Accounting - Customer Invoices

In order to record the receipts from the customers, you are required to fill in the details regarding the payments received from the customer. To make the receipts, you can select the name of the required customer in the Select a Customer field from Receive Payments screen. Result: The screen refreshes by displaying the name of the selected customer along with the record details of the pending amounts.

The refreshed screen displays the following details:

1. By default the Date field in the top right corner of the screen, displays the current date. Alternatively, the desired date can be selected by clicking the calendar icon.

2. By default the selected customer’s name is displayed in the Select a Customer drop down list.

3. Select the bank name where the received payment amount will be deposited to, from the Deposit to drop down list.

4. In the Memo field, mention a brief description about the current payment.

5. From Payment Method drop down list, you can select the mode of payment, which can either be through either check or cash.

6. Enter the cheque number of the cheque provided by the customer in the Check Number text box.

7. The screen displays the following columns: Invoice No, Customer, Invoice Date, Due Date, ($) Original Amount, ($) Amount Due, and ($) Payment.

8. Under each column, the corresponding details are displayed.

9. Click on the desired number link under the Invoice column to view the details of the delivered invoice. Result: The Receive Payments Screen refreshes by displaying the details of the selected invoice.

10. The ($) Balance field displays the total amount pending from the customer.

11. To make a receipt for the payment received from the customer, select the record in the given check box, and enter the amount under the ($)Payment column corresponding to the selected record, and then Click on the ‘Receive Pay’ link. Result: The screen refreshes by displaying the Receive Payments screen.

12. The received payment from the customer is now registered under ‘ Receive Payments Register’ link.

RECEIVING PAYMENTS

Receive Payments under Customers, allows you to receive the payments that are due from the customers. With the help of Receive Payments, you can make an entry of the received payments, and can maintain a register for all customers individually.

In order to view Receive Payments from Accounting home page, click on the Customers link on the left pane of the home page, and select Receive Payments link. Result: The Customers screen refreshes by displaying Receive Payments Screen as shown below:

In the above screen, the user can do the following things:

• Select a Customer from the Select a Customer drop-down list. Selecting the Customer from this drop-down list will display the list of customers that are having due amount as shown in the below screen:

• The above screen will display the due amount that is to be received from the selected customer under the following columns: Invoice No., Customer, Invoice Date, Due Date, ($) Original Amount andAmount Due.
• The above screen also provides an option to the user to select multiple invoices, receive payments by way of cash or check and deposit the amount to the bank as selected in the Deposit To drop-down list, by entering the amount into the fields provided next to the invoice below the ($) Payment column.
• Note: The amount entered below the payment column must be greater than zero (0).
• The user can do the payment for the customer using the Payment Method field. User has an option to select Cash or Check.
• If the user selects Cash as payment method, then the user cannot enter the Check number in theCheck Number text box provided. The Check Number text box will be disabled when the user selects the payment option as Cash in the Payment Method field.
• If the user selects Check as payment method, then the Check Number text box will be displayed in enabled mode that allows the user to enter the check number.
• When the user clicks on Invoice number link available in the Invoice No. column, then the system displays the appropriate invoice details.
• The Deposit To drop-down list will display the list of all banks. Clicking on Receive Pay will receive the payment.
• Click on the ‘Receive Payments Register’ to know the details of the received payments from the customers. 

Invoices History is an important feature under Customers. AkkenCloud provides this concept, which helps you to keep track of all the invoices that are delivered to the customers. You can find the list of records, which gives the details of the delivered invoices accordingly.

To view the invoices history from Accounting home page, click on the Customers link on the left pane of the home page, and select Invoices History link. Result: The Customers screen refreshes by displaying Invoices History screen.

The refreshed screen, displays the following details:

1. The From date field and To date field automatically displays the period, from when the list of invoices have been delivered. Alternatively, you can use the calendar icon to specify the dates.
2. You can also edit the From date and To date fields, and click on the View link, available beside the calendar icon. The screen refreshes by displaying the list of invoices to be delivered based on the dates specified.
3. The Select Customer field will have the drop down list consisting of the list of customers names, for whom the invoices are delivered. By default all the invoices to be delivered will be shown.
4. Click on the Print link to print the invoices. The system refreshes by displaying the invoice in PDF format.
5. To remove the invoices, select the required invoice records and click ‘Remove Invoices’  link. Confirm the removal of the invoices in the prompt. The screen refreshes by removing the selected invoice to Create Invoice screen.
6. Double click on the desired record to view the complete details of the invoice to be delivered.

AkkenCloud allows you to take a hard copy (printed output) of the delivered invoices of the customers.

