Managing invoices on Stock-Tracker
How do I raise an invoice on Stock-Tracker?
There are a number of different invoices and credit notes which can be raised via Stock-Tracker.
Sales invoices – Invoices are automatically raised by Stock-Tracker when a sales order status is set to complete.
Manual invoices – These are non-stock related invoices that are raised manually.
Credits – These are credit notes that are associated with an order.
Manual credits – These are non-stock related credit notes that are raised manually.
Where do I view the invoices that have been raised?
You are able to view invoices in a number of different places within Stock-Tracker. Where you view the invoice depends on its status:
Current sales screen – This screen shows all sales orders that haven’t been delivered but for which an invoice has been raised and all manual orders that haven’t been marked as ready to process.
Completed sales screen – This screen shows orders which have been delivered and the invoice status and has not been set to completed
Invoice archive screen – This screen shows all invoices which have been marked as delivered and the invoice has been set to complete.
Can I set my own invoice / credit note numbers?
Yes, you can set either a prefix or suffix for your invoice/credit notes within the stocktracker admin settings. These are normally created during the system set up process but can be changed at anytime.
Please note that all invoice numbers within Stock-Tracker run concurrently.
How do I create manual invoices / credit notes?
To create a new invoice or credit note go to File->New->Manual Invoice or Manual credit note.
When you have clicked this you will be presented with a pop-up screen that allows you to add initial information about the invoice/credit note including the date of the invoice and the customer’s reference.
Once you have entered this information and you have clicked continue you will be taken to the manual invoice / credit screen.
There are a number of self-explanatory editable fields on this screen that allow you to update details of the invoice/credit note including customer details. Towards the bottom of this screen are also two quick use buttons that allow you to add or delete subject lines from the invoice.
When adding a subject line to your invoice you will be presented with a pop-up box that includes a number of editable fields.
You have the option to complete the invoice at any time by clicking on the take payment button or via the take payment option in the file drop down.
By clicking on the take payment button you will be asked to either process the payment or the invoice will automatically be marked as paid, this process is defined by your company settings within Stock-Tracker. Once payment details have been taken or the invoice is marked as paid then the invoice can be processed by clicking on the ‘ready to process’ button.
Once this button is clicked you will be given the option to ‘print’ the invoice or credit note (including emailing to your customer) and again depending on your account settings you will also be asked if you want to mark the invoice as completed. If you select ‘Yes’ the invoice will move from the current sales screen to invoice archive screen, if you select ‘No’ then the invoice stops on the completed sales screen.
How do I credit an existing order?
You can credit an existing order by viewing the order on screen and clicking Tasks->New Credit.
You will then be asked if you wish to add the stock on the original order to the new credit note, by clicking ‘Yes’ all of the stock on the original sales order will appear on the credit note, by clicking ‘No’ a credit note will still be raised but you will be able to manually add the details of the credit (for example a goodwill discount).
Please note that by crediting stock on a sales order this does not put the order back into stock, this can only be achieved by raising a returns note.
Do manual invoices and credit notes affect stock levels?
As these type of invoices are generally used for ad hoc services or charges ancillary to the sale of stock they do not affect stock values. Should you wish to raise an invoice relating to stock then create you should create a sales order in the normal way. (Link to creating a sales order)
Can I export my invoices and credit notes to an account package?
Yes, you are able to export all account information to either Sage or QuickBooks. Sage is set up as standard within Stock-Tracker. Should you require an export to QuickBooks please contact us.
How do I export my accounts information to Sage?
To export information to Sage you should click on Accounts->Sage Export followed by the category of information you wish to export.
If you are attempting to export new invoices to Sage and you have new customer records in Stock-Tracker that haven’t been previously exported you will be given the option to export these details to Sage at the same time.
When you are happy to export the data click continue and you will be presented with a pop-up screen asking you to name the exported Sage file and specify where you would like this file to be exported to.