Add New Sales Invoice

Overview

A Sales Invoice is used to inform customers of the amount they owe in exchange for goods or services that were sold. Below are the various interface methods for adding a New Sales Invoice within Zumzum Financials.

Create A New Sales Invoice

You have various options in the system to create a new sales invoice and even more choices if you decide to create your own automations to create the invoices.   Use any of the capabilities below to create a sales invoice in Zumzum Financials.

Create A Sales Invoice From The Sales Tab

1. Navigate to the Sales tab.
2. Select Add New Sales Invoice
3. In the Customer field, enter the Account name of your Customer or use the lookup button to view a list of Customers.
4. The Invoice Date is referring to the day the Invoice was created. This autocompletes with today’s date. You can edit this by clicking the field and selecting a date from the drop-down calendar.
5. The Invoice Due Date is the date in which the Invoice should be paid by. Select this by clicking the field and selecting a date from the drop-down calendar.
6. The Sales Invoice Type, will auto select Sales Invoice and should be left like this as a Sales Credit is its own feature.
7. The next field is the Invoice Template, you can choose from Zumzum stock templates or pick from a custom created template. This will determine the layout of the invoice when it is posted.
   • You are able to link/complete other fields but they are not necessary to complete the Invoice so at this point go ahead and link the records accordingly.
8. Now you need to add the line items, these are the items that you are billing for on the Invoice.
9. Firstly enter the Product Name or click the lookup button to view a list of products stored in Salesforce.
10. Now enter the Nominal Account or click the lookup button to view the list of Nominal Accounts.
11. Now enter the Qty (Quantity), which is the number of this specific item bought.
12. The Foreign Net Amount will be auto-filled with the price saved on the product record within Salesforce. You can edit this by clicking the field and typing a new number. Clicking outside of the field ill update the following fields: Foreign Tax Total, Foreign Net Total, Foreign Gross
13. Now select the T/C (Tax Rate) from the drop-down menu, this will automatically be applied to the price to work out the new total.
14. Select to Add, in the Options box, this will add the item to the Sales Invoice.
15. (Optionally) Click on the Dimensions sub-tab and enter the correct Dimensions assigned to the product.
    • Dimensions may be loaded automatically if they are assigned to the product template, however, you may still override the default dimension values.
    • Dimensions must match the Dimension field, e.g. Dimension 1 field will only accept a dimension with the Type as Dimension 1, otherwise, you will receive an error.
    • Dimensions must be “Active” in order to be able to save the line item.
16. Repeat Step 8 –> Step 13 for every sales invoice line item you wish to add to the invoice.
17. Finally, click Save once all the items are added.

Create A Sales Invoice From The Sales Invoice Tab

1. Click the New button, which is in the top right.
2. In the Customer field, enter the Account name of your Customer or use the lookup button to view a list of Customers.
3. The Invoice Date is referring to the day the Invoice was created. This autocompletes with today’s date. You can edit this by clicking the field and selecting a date from the drop-down calendar.
4. The Invoice Due Date is the date in which the Invoice should be paid by. Select this by clicking the field and selecting a date from the drop-down calendar.
5. The Sales Invoice Type, will auto select Sales Invoice and should be left like this as a Sales Credit is its own feature.
6. The next field is the Invoice Template, you can choose from Zumzum stock templates or pick from a custom created template. This will determine the layout of the invoice when it is posted.
   • You are able to link/complete other fields but they are not necessary to complete the Invoice so at this point go ahead and link the records accordingly.
7. Now you need to add the line items, these are the items that you are billing for on the Invoice.
8. Firstly enter the Product Name or click the lookup button to view a list of products stored in Salesforce.
9. Now enter the Nominal Account or click the lookup button to view the list of Nominal Accounts.
10. Now enter the Qty (Quantity), which is the number of this specific item bought.
11. The Foreign Net Amount will be auto-filled with the price saved on the product record within Salesforce. You can edit this by clicking the field and typing a new number. Clicking outside of the field ill update the following fields: Foreign Tax Total, Foreign Net Total, Foreign Gross
12. Now select the T/C (Tax Rate) from the drop-down menu, this will automatically be applied to the price to work out the new total.
13. Select to Add, in the Options box, this will add the item to the Sales Invoice.
14. (Optionally) Click on the Dimensions sub-tab and enter the correct Dimensions assigned to the product.
    • Dimensions may be loaded automatically if they are assigned to the product template, however, you may still override the default dimension values.
    • Dimensions must match the Dimension field, e.g. Dimension 1 field will only accept a dimension with the Type as Dimension 1, otherwise, you will receive an error.
    • Dimensions must be “Active” in order to be able to save the line item.
15. Repeat Step 8 –> Step 13 for every sales invoice line item you wish to add to the invoice.
16. Finally, click Save once all the items are added.

