Invoices & payments

Bill your customers, record what they pay you and correct mistakes. Sending an invoice posts it to the ledger.

Find them under Sales Invoices. The list filters by Draft, Awaiting approval, Awaiting payment, Overdue and Paid.

Create and send an invoice

1. Select New invoice, or convert a quote or sales order.
2. Choose the customer, dates and currency, then add lines and discounts the same way as on a quote.
3. Save it as a draft.
4. Open the invoice and select Mark as sent. If it meets an approval rule (by default 2,000,000 or more), select Submit for approval instead.

What sending posts

Entirova checks stock before it sends. It won't sell stock you don't have, or stock already reserved for a confirmed sales order.

Starting values for invoices

Under Settings My apps Invoices Settings Starting values, or the gear on any Invoices page. It needs the Admin level in Invoices.

• Income account for typed lines: where a line you type yourself posts. Lines with a product or service use its own account.
• Invoices are due in (days): every new invoice is due this many days after its date, whoever the customer is. Leave it empty to use each customer's own payment terms. You can still change the due date on an invoice.
• Note on new invoices: a new invoice starts with this note, and you can change it on each one. The notes that print on every invoice unchanged are part of the template instead.
• Late payment wording: printed on an invoice once it is overdue. It is wording only: Entirova does not add interest or a fee to the balance.

Late payment interest and early payment discount

Two rules about being paid, both off until you turn them on. Set them in Productivity Rules, or from the Rules tile in Invoices settings. They need the Admin level in Rules.

Cases: different answers for different customers and amounts

The advance rule, late payment interest and the early payment discount are each a list of cases, set up the same way as an approval rule. A case says When (its conditions) and Then (what to do).

• Conditions you can use: the amount, the customer, the customer group, the entity and the currency. A case with several conditions needs all of them. A case with none always applies.
• A rule's page lists its cases in a table, in order: number, When and Then. The first case that matches is used, from the top; the arrows at the end of a row move it up or down. If no case matches, the rule doesn't apply.
• Select a case to open it: add or remove conditions, choose All of these or Any of these when there are several, set what it does, then Save. Add case is at the top right, and Remove is inside the case.
• The On / Off switch at the top right turns the whole rule on or off; its cases are kept while it is off. Each change is saved as you make it.
• Examples: ask for a 50% advance from Rs 1,000,000 and 20% from Rs 200,000; charge no interest to one customer group; offer 5% for paying within 5 days on large invoices and 2% within 10 days on the rest.

Late payment interest

• Set the interest a month, how many days after the due date it starts, and the income account it posts to (4800 Interest Income to begin with).
• An overdue invoice then shows Interest so far and a Charge interest button. Interest is worked out by the day on what is still owed; a month counts as 30 days.
• Charge interest makes a new invoice to the same customer for the amount, sent straight away, with no VAT. Nothing is ever charged by itself.
• The overdue invoice remembers the day it was charged up to, so the same days are not charged twice. An interest invoice earns no interest of its own.

Early payment discount

• Set the discount, the number of days from the invoice date to pay within, and the account the discount given posts to. Entirova has no account for this to begin with; many businesses add one called Discounts allowed.
• The invoice prints the offer: how much to pay, by when, and the amount taken off.
• In Record payment, inside the window and when the whole balance is being paid, a switch offers the discount. With it on, the customer pays the reduced amount, the invoice is paid in full, and the difference posts to the account you chose.
• It applies only while nothing has been paid on the invoice yet. VAT is not adjusted for the discount; if your tax office expects that, use a credit note instead.

Invoice statuses

Recording a payment

On a sent invoice, select Record payment and enter the payment date, amount, the bank account it was paid into, the method (bank transfer, card, cash, cheque or online payment) and a reference.

• Entirova posts debit Bank, credit Accounts receivable.
• The payment appears on the bank feed already reconciled.
• Part payments are fine. Payments can't be dated in the future.
• For foreign-currency invoices, any exchange difference goes to FX gains (4900) or FX losses (7000).

Advance before work starts

When an invoice asks for an advance, the invoice page shows how much of it is still due until it's paid. In Record payment, Use this amount fills in just the advance. The printed invoice shows the advance under the balance due, marked received once it's paid. The invoice list shows an Advance due tag on sent invoices still waiting for it.

You can also settle an invoice from the bank feed by matching a bank line to it. See Bank feeds & reconciliation.

Correcting an invoice

A sent invoice can't be edited, so your ledger and what the customer received always agree. To correct one:

1. Select Void (or Request void if voids need approval, which they do by default). An invoice with payments can't be voided.
2. Entirova posts a reversing journal dated today and returns any stock at its original cost.
3. Select Duplicate to start a new draft with the same lines, fix it and send it.

Credit notes

A credit note gives a customer money off what they owe: goods returned, an overcharge, a rebate. Open the invoice and select Credit note, then choose the lines and how many of each to credit. For a credit that isn't for one invoice, use New credit note under Sales Credit notes or Credit note on the customer page.

• It posts debit income and output VAT, credit Accounts receivable, so the VAT return goes down by its VAT.
• Put returned products back in stock puts returned units back at the cost they left at (debit Inventory, credit Cost of sales).
• A credit note for an invoice with something still owed is taken off it straight away. Otherwise select Apply to invoices to set it against the customer's other open invoices, or Refund to pay them back from a bank account.
• Under Where it was used, select Applied on a line to open it, then Take off to remove the application, so the invoice is owed again. A credit note that hasn't been used can be voided.

Printing and e-invoices

Print uses your invoice template (see Invoice template). Sent invoices also offer E-invoice (UBL), a beta feature that copies the invoice as UBL XML for e-invoicing systems.