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Issue Invoices

An invoice is a commercial document that itemizes and records a transaction between a buyer and a seller If goods or services were purchased on credit, the invoice usually specifies the terms of the transactions and provides information on the available methods of payment. It is a document sent by a provider of a product or service to the purchaser that show the item or service provided and amount owed.

Here you can issue invoices to your clients, view and print them as well as automatically post sales transactions to your General Ledger.

Note that your Accounting module should have been activated by setting the beginning of the financial year at the menu System/Configuration/Accounting.

How to issue invoices to customers

To issue an invoice to a customer you go to Accounts/Purchases and Sales/Issue Invoices and a screen like the one below shows up:

• Invoice to: Enter your Customer ID number (Debtor's ID), e.g.,"KA/00002"or you can click on the ellipsis button to select the debtor from the Debtor's Selection Screen that will show up:

• Note that the customer should have been registered at Accounts/Purchases and Sales/Debtors.

• Name: Once the debtor is selected under invoice to field the name of the debtor will automatically appear here e.g "Jorg Associates".
• Invoice Details: Enter the invoice details, e.g.,"Supply of 5 computers".
• Link invoice to client: If the invoice is to be met by your client, you can use this facility to link the invoice to the client. Click on the Choose button and select the client to link the invoice e.g "Naymar Ray".
• Currency: From the drop down select the currency in which the invoice will appear, e.g., "UGX". In case the report has transactions in other currencies too, then LPF will convert all other transactions in to the report currency
• Invoice No.The Invoice number will automatically be assigned by Loan Performer, e.g., "KA/00011".
• Voucher: Enter here the voucher number of the invoice to the debtor
• The Debtor analysis 1,2 and 3: The Debtor analysis will provide a basis for the analysis of debtors during the production of the Debtors reports. These categories should be the standard that is adopted by the organisation to refer to different classes of debtors. The analysis of debtors should have been done under Support file/Debtors and Creditors Categories.
• Issue Date: Enter the date when the invoice was issued, e.g., "01/01/2020".
• Due date: Enter the date when the invoice is expected to be paid off, e.g., "15/01/2020".
• Cost Centre: From the drop down box, select a Cost center for which you want to generate a report about e.g Administration. You may tick the Check for all option to have a report on all business sectors that are available in the system.
• Add Line: Press this button to fill in the details for the items that will appear on the invoices line by line. The line in the table becomes highlighted and you will be able to enter the details accordingly.

• Note that if you have several items on the invoice, continue with Add line until all have been entered

• Total VAT: This text box will automatically show the total VAT charges for all the items included on the invoice e.g "495,000". Ensure that you have activated VAT charges on Sales and Purchases under System/Configuration/Loan Product Settings/VAT Settings
• Total amount: This text box will automatically show the total amount of all items included on the invoice, e.g., "3,245,000".
• Remove: If you want to remove an item from the invoice, click on that line item and click on this button to exclude it from the invoice.
• Print: You can click on the Print command button to view\print the invoices and keep them for future reference.

Note: You can also reprint/modify/delete a previously saved invoices by clicking on the Search Debtor's Invoices button to retrieve it and then making the necessary changes or modifications before saving it again.

Click on the Save button to save the invoice information and on the Cancel button to exit.

Related Topics

Contact LPF live support for more information
This service requires an Internet connection.