigate to the date you need.
Reference # - The number of the document the current invoice refers to.
PO Number - The number of the Customer Purchase Order.
Terms - The payment terms are set on the Customer record. These terms can be changed by selecting another term from the drop-down list.
To add a new term, go to the
New Terms window, by selecting Add New from the Terms drop-down.
Ship Via - The delivery method is set on the Customer record, however it can be changed on the document.
To add a new shipping method, go to the
New Ship Via window, by selecting Add New from the Ship Via drop-down.
Item - The number of the item shipped to the customer.
Description - The description of the item.
Quantity - The number of the items ordered by the Customer. The quantity can be changed by clicking on the
arrows in the field.
UOM - The unit of measure the item was shipped in. Select it using the UOM drop-down list.
Price - The price of the item.
Total - The price of the item multiplied by its quantity.
Tax - The sales tax code defines whether the items are taxable or non-taxable. Tax jurisdiction should be selected in the Tax field at the bottom of the window.
Comments - Your personal comments about this Invoice.
Tax field - The list of the tax jurisdictions that are defined in the Tax Jurisdiction List.
Total - The price of the items multiplied by their quantity.
Total Tax - The total tax amount for all the items.
Gross Total - The total price plus the total tax amount.
The following columns will appear in case you are creating the Invoice for the partially invoiced Sales Order.
Ordered - The quantity of items ordered according to the Sales Order.
Prev. Invoiced - The quantity of items that were already invoiced on this Sales Order.
- Save or approve the current document using the Documents Toolbar.
The Invoice can have one of the following statuses:
- Current - Document was saved, but was not approved.
- Approved - The Invoice was not paid by the Customer.
- Partially Paid - The Invoice was partially paid by the Customer.
- Paid - The Invoice was paid completely by the Customer.
- Partially Returned - Items of the current Invoice were partially returned by the Customer.
- Returned - Items were fully returned by the Customer.
To edit the contents of the Invoice or to approve the current Invoice select the necessary Invoice in the list, right click on it and select Edit.
For the information about the right-click functionality of the Invoice List window see the Right-click Function window.
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