Introduction
You can add invoices in Accelerate to manage your financial records and track cashflows, ensuring accurate financial data management and accounting.
Note: Before creating invoices in Accelerate, you will need to have a Sales Invoice template (and optionally a Purchase Invoice template) coded in to the system. To accomplish this, please refer to the guide on Adding a New Document.
We will also need to set up at least one Nominal Account in Accelerate. To learn how to do this, please use this link to the documentation Nominal Accounts.
Next we need to Create a sequence in the settings. This sequence must have the description "Invoice Number", here you can specify the next invoice number. For more information regarding sequences please use this link Sequences.
The last thing that needs to be done before we get started is having the ‘Invoice Management’ setting ticked on your user account (System admins can do this) as seen in the screenshot below. To accomplish this, please refer to the guide on Editing User Privileges.
Adding an Invoice
After setting up the required prerequisites, you can add invoices in Accelerate in three ways.
Invoicing from Invoices
Invoicing from Cashflow
Invoicing from Penalty notice
Invoicing from Invoices
Navigate to Invoices
Click Add Invoice and input the relevant information.
The fields marked with red line are mandatory.
The fields such as Related Relationship, Related Order, and Related Vehicle allows you to select the required information from the relevant information you have stored. When adding related items, select the related relationship first to enable the system to display the correct orders and vehicles. The following screenshot illustrates the Related Relationship popup selection list.
Click Save.
Invoicing from Cashflow
Navigate to the desired cashflow and click on the envelope icon positioned at the far right end.
You will see a page similar to the one below
Input the relevant information within the invoice header fields and Invoice Lines and click save.
For detailed information on cashflows, read Cashflows.
Invoicing from Penalty notice
Here is where you can find detailed information about penalty notices.
When adding a penalty notice, you'll notice the invoice button appearing on the screen's top right corner.
Click on ‘Invoice' to access a page similar to the one displayed below.
Input the relevant information and click 'Save'. Upon saving the invoice, the Invoice Lines section is displayed to add the required information.
Invoice Lines
Upon saving the invoice, the Invoice Lines section is displayed to add the required information.
Navigate to Invoice Lines section on Invoices\Edit Invoice page and click Add Line.
Enter or select the required values in the fields.
Note:
You can select the required account from the Nominal Account dropdown list.
You can add multiple Invoice Lines if required by pressing Add Line.
Click Save.
Uninvoiced Cashflows
Note: In order to view your uninvoiced cashflows, you need to make sure that the relevant quote has a funder linked to it.
To create and view uninvoiced cashflows, follow the steps below:
After linking a funder to your quote, add a Cashflow. For example - funder bonus.
Create your invoice by following the steps in Adding an Invoice.
Note: You must select the same payer/ee as selected in quote.
Click View Uninvoiced Cashflow.
Your uninvoiced cashflows will appear. Check the box in the row of the required uninvoiced cashflows you wish to add to the invoice.
Click Add to Invoice.
Note: This process will save you the process of inputting all the information again into the invoice.
Press Save and you're all done!
Voiding Invoices
You can void an invoice to cancel a transaction if it is no longer valid, contains errors, needs changes in the transaction, or needs to correct financial records.
Navigate to the required Invoices\Edit Invoice page.
Simply press the 'Void' button which is located in the top right of the screen.
The confirmation dialog is displayed.
Press Ok and it automatically redirect you to your invoice list.
Info: The date the invoice was voided will now appear on the invoice
Downloading Invoices
If you need to, you have the option to download and print an invoice.
Navigate to the required Invoices\Edit Invoice page.
Simply press the 'Print & Download' button which is located in the top right of the screen.
The PDF version of the invoice will appear in the download section of your browser.
Renumber invoice
If you wish to renumber your invoice, simply follow these steps:
Click on 'Renumber invoice' located at the top right corner.
A prompt will appear stating, 'This action will assign the next available invoice number from your Invoice Number sequence to this specific invoice. Please note that this action cannot be undone. Do you wish to proceed?' You can then choose between Cancel or OK.
