Invoice creation is essential in the management of any business. From Stockagile you can quickly create invoices and associate them to the corresponding transactions.
Requirements to be able to create invoices
The user must have the role of OWNER, STORE MANAGER or WAREHOUSE MANAGER. You can see the different types of roles in the section Create or edit a user.
Steps to create invoices
Go to the BILLING section in the INVOICING section.
You will see the list of invoices where you can filter and view:
Reference: Invoice reference
Billing: Billing date
Payment: Invoice payment status
Total: Total invoice amount
Source: Where the invoice is generated from
Client: Client assigned to the invoice
File: Direct access to download the invoice in PDF format without needing to enter this.
On the screen that appears, click on the NEW INVOICE button at the top right.
A pop-up appears where you must indicate the type of serial number to associate the invoice with.
You can see where to edit serial numbers in the article Creating and editing serial numbers.
In the first section, complete the contact details.
The name of the contact
Billing address
Invoicing and due date
Fiscal address
Serial number if you want to modify it
Invoice concept
Currency
Language
Pricing tier
In the next section you can add Lines, Lines are products or services that you can have either stored in the system or enter them manually, it is important to note that if you select products that you have entered in the inventory, these will not be deducted from the stock.
In the next section you must add the delivery note(s) corresponding to that sale (in case you want to link the invoice with a sale). A pop-up appears where you can type the serial number of the delivery note or the customer's name.
⚠️ Note: If the invoice is related to a retail sale or to a delivery note of a purchase/sale, the origin of it will be indicated on the invoice, with direct access to the relevant source. You can also create the invoice from that sale or purchase.
In the fourth section you specify the payment method, the discount and you also have the option to write notes.
In the last section you can see the payment method, the amount and the date to complete it.
Once the invoice is completed you must issue it on the ISSUE button. It is very important to ensure that all the information is correct because if you must make any subsequent changes you will have to rectify or cancel the invoice. It is explained in more detail in the following section.
When you go to the main INVOICES screen, you can filter them using the search engine and the calendar icon to filter by periods.
Step 2: invoices list
Step 5: Main screen of how to create an invoice and information to fill in.
Step 8: Reference of the delivery note and the corresponding purchase
⚠️ Note: The VAT calculation of invoices is done by line, the formula is as follows. You have the full explanation with details in the article Price calculations with VAT.
⚠️ Note: to learn how to send proforma invoices and how the clients visualize them, go to Send and visualize files from our contacts.
Corrective invoices
When you must modify or cancel an invoice issued because there have been changes to it or it has not been entered correctly, you can go to the MORE ACTIONS button at the top right of the invoice and, among other options, you can create a corrective invoice or cancel it. This will create another draft invoice and once this second one is issued, the original one is cancelled.