Printing Single Invoice

1. Select the required invoice record and click Print link available in the Deliver Invoices/Invoice History home page. The system refreshes by displaying the invoice in PDF format, as shown below:
2. In the PDF file, click Print icon in the toolbar or select Print option from File menu.

Printing Multiple Invoices

You can print multiple invoices using Print link available in theDeliver Invoicesand Invoice History screens.

1. Select the required invoice records and click Print link. The system displays the following alert message:

1. In the above screen,

• Click Yes to print multiple invoices.

• Click No to cancel the print process.

Follow the process described above to take the printed version of the selected invoices.

AkkenCloud allows you to preview the details of the generated invoice before delivering the invoice. In order to preview the complete details of the generated invoice, click on the‘Preview’ link in the Deliver Invoices display screen, which has to be delivered. The Invoice screen refreshes by displaying the generated invoice details.

The refreshed screen displays the following details:

1. The deliver invoice screen has four links in the provided strip bar: Export, Print,Update,and Close links respectively.
2. The screen displays the final details of the generated invoice that has to be delivered to the customer.
3. The details displayed in the screen are the same as the details discussed in the ‘View Invoice Details’ topic. Click on theExport link to export the delivered invoice details. You can export the invoices either in CSV or PDF format.
4. Click on Print link to print the invoice(s).
5. To edit the Time Sheet and Expenses details, click on the date links corresponding to each Time Sheet and Expenses row displayed under Service Date column. 
6. Click on the ‘Update’ link to modify the changed details in the invoice before delivering. The invoice screen refreshes by displaying the updated invoice in the Deliver Invoice Screen.
7. Click on the ‘Close’ link to cancel, and returns to Deliver Invoices Screen.

VIEW GENERATED INVOICE DETAILS

AkkenCloud allows you to view the details of the generated invoices. In order to view the complete details of the generated invoices, double click on the desired record, which has to be delivered. The Deliver Invoices screen refreshes by displaying the generated invoice details.

The refreshed screen displays the following details:

1. The deliver invoice screen has six links in the provided strip bar: Export, Print, Recalculate, Update, Preview, and Cancel.

2. The details displayed in the screen are the same as the details discussed in the ‘View Invoice Details’ topic. 

3. After making the changes in the desired fields, click on the ‘Recalculate’ link.

4. Click on the ‘Preview’ link, in order to preview the invoice before delivering the invoice. 

5. Click on the ‘Cancel’ link to cancel, and return to the Deliver Invoices Screen.

DELIVER INVOICE DETAILS

AkkenCloud allows you to deliver the generated invoices to the customer with Deliver Invoice feature. To deliver an invoice from Accounting home page, click on the Customers link on the left pane of the home page, and select the Deliver Invoices link. Result: The Customers screen refreshes by displaying Deliver Invoices screen.

The refreshed screen, displays the following details:

1. The From date field and To date field automatically displays the period, from when the list of invoices are due to be delivered. Alternatively, you can use the calendar icon to specify the dates
2. You can even edit the From date and To date fields, and click on the View link, available beside the calendar icon. Result: The screen refreshes by displaying the list of invoices to be delivered based on the dates specified.
3. The Select Customer field will have the drop down list consisting of the customers names, for whom the invoices are due for delivery. By default the screen shows the list of invoices to be delivered of all the customers.
4. The Deliver Invoices screen will have the following columns respectively: Invoice. No., Customer, Invoice Date, Due Date,($) Balance and Delivery Method.
5. Under each column, corresponding details of the customers’ invoice are displayed.
6. Click on the Print link to print the invoices. The system refreshes by displaying the invoice in PDF format.
7. You can also have an option to save the invoice in PDF format by clicking on the Save link.
8. Double click on the desired record to view the complete details of the invoice to be delivered. 
9. To remove the invoices, select the required invoice records and click ‘Remove Invoices’  link. Confirm the removal of the invoices in the prompt. The system refreshes by removing the selected invoices from the Deliver Invoices screen.

Note: You can remove multiple invoices at a time.

1. To deliver an invoice directly, you need to select the particular record by checking the check box, and click on the ‘Deliver Invoice’ link. The screen refreshes after delivering the selected invoice.

PREVIEW INVOICE DETAILS

AkkenCloud allows you to preview the details of the invoice before generating the invoice.

To preview the details of the invoice, do the following:

1. Click on Preview link available in the Invoice Details screen. The system refreshes and displays the preview of the invoice screen.
2. Click on Generate Invoice link to generate the invoice. The system refreshes by generating the invoice and displays the Create Invoices screen.
3. Click on Close link to close the Invoice Preview screen.