Creating Invoices

Creating Invoices in Suprata is a straightforward process that allows you to generate accurate billing documents directly from jobs, agreements, or subscriptions. You can add specific products and services, choose invoice terms, and select theme. For items with inventory tracking, you’ll need to select a warehouse to ensure accurate stock management, with the option to modify inventory sources if adjustments are needed. Once finalized, invoices can be locked, making them ready for client payment and tracking. This process ensures that invoices are organized, accurate, and aligned with your operational needs.

Prerequisites: Authorised Users.

Instructions

1. There are numerous routes into creating invoices, including Open Jobs, Dispatch, Accounts or Calendar.
   (Note: Please see each of these documents for full instructions.)
   
   
   
   
2. Through any of the above methods, you must access the specific Job page, you wish to create the invoice for.
   
   
   
   
   
   
3. On the right side, you will see the Estimates & Invoices box.
   
   
   
   
   
   
4. Click Create, to be directed to the New Invoice or Estimate page.
   
   
   
   
   
   (Note: By default, it will display Invoice.)
   
   
   
   
5. Fill out the remaining fields, Invoice/Estimate Date, Terms and Theme, then click Save. This will direct you to the Invoice page.
   
   
   
   
   
   
6. To add services, click the Add Service button on the right side. This will open the New Invoice Item (Service) page.
   
   
   
   
   
   
7. Fill in the relevant fields and click Save. You will now see the service added to the invoice.
   
   
   
   
8. To add products, click the Add Product button on the right side. This will open the New Invoice Item (Product) page.
   
   
   
   
   
   
9. Select the product from the dropdown menu by clicking in the Product field.
   
   
   
   
   
   
   
10. Once the product is selected, you will see a new field appear in the box, Deduct from Which Warehouse?. Select the warehouse from the dropdown menu.
    
    
    
    
    
    
    (Important Note: If you do not select a warehouse, or select a warehouse in which there is no stock of the product, you will not be able to close the invoice later.)
    
    
    
    
11. Fill in all other fields and click Save. You will now see the product added to the Invoice.
    
    
    
    
12. You may also add a discount by clicking the Add Discount button on the right side. This will open the New Invoice Item (Discount) page.
    
    
    
    
    
    
13. Fill in the relevant fields and click Save. You will now see the discount added to the Invoice.
    (Note: Make sure to enter the discount amount as a negative value.)
    
    
    
    
14. Once all services, products and discounts are added, you will now see them visible on the Invoice.
    
    
    
    
    
    
15. To rearrange the order of any items, click the Rearrange button on the right side. This will open the Edit Invoice or Estimate page, where you can drag items into the order you require.
    
    
    
    
    
    
    For Locking and Sending Invoices, see the following Link (coming soon)