Click on the button "New Invoice" on the main form or button "New" on the Invoices list form.
In the field Number enter the Invoice number or use the default. This field is a alphanumeric field. Each Invoice has the unique number.
Fill in the name of the customer or job.
Select a Template
In the detail area, enter the line items.
Click the button "Product". This will display a list of existing products. Click the button "New" to add a new product or service. Enter a unique Product Code, Invoice and Invoice Description, Cost, List and Sale Price on the Product Form. Update the check boxes to reflect if taxes are normally applied to sales of this product. If you wish to use this product as non-stock or non-depleting also check the boxes. Finally, click the OK button on the Product Form and "Select" button( or double-click on the product row) on the Product List Form. The Invoice Form will be displayed with new item on the Invoice Items box. On the Invoice Items box, edit the Quantity, Unit Price and the description if necessary. You can also change the Taxable status for the item on this invoice. Click the Save button. Note that the line item now appears in the grid and discount, sales taxes, totals and balance due have automatically been calculated. Click the "New Item" button to add additional items to the Invoice. Note that you can now select product from Products List or click the "New" button to define an additional product.
You can simply type Product Code in the Invoice Item and press Enter. If this product code exists, GoInSy automatically will fill fields "Description", "Unit Price" and "Tax". If this product code doesn't exist, you must enter description, unit price, quantity, tax and after clicking "Save" button system add this product in the Product List.
Besides, you can use any bar code reader that is translated and entered directly into the keyboard buffer as regular text.
You'll see the warning message if you enter in the invoice a product with zero or small quantity in the warehouse.
You have a possibility to find any product in the big invoice using button "Find".
You can delete an unnecessary item if establish on it the pointer and click the button "Delete".
The form has the checkbox "Calculate Price from Ext." for switching the mode of calculate price from extention.
Discount rate and Discount
If you use a discount, you can enter discount rate or discount amount in this field.
System automatically compute discount through significance of the discount rate (percent). If discount rate is equal zero, you can manually enter significance of the discount.
Enter shipping charges in this field.
The system allows to use two kinds of the taxes. The taxes can calculate automatically as significance tax rate(percent) from the sum of the Invoice (with shipping or without). Only taxable products are used in calculation. If the account of the tax doesn't submit to automation, it can be entered manually. Update the check boxes "Calc.Tax" if taxes are automatically settled up through tax rate. If you expect the tax with allowance shipping establish the check box "Tax Shipping". You can place options of account of the second tax with the help of forms "Invoice Options" which is called by clicking of the "Option" button.
The Comment field allows you to enter any Invoice comments.
Here you can do a note about condition of this Invoice. The Invoice may be printed, sent by E-mail or Invoice creation may be not completed yet .The content of this field is not printed.
The field "Group" is use for classification of the Invoices. You can sort and apply a filter by "Group" in the Invoices list and reports. The content of this field is not printed.
You may indicate location for all goods.
The Golden Inventory is multi-currencies system. You can select any currency for new Invoice using drop down list Currency. If you want add a new currency use left menu Lists-Currencies. You have to enter a current exchange rate in appropriate field.
You can select status of your Invoice : "Approved" for existing sale,"Waiting" for planned transaction and "Canceled"
Calls the Customer List form for choice of the customer.
Click the "New Item" button to add additional items to the Invoice.
Calls the Products List form for choice of the product.
You may find any product amongst already entered items.
You can delete an unnecessary item if you establish the pointer on it and click the button "Delete".
You can insert a row between existing rows
You can fill the invoice detail section from any Estimate already sent to the customer.
You can use hot keys for fast luanch of the functions: F2- New Item, F4- Products, change field "Tax" and increase Quantity,F7- Find.
If you use sale orders you can create invoice as copy sale order already sent to the customer. If you selected the customer for your invoice you'll see only list of sales orders of this customer. If you not selected customer you'll see all sales orders. You should choose order and press on the button "Select" or do double click of the mouse. Program pull over the items, comments and other info from a Sales
Order to an Invoice.
Here you can look through the list of all invoices under this Invoice. Total sum of sale is visible to the right of this button.
You can look through the list of all payments under this Invoice after clicking on this button. Immediately from this list of payments you can enter new payment or edit already made payments under this Invoice. Total sum of payments is visible to the right of this button.
When you click the button " Options " , you can change any caption of the Invoice and set up a mode of the calculate taxes . This Options form allows to adjust the screen form in any kind, appropriate for you. The options are saved in the current template.
It is an Editor for Invoice templates. You can create any receiving list template using mouse and toolbar buttons. You should click on the toolbar buttons "Line","Frame","Image", "Text" or "Data" and paint with mouse this elements. You can use right mouse button and menu items. You should save template in .dtm file after edit. You may create several template for each document (for example packing list for invoice). Before printing you should select Template from drop down list.
Use this button to print the invoice.
You can send the Invoice by E- mail using this button. The Invoice will be created as html file and will be sent to your customer as attachment of the letter .
It is very useful function for data exchange with your main office or vendors. You save your invoice in XML file. Then you send this file to your remote warehouse via email or floppy disk or flash device. When personal of remote warehouse will receive the products they load XML invoice and second inventory system automatically will create receivng receipt. You exclude the manual entering from your work.
Load XML customer POrder
You can receive a Purchase Order from your branch or vendor in the Golden Inventory XML files. You can easy transform it into Invoice using this button. Then you save the new invoice as XML file and send it to your branch.
Any modifications made in the Invoice will be saved only in case if you click this button.
This button closes the Invoice form. If you want to save all modifications made in the form before closing the form, necessarily click "Save" button. If you want to leave without saving, safely click on this button.
You can execute any command not only by clicking on an appropriate button but also by choicing Item of the Form Menu.
The form "Invoice" have the checkbox "Calculate Price from Ext." for switching mode of calculate price from extention.
Columns in detail section:
You can show and hide different columns using Options form.
Use this field for tracking shipped products with different serial numbers. You have to create separate row for each serial number.
System will offer the list of existed serial numbers for certain item.
Expiration date / Warranty
You can track shipping of products with limited time of keeping, food or medication. Select date for each product from list of existed expiration dates. You will be able to control expired products on your warehouses using Expiration report . You can use this column for indicating warranty date also.
You can define location for each item in one Invoice if you ship products from several warehouses. Set check box Location in detail section at the Options form. You will be able select location for each row.
Use this column if you receive items specially for certain customer or job.