How to Create Sales Invoices in Qoyod: Steps, Statuses, Payment Methods, and Printing Journal Entries

Guide to Creating a New Sales Invoice in the System with Instructions for Printing Associated Journal Entries and Document Status After Issuance

Steps to Create a Sales Invoice:

1. From the dropdown menu select:
   Sales > Invoices > New Invoice.

2. Invoice Number:

   • The system will assign it automatically, and you can modify it manually if needed, provided electronic invoicing is not activated. It is a unique number that cannot be repeated for more than one invoice.

3. Invoice Description:

   • Add a description for the invoice if available.

4. Select Customer:

   • Select the customer name from the list or add a new customer by clicking + and entering all customer information.

5. Issue Date:

   • Set the invoice issue date.

6. Payment Terms:

   • Select the appropriate payment terms period.

7. Due Date:

   • If payment terms are set, the system will automatically determine the due date.

8. Location:

   • Select the location from which the sale was made. Note that if a user has access to only one location, the location selection field will not appear, as there is only one option available for that user.

9. Select Payment Method if available

   Note that payment methods can be selected from the dropdown list (Cash, Credit, Bank Transfer, Bank Card, Unspecified), and you cannot modify them or add new payment methods within these options.

10. Select Products or Services:

    Fields to Fill When Adding Products to the Invoice

    When adding products to a sales invoice, you will find a set of main fields that must be filled or reviewed. Each field has its own function as follows:

    1. Product:

       • Select the product that was previously defined in the Products and Costs list. Once you select the product, the available quantity will appear in parentheses if the product is inventoried. If the quantity is not available at the selected invoice location, a warning message will appear. If the product is not inventoried, no quantities will appear in parentheses.

       • Only saleable products (defined as saleable) will be displayed.

       • You can search for the product by name or by serial number.

       • Or select the “Create Product” option to create a new product directly from the sales invoice. A popup menu will appear for product creation.

    2. Description

       • An optional field where you can add additional details about the sold product or any other notes.

    3. Quantity

       • Enter the number of units required.

       • The base unit of the product will be displayed as defined when it was created.

       • You can select other units for the product if unit conversion was added on the product page.

    4. Unit Price

       • The default selling price that was set when creating the product will be displayed.

       • You can modify it within the invoice as needed.

    5. Inclusive Option

       • Activate or deactivate depending on whether the product includes tax or not.

    6. Discount

       • You can add a discount as a percentage or as a fixed amount.

       • The maximum discount limit depends on user permissions and can be modified via:
         Settings → Users → Edit next to User → Maximum Discount Percentage.

    7. Subtotal Before Tax

       • Calculated automatically based on quantity, unit price, and discount.

    8. Tax %

       • The default tax added when creating the product will be displayed and can be modified within the invoice. You will see the taxes defined in your organization and can modify them or add new taxes by going to Settings and then Taxes.

    9. Tax Amount

       • Calculated automatically based on the tax percentage and subtotal before tax.

    10. Total

        • The final total for the product after calculating discount and tax, automatically calculated by the system.

    • If there are multiple products or services, click Add More.

1. Terms and Conditions or Notes:

   • If there are additional notes or conditions, you can write them here.

2. Receipts:

   You can create a payment receipt for the invoice if it is a cash or bank payment invoice and the customer has paid it. The invoice will show a status of “Paid” or “Partially Paid” depending on whether the receipt amount covers the full invoice amount. You can also leave it blank if the customer has not paid, in which case the invoice will be on credit and will show an “Approved” status. This way you can differentiate between cash and credit invoices.

3. Attach Documents:

   • If there are any attachments, you can add them to the invoice.

4. Save:

   • Choose Save as Draft if you wish to make changes later.

   • Choose Save and Approve if you do not wish to make changes in the future. There is an arrow above it with two options:

   • Save, Approve and Create New if you wish to save and create a new invoice

   • Save, Approve and Print if you wish to save the invoice and print it.

