How to Manage Invoices (Export and all)
An invoice is created by a business to request a payment that’s due from someone who purchased goods or services from them.
Here’s how you can manage your invoices in SeeBiz Inventory.
Click on “Invoices” in the Feature Navigation Sidebar. From here, you’ll be able to view all of your invoices and their different properties such as:
- Invoice Date
- Invoice Number
- Customer Name
- Sales Order No.
- Due Date
- Invoice Status
- Total Amount
- Balance Due
Pro Tip: You can quickly sort invoices by clicking on the above properties. Each click either sorts the invoices in ascending or descending order indicated by the “↑” and “↓” arrows.
Here you’ll be able to perform the following actions:
- Viewing An Invoice
- Exporting Invoices
- Invoice Menu
- Filtering Invoices
- Sorting Invoices
- Receiving Payment Against an Invoice
- Invoice Navigation
Viewing an Invoice
Overview
To view an invoice’s details, simply click on it. You will be able to see all the details in the new window.
Basic Details
This section shows the following:
- Business name
- Warehouse address
- Business contact information
- Invoice number
- Invoice Status
Billing & Invoice Details
This section of the invoice shows the following:
- Customer name
- Billing address
- Contact number
- Invoice details
- Due date
- Sales order number
- Invoice terms
Item Details
This section of the invoice shows the following:
- Items
- Item quantity
- Item price
- Item tax
- Item discount
- Total amount per item
- Subtotal
- Sales tax
- Adjustments
- Shipping charges
- Final amount
- Amount paid by the customer so far
- Total amount that is currently outstanding for the client
History
By clicking on the “History” tab, you can view a timeline of all the changes made to the invoice.
Payments
By clicking on the “Payments” tab, you can view all the payments received against that specific invoice.
If there aren’t any payments recorded against an invoice, you can create one by either clicking on “+Receive Payment” or the “Receive Payment” button at the top-right corner of the page.
By clicking on either option, you’ll be able to see a pop-up window.
- The amount and payment due are unchangeable.
- Enter the payment received so far from the customer.
Insight: If the payment received is less than payment due, the invoice will be considered as “partially paid”.
- Enter the date on which payment was received.
- Select the payment mode.
- You can enter a reference number like a sales order number here.
- Add any additional notes or memos here if you want.
Credit Notes
By clicking on the “Credit Notes” tab, you can view the credit notes you owe to the customer whose invoice is being viewed.
Insight: Credit Notes are optional. Not every customer is going to have them.
Invoice Options
To change an invoice’s status, click on the down arrow at the top of the page. Choose one of the following two options:
- Mark As Sent: This will mark the invoice as “sent”.
- Mark As Void: This will null and void the invoice.
Edit: By clicking on the “Edit” icon, you can add/change different details about the invoice.
Insight: Details about an invoice cannot be changed if it is sent to the customer.
View in PDF: This will help you display the invoice’s information in a PDF form. You’ll also be able to download it as a PDF file.
Print: Get the invoice in a printed form.
Email: Directly email the invoice to a customer.
Attachment: Add any relevant documents or files related to the invoice.
Delete: Remove the invoice from the list.
Export Invoices
Make a backup of your invoices through the “Export Invoices” option. This is a great way to save them in a personal device.
To export your invoices, click on the Hamburger button and select the “Export Invoices” option.
This pop-up window will appear. From here, you can select the “Export Filter”.
- Select “All” to export each and every one of your invoices.
- Or, select “Custom” to export invoices within a specific time period.
Click on the “Export” button to download your invoices as a CSV file.
Invoices Menu
Here, you can modify details about an invoice and even perform different actions on it.
Click on the ellipsis icon against a specific invoice to open a drop-down menu. You can perform the following list of actions here.
- Edit: By clicking on the “Edit” option, you can add/change different details about an invoice.
Insight: Details about an invoice cannot be changed if it is sent to the customer.
- Email: Directly email the invoice to the customer.
- Delete: By clicking on the “Delete” option, you can remove an invoice from the list.
- View in PDF: This will help you display the invoice’s information in PDF form. You’ll also be able to download it as a PDF file.
- Mark As Sent: This will mark the invoice as “sent”.
- Mark As Void: This will null and void the sales return.
Bulk Operations
To apply actions on multiple invoices at the same time, use bulk operations. Here’s how.
- Select your desired invoices.
- Next, click on “Options” at the top of the page and select one of the following choices:
- Mark as Sent: Mark all selected invoices as “Sent”.
- Mark as Void: Mark all selected invoices as “Void”.
- Export Selected: Export the selected invoices.
- Delete Icon: Delete the selected invoices. However, invoices with payment records or credit notes won’t be deleted.
Filter Invoices
Filters allow you to only view invoices belonging to a specific category. Here’s how to use them.
Click on the box beside the “Invoices” heading. You can filter your invoices based on the following categories:
- Show all the invoices
- Only show invoices in draft
- Only show invoices sent to customers
- Only show invoices that are partially paid
- Only show invoices that are completely paid
- Only show invoices that are overdue
- Only show invoices marked as void
Sort Invoices
You can sort the invoices according to the following parameters:
- Created Time: Sort according to the time when the invoices were created
- Last Modified Time: Sort according to the time when the invoices were last modified
- Date: Sort according to the date when the invoices were made
- Invoice Number: Sort according to the invoice numbers
- Customer Name: Sort alphabetically based on customers’ name
- Sales Order: Sort according to the sales order number
- Due Date: Sort according to the due date of the invoice
- Status: Sort account to invoice status
Invoices Navigation
To easily view a large number of invoices, SeeBiz Inventory lets you limit the amount displayed on a page.
Click on the box besides “+New” to select how many invoices per page you want to view. Also, you can click on the “>” or “<” icons to see the invoices on the next or previous pages.
