From the main menu select Invoices -> Add
Tip: If this is the first time you are adding an invoice, you may start by personalizing the layout. You can achieve this through Templates.
Select your client
Selecting a client is the mandatory first step-before any other information can be added on the invoice.
Start typing the name of your client and see related contacts appear on the drop down list: make your selection and Elorus will fill-in all the necessary contact information (name / company, address, activity, etc) .
If you have set default currency for the client, it automatically becomes the currency of the invoice (unless you select a different one on the spot). Same applies to the template.
By selecting “Add new client” you can create a new contact on the spot.
Document type and numbering
If you have more than one document type (ie. both "sales invoice" and "invoice of rendered services" you will see a document type field. This allows you to change types from the available ones on the list.
You can then apply a numbering sequence to your invoice from the "Number" field. If you have entered 4 invoices already, without any sequence, and then add one with sequence 'A' selected, the new invoice will be numbered A-1 by Elorus.
Each document type comes with own numbering sequence, thus preventing any gaps in numbering.
Also, you can number your documents manually -especially useful when you need to start your invoicing in Elorus from a certain number. Just click the 'padlock'.
Date and Due date
Next, you need to set the invoice date: type or choose one by clicking inside the date field.
The document's due date is not mandatory to fill in. However, if you want to apply a certain credit period for a client, you may choose a date here by which they must have paid off the document. Alternatively, you can select the time period within the invoice is ought to be paid (image below on the right).
Setting a due date allows Elorus to produce notifications for overdue invoices, as well as give invoices 'Overdue' status.
Decide the calculation mode
From the “Amounts are ..” field, you can determine how Elorus will calculate taxes for your products/services: If you select Tax exclusive, the amounts you enter per contact will be considered tax exclusive. Tax inclusive is the case where the price includes tax. For more information, visit the related article.
The section is mandatory to fill-in, as there is no invoice without products. Enter items from your products inventory/list of services or submit new ones manually.
Choose a product/service
Start typing the item’s title or code; a drop-down list of products/services will appear for you to choose.
Once you select an item from the list,
- Elorus will automatically fill in the rest of the item details (price, measurement, taxes etc).
- Its stock will be monitored (if enabled for this item). Make sure you don't leave the field blank or it won't be reduced automatically.
- If both of the product/service and the client selected have a default tax rate, the system gives priority to the one of the contact.
Note: If you haven't already set tax rates for your products/services, you have to select one for every line in the items list.
Type your items manually
- Set how the product/service will appear on the document. You may also add a detailed description simply by typing (in the description field).
- Apply taxes from the related field.
In case you wish to re-order the items included inside a document you may “drag and drop” them by keeping your cursor pressed on the indication in the red box, as shown in the image below.
Νote: In case you want to issue documents in foreign currencies please visit our article.
Pick tracking categories
If you have created tracking categories for your sales documents, you may choose the desired one(s) to track each invoice you create. Below the table of terms and conditions tables, you'll see the tracking categories field.
First, you'll have to select the category and next the option. By clicking Add New, you can create a new tracking option on the spot instead of visiting to the tracking categories menu, as a shortcut.
You can also assign a tracking category from each document's view page, after having saved it.
For more information about tracking categories, visit the related article.
Invoice status (Draft/Issued)
After you finish editing the document, you can choose to save it as Draft or as Issued.
While in a draft state (#N/A), you are able to edit all of the document’s fields, alter its products/services sections etc.
At the same time, you cannot add payments to it while it does not participate in the financial reports of Elorus.
If you are ready to issue the document, you can choose to save as issued.
Or, deactivate the draft state from the document's preview page.
In this case, it is considered that the document has been issued. Once you add a payment, the status of the invoice changes to partially paid or paid, depending on the amount you received (for more information on receipts and payments)
In case you have set a payment date that elapsed, then the document’s status will change into “Overdue”.
Before you can edit a document, it will have to be in a draft state. If the document has already been issued and you wish to edit it, you will have to turn it into a draft again. By clicking on “Edit”, Elorus will ask you to confirm the status change.
In case there are payments associated with the document, they will have to be deleted for it to become a draft again.