5. Invoice options after saving. When you enter the Sales Invoices list, you will find the following options next to each invoice:
   1. View: To review invoice details. You can update projects and additional invoice fields.
   2. Print option: To print the invoice anytime
   3. Download PDF
   4. Pay
   5. Copy: To create a new invoice with the same data as the copied invoice
   6. Email: To send the invoice to the customer’s primary email address registered anytime.
   7. “Collection Entries” if the invoice is overdue, which is the Qoyod collection service, or “GetPaid” which is the payment service if the invoice status is not overdue.

   Commercial Document Status

   • If a document exceeds its due date, the system displays an additional status “Overdue” next to the current status such as:

     • “Approved, Overdue”.

     • “Partially Paid, Overdue”.

   • The “Overdue” status appears only with documents that have a status of:

     • Approved.

     • Partially Paid.

   • The purpose of this status is to track unsettled documents after the due date more clearly.

   • If an invoice or commercial document is linked to a credit note as a return document, an additional status “Returned” appears next to the original status such as:

     • “Approved, Returned”.

     • “Approved, Overdue, Returned”.

     • “Partially Paid, Returned”.

   • The “Returned” status does not change the financial status of the document but clarifies that it has been returned in whole or in part.

How to View the Journal Entries Reflected in Sales Invoices and Payment Receipts and How to Print Them

• After creating a sales invoice or payment receipt and approving it, the system automatically creates a journal entry.

• You can view the entry from Reports under the Journal Report.

• The automatic entry does not appear on the invoice page or in the manual accounting entries section.

• The Journal Report is the only place that displays sales invoice and payment receipt entries and gives you the print option.

• Draft invoices are not reflected in reports and no journal entry is generated for them.

Additional Notes:

• After saving the invoice: You cannot modify the invoice if you chose “Save and Approve”.

• After saving, you can export the invoice to PDF but cannot export it to Excel. You can export sales invoices to Excel through the export icon at the top of the Sales Invoices page.

• The copy icon next to a sales invoice or commercial document after saving means creating a new copy of the same invoice. A new invoice will open with the same data, and you can modify it before saving it.

• When issuing a sales invoice, only one location can be selected for the invoice, and multiple locations cannot be added to the same invoice.

• After creating a sales invoice and payment receipts and approving them, a journal entry is automatically created. You can view it by going to Reports and then to the Journal Report. The entry does not appear on the invoice or on the manual accounting entries page, but only in the Journal Report, through which you can print sales invoice and receipt entries.

• You can view the method used to settle the invoice (i.e., paid in cash or via bank) by going to the Sales Invoices page and clicking “View” next to the desired invoice. In the details, next to the invoice total, it will show “Paid via receipt” along with the receipt number, payment date, and the account through which payment was made. Clicking on it will take you directly to the receipt details. If you wish to cancel the receipt allocation to the invoice, click the “Delete” option in the details of the receipt and reallocate it to another invoice.

Explanatory video titled: Sales and Purchases in Qoyod Accounting Software
https://www.youtube.com/watch?v=AVGrqwFEtrY&t=1536s

Training course titled Sales Management and Price Quotations:
https://www.youtube.com/watch?v=0J9kuxtc7n8

Keywords for inquiry:

– How do I issue a tax invoice for sales?

– How do I issue a simplified tax sales invoice?

• How do I create a new sales invoice?

• Can I modify the invoice number before approving it?

• Where do I write the invoice description?

• How do I add a new customer when issuing an invoice?

• If I change the payment terms, does the due date change automatically?

• Do I have to select a location for the invoice?

• How do I add multiple products or services in the same invoice?

• What is the difference between “Save as Draft” and “Save and Approve”?

• If I save the invoice as approved, can I modify it?

• Can I attach a file with the invoice?

• How do I get a PDF copy of the invoice?

• Why can’t I export it to Excel from the same invoice?

• Where can I find the option to export invoices in bulk to Excel?

• How do I issue a tax sales invoice?

• When preparing a sales invoice, I want an additional field in the invoice to provide more clarity about the sold product

• How can I add an additional field to clarify the product in a sales invoice?

• I want to create a tax invoice for my tenant

• How do I create a tax invoice?