Invoice

Purpose

An invoice is a commercial document that itemizes and records a transaction between a Customer with Magestore. If products or services were purchased on credit, the invoice usually specifies the terms of the deal and provides information on the available methods of payment.

An invoice specifies what a Customer must pay the Magestore according to the payment terms. Payment terms indicate the maximum amount of time that a Customer has to pay for the products and/or services that they have purchased.

An invoice indicates that a Customer owes money to Magestore. Therefore, from a Magestore’s point of view, an invoice for the sale of products and/or service is called a sales invoice. From a Customer’s point of view, an invoice for the cost of products and/or services rendered is called a purchase invoice.

Stage

  • Draft: is used when a user is encoding a new and unconfirmed invoice
  • Open: is used when user creates invoice an invoice number is generated. It stays in the open status till the user pays the invoice
  • In Payment: is used when payments have been registered for the entirety of the invoice in a journal configured to post entries at bank reconciliation only, and some of them haven't been reconciled
  • Paid: is set automatically when the invoice is paid. Its related journal entries may or ay not be reonciled
  • Cancelled: is used when user cancel invoice

Relationship

Principles

Principle 1: the Customer of Invoice must be a company.

Activity

Create a new open Invoice

  • Step 1: Open [My Magestore > Accounting > Customers > Invoice]
  • Step 2: Input the informaction such as Customer, Invoice Date
  • Step 3: Input the products and/or services and choose price
  • Step 4: Save and click Validate to have an open Invoice

Find an Invoice

Discover Invoice Information

  • Step 1: Open an Invoice from My Magestore > Accounting > Customers > Invoice

  • Step 2: Scroll down to log note to have some detail information from Salesman

  • Step 3: View the Payment status by view the footer of the Invoice

  • Step 4: View the detail Customer's Information by click to the Customer Name, you can also Disscover more Information about the Customer

  • Step 5: Scroll to Log Note below, you will see a link to CRM Zoho to have more detail about deals. If not, contact to the business consultant who has responsible with this project.

Cancel an Invoice

Notice: Only administrator or Accountant Manager have the privilege to cancel an Invoice.

  • Step 1: Open [My Magestore > Accounting > Customers > Invoice] and find to the Invoice
  • Step 2: Click cancel

Change Information of an Paid Invoice

Notice: Only administrator or Accountant Manager have the privilege to edit an Paid Invoice.

  • Step 1: Open [My Magestore > Accounting > Customers > Invoice] and find to the Invoice
  • Step 2: Click cancel
  • Step 3: Click Reset to Draft, then click Edit
  • Step 4: Edit the Invoice Information, then click Validate

Notice: You have to assure that the total value of editted invoice must equal with the payment value.

Manually Assign a Delivery Team to take Responsible

Stop providing this feature on Invoice, change to Sales Order

Automatically Assign a Delivery Team to take Responsible

Stop providing this feature on Invoice, change to Sales Order

Notify a Delivery Team to take Responsible

Stop providing this feature on Invoice, change to Sales Order

Access an Invoice History from Customer

  • Step 1: From a Customer, click to Invoice
  • Step 2: The Customer's Invoice history is openned

Access an Invoice History from Project

  • Step 1: From Project on My Magestore, cli
  • Step 2: The Project's Invoice history is openned

Reconcile Payment Receipt to Invoice