Create sales invoice - detailed version

Summary

How to add more detail to a sales invoice in Sage Accounting.

Description

This explains the information shown on the sales invoice in more detail, such as adding discounts, adding a delivery address, changing the VAT rate etc.

The quick start guide shows you how to create a simple invoice.

Resolution

Set the invoice due date

The credit terms set on the customer’s record determine the due date, which you can change on the invoice. For example, if the default payment term is 30 days but you want payment within 15 days, update the invoice's Due Date.

Change the payment due date or terms on invoices

Specify a delivery address

The delivery address on your invoice populates from the customer record you select. You can change this on an individual invoice, if you need to.

No separate delivery address? The delivery and invoice address can be the same.

No address for this customer? Enter 'No address' or 'TBC' in the address fields to create and save your invoice. You can edit the address on the customer’s record later if you need to.

Change a ledger account

Categorize transactions with ledger accounts. For stationery, use an Office Supplies ledger account, aiding in organization and reporting.

Saving the invoice records the net value (excluding VAT) to this ledger account for office supply sales reporting.

Creating an invoice uses the customer's default settings to apply automatically to the correct ledger account.

Adding a product or service to the invoice sources the ledger account from the product or service record.

You can change the ledger account shown on any of your invoice lines.

Add a discount

You can add a discount to individual items on your invoices, either as an amount or a percentage.

Should I apply my discount before or after VATs calculated?

A discount that includes VAT reduces the amount the customer needs to pay for the invoice and decreases the VAT due. Apply this discount to the invoice. When calculating your VAT Return, make sure to include these reduced net and VAT values.

A discount that is exclusive of VAT reduces the amount the customer needs to pay but does not affect the amount of VAT due. If you need to apply your discount after calculating VAT, you must enter it when recording the payment.

If you're not sure whether to apply the discount before or after calculating VAT, ask your accountant for advice.

See examples and learn how to apply each type of discount

Add analysis tags

Analysis types are tags that make it easier for you to analyse your accounts in more detail. There are three types: departments, cost centres, and projects.

Once you’ve set analysis tags up, you can assign them when you create your invoices. You can then produce reports using these tags, helping you to review your sales in more detail.

For example, if you set up departments for each of your sales regions, you can apply those departments when you create invoices. Later, you can produce reports that show invoices for each region.

Before you can add analysis types to an invoice, you need to set them up in Settings, then Business Settings, Analysis Types. Once you've created them, add them to an invoice by clicking the ellipsis ( ) at the end of each item line:

Learn more about analysis types

Change VAT rate

When you create an invoice, the VAT rate used is the one set as the default on the customer record. If you then add products or services, the VAT rate updates to use the one saved on the product or service record.

You can change the VAT rate on individual item lines by selecting the rate you want to use from the drop-down list.

More about VAT rates (UK)

More about VAT rates (IE)

Add bank details, notes, or terms and conditions

Each invoice you create has space for you to add terms and conditions and extra notes. Use these to add information such as terms of sales for your customers, and bank details for payment.

You can enter this information on each invoice as you create it. If you prefer, you can set up default terms and notes, which will print on every invoice you create.

To set up default text, go to Settings, then Business Settings, Document Preferences, and scroll to the Terms & Conditions and Notes sections. Establish notes and terms here; they will appear on every new invoice but you can modify them on individual invoices.

TIP: If you enter your bank details in the invoice notes, your customer has them to hand when they come to pay their invoice.

Add shipping costs

If you want to charge your customer for delivery or postage charges, enter the net amount in the Carriage box. You can apply a VAT rate if your shipping charges are subject to VAT.

View VAT breakdown

When you've finished adding items to your invoice, the total net, VAT and gross amounts appear at the bottom of the invoice. Break down the VAT by VAT rate, allowing you to see a separate line for each rate used on the invoice.

If you prefer to see a further breakdown of the VAT included on your invoice, select the View VAT Analysis link. Opens table displaying VAT breakdown for items on the invoice, including different rates and values for goods and services.

Add attachments

Attachments are a great way to organize and track any files related to this invoice. For example, you could attach sales literature such as a PDF brochure, or a product image. If you email the invoice to your customer, they can see the files you've attached.

You can add up to 10 attachments to each invoice, using files of the following types: PDF, GIF, JPG, JPEG or PNG. The maximum size for each file is 2.5MB.

Learn more about attachments

Customise your invoice

Use the Customise menu at the bottom of the New Sales Invoice page to jump to customisation settings. This saves you time when you want to customise invoices for your business.

Using stock items with sales invoices

Creating a sales invoice reduces the amount in stock

We monitor your stock by recording your movements every time you bought or sold stock. Recording each purchase or sale ensures accurate stock monitoring.

We won't allow your stock levels to go into a negative value

We block saving invoices if stock levels are too low to ensure items aren't sold when out of stock

We recommend that you save the invoice as a draft until you've recorded all of your purchase transactions. If you need to, you can manually adjust your stock levels to change the number of items you have in stock.