Creating your invoices is a central feature in Elorus. To access the functionality from the main menu, select Invoices -> Add.
1) Select your client
This is the mandatory first step-before any other information can be added on the invoice.
You can select them from your list of existing contacts or add them on the spot. Start typing their name and see related entries appear on the top of the list, to help you select.
By selecting “Add new client” you can create a new contact on the spot.
Note: 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). The same applies to the template or any default taxes set in the contact. You will find more detail below (Currency and amounts paragraph).
2) Numbering and Document type
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.
> If this the first invoice issued in elorus and you need to continue your numbering, read paragraph 3 in the article.
3) Date and Due date
Elorus reads your device date and will use this as default date of issue. You may simply click inside the field to choose a different one from the calendar or by typing in.
Optionally, you can set a due date. Use it to apply a certain credit period or set up a due date yourself, by clicking on the calendar.
4) Set the currency, Select calculation mode
>>Set the above prior to adding your products.
Elorus will use your organization base currency as default. In case you also have set a default currency for your client, inside the contact, it will be given priority and become the one automatically selected instead. You may still set a different currency for any invoice individually from the 'currency pen' (image below):
Note, that, elorus supports multiple currencies so any selection above is not limiting for future invoices issued to the same client.
Amounts calculation mode
From the “Amounts are ..” field, you can determine how Elorus will calculate taxes for your products/services:
- Tax inclusive is the case where the price includes tax. This can be used when you add the final amount the client has to pay in the system, letting the system calculate initial values.
- If you select Tax exclusive, the amounts you enter per contact will be considered tax exclusive as well as pre-discount, shall there be one. In the example below, $120,00 is the net value- the VAT (20%) is not included but later added.
For more information, visit the related article.
5) Items table
There is no invoice without products or services. Therefore, the section is mandatory to fill-in. Enter items from your products inventory/list of services or submit new ones manually by typing in "Title" , "Value" and optionally, description. You may also include tax/discount as usual.
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).
- Product Stock will be automatically adjusted (if enabled).
- 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.
>> If this is regarding a new product that you wish to add in both your invoice and your items list, click "+Add new product"
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.
Tip! Drag & Drop an item line, to change position of an item line, using the button shown below:
6) Tag your sale - add tracking categories
This feature will allow you to get the reporting, based on the factors you are interested in. You can create a tracking category using the related functionality and apply the appropriate option as shown below:
In the image above, "Salesperson" is the title of the category and their names form the available options. By clicking "+Add New", you can create a new option, on the spot.
> You may assign a tracking category from invoice view page, as well (after saving).
> You may tag an invoice with more than one tracking categories.
7) Save Invoice (Draft/Issued)
After you finish editing the document, you can choose to save it as Draft or as Issued.
A "draft" invoice can be edited or deleted any time-it is considered work in progress until issued (It cannot be associated with payments received and will not appear in reports). You may save as issued after editing or in overview.
If you are ready to issue the document, you can choose "save as issued" and click save.
"Issued" is the status of the document until you add a payment: the status would then change to "Partially paid" or "Paid", depending on the amount you received.
Note, that, if there has been a credit period which elapsed prior to being "Paid" invoice status will change into “Overdue” (on the due date)
Other saving options
If you have already filled-in most of the fields and wish to continue with the process (to add more items, type-in notes etc) you can apply changes prior to saving so you don't have to leave the page "Save and continue editing" (only available for saving in draft)
In a similar manner, you can click on the "Save and add another" option so the invoice is saved, while a new "invoice add" form immediately opens for you.
The option is available for both draft and issued invoices.
>The add invoice functionality is accessible from various features-you can initiate it from your contact's view page, from an estimate you wish to invoice and any page in elorus by clicking on the "Add" button on the top of your screen.
>An invoice can also be a product of your work, organized in projects and tasks. To see how you can do that, check this out.