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Create and post a sales invoice
Create and post a sales invoice

Create and post a sales invoice and email out to your customer

Jacqui Sullivan avatar
Written by Jacqui Sullivan
Updated over a week ago

Our online accounting application enables you to issue invoices in a few seconds.

Create your customer, products, enter a selling price, delivery address etc and ten email direct to your customer.

Take a look at this short video which takes you through the process:

To create an invoice follow these steps:

  1. Go to Sales > Invoicing > Invoices.

  2. Click on New Invoice.

  3. Fill in the fields of the invoice by selecting a customer from your list of customers and the products and/or services to be invoiced. You can also edit other information such as the due date, etc.

  4. Click on Save and the invoice is ready to be sent to your customer.

new customer invoice

The VAT applied on each invoice is defined in products/services and in your product groups. If you notice that the invoice does not apply the VAT rate you want, we recommend you to review your products and product groups.

Invoice numbering

If you look at the top of the screen of the previous image, Reviso shows the invoice number [xxxx]. This number is not final yet since the invoice is not considered as an actual invoice until it is booked and sent to the customer. The invoice, which is not booked and sent, will be marked as DRAFT. The document will show a watermark with the word DRAFT. Once it is booked and saved, this watermark disappears and the invoice number is defined.

invoice exaple

The number series of your invoices are editable. You can define the prefix as well as the number. You can also create more than one series if you need to.

Once you have completed the invoice, you will have two storage options that we explain below:

“Save” option

Once you have finished creating your invoice, if you click on the top right button ‘ Save ‘ or ‘ Save and new ‘, your document will be saved as draft or proforma invoice.

This means that the assigned invoice number will appear in brackets, for example [F / 9] , since it is a provisional number and, in addition, the entire invoice will be editable and can even be deleted.

You can visualize the document created with the button ‘ Show ‘ or send it to your client in draft mode by clicking on the ‘ Send ‘ button.

“Issue invoice” option

Once you have finalised the invoice and are ready to send it to your client in a definitive way, you can use the button ‘ Issue invoice ‘.

This option will permanently fix the invoice number in the document, which can not be changed, nor will it be possible to delete the document.

Once you accept this process, the number of your invoice will no longer appear in square brackets, since the invoice number cannot be changed and cannot be used for another invoice. .

You can also view the document created and issued with the button ‘ Show ‘ or send it to your client by clicking on the ‘ Send ‘ button, without the draft watermark and without the brackets in the invoice number.

List of invoices in progress

Within the tab Sales> Invoices> Current invoices, you will find the list of all invoices in progress , that is, all those invoices in which you still have to work, either because you lack information or you are waiting for some confirmation from your client.

You can see a difference in your invoice list depending on whether they are saved only with the ‘ Save ‘ mode or if the invoice has already been processed with the ‘ Issue invoice ‘ option.

As you can see from the image, those invoices marked as ‘ Issue invoice’ will show the corresponding document number in the first column, as we have commented previously, it is the final invoice number and it can not be changed or deleted.

Those invoices that are only in saved or draft mode will not show any invoice number in the first column, since they are provisional invoices that could be eliminated if necessary.

The series of your invoices are editable. You can define the prefix and the invoice number series, likewise, you can create more than one series should you require this.

Post and send invoices

When your invoices, with all their data, have been completed and ready to go you can proceed to the final part, posting and accounting for them in the system. You will have to select the invoices and click on the ‘ Book and send selection ‘ button (you can choose not to email out if you do not need to do this).

The posting process can not be cancelled, so do not hesitate to double check the invoice before confirming this step.

Once the invoice is posted, it will disappear from the list of Invoices in progress and will be in your file of invoices issued.

At the same moment in which the invoice is posted and sent, the accounting entry is automatically created in the accounting part. You will not have to do anything else, Reviso will do it for you automatically.

The posted invoices can not be edited or deleted. To make any correction in them, you must create a rectifying invoice.

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