Create A Sales Invoice From A Customer Account

1. Select the Account the Sales Invoice is related to, which can be found on the Accounts tab or by searching. The account type needs to be Customer to be able to create a Sales Invoice.
2. Go to the Related tab on the Account, scroll down until you find the Sales Invoice section.
3. Click the New button, which is in the top right of the Sales Invoice section.
   • The Customer field will auto be complete with the Account which was selected in step 1.
4. The Invoice Date is referring to the day the Invoice was created. This autocompletes with today’s date. You can edit this by clicking the field and selecting a date from the drop-down calendar.
5. The Invoice Due Date is the date in which the Invoice should be paid by. Select this by clicking the field and selecting a date from the drop-down calendar.
6. The Sales Invoice Type, will auto select Sales Invoice and should be left like this as a Sales Credit is its own feature.
7. The next field is the Invoice Template, you can choose from Zumzum stock templates or pick from a custom created template. This will determine the layout of the invoice when it is posted.
   • You are able to link/complete other fields but they are not necessary to complete the Invoice so at this point go ahead and link the records accordingly.
8. Now you need to add the line items, these are the items that you are billing for on the Invoice.
9. Firstly enter the Product Name or click the lookup button to view a list of products stored in Salesforce.
10. Now enter the Nominal Account or click the lookup button to view the list of Nominal Accounts.
11. Now enter the Qty (Quantity), which is the number of this specific item bought.
12. The Foreign Net Amount will be auto-filled with the price saved on the product record within Salesforce. You can edit this by clicking the field and typing a new number. Clicking outside of the field ill update the following fields: Foreign Tax Total, Foreign Net Total, Foreign Gross
13. Now select the T/C (Tax Rate) from the drop-down menu, this will automatically be applied to the price to work out the new total.
14. Select to Add, in the Options box, this will add the item to the Sales Invoice.
15. (Optionally) Click on the Dimensions sub-tab and enter the correct Dimensions assigned to the product.
    • Dimensions may be loaded automatically if they are assigned to the product template, however, you may still override the default dimension values.
    • Dimensions must match the Dimension field, e.g. Dimension 1 field will only accept a dimension with the Type as Dimension 1, otherwise, you will receive an error.
    • Dimensions must be “Active” in order to be able to save the line item.
16. Repeat Step 8 –> Step 13 for every sales invoice line item you wish to add to the invoice.
17. Finally, click Save once all the items are added.

Create A Sales Invoice from A Sales Order

1. Locate and select the Sales Order you wish to use.
2. Make sure the Status field on the Sales Order is set as Delivered or Part Delivered.
3. In the top right, on the button bar (If in lightning then select the drop-down menu on the button bar) select Create Invoice.
   • Any data stored on the Sales Order will be transferred onto the Sales Invoice.
4. In the Customer field, enter the Account name of your Customer or use the lookup button to view a list of Customers.
5. The Invoice Date is referring to the day the Invoice was created. This autocompletes with today’s date. You can edit this by clicking the field and selecting a date from the drop-down calendar.
6. The Invoice Due Date is the date in which the Invoice should be paid by. Select this by clicking the field and selecting a date from the drop-down calendar.
7. The Sales Invoice Type, will auto select Sales Invoice and should be left like this as a Sales Credit is its own feature.
8. The next field is the Invoice Template, you can choose from Zumzum stock templates or pick from a custom created template. This will determine the layout of the invoice when it is posted.
   • You are able to link/complete other fields but they are not necessary to complete the Invoice so at this point go ahead and link the records accordingly.
9. All Sales Order line items will be loaded in the Sales Invoice Line Items, ready for you to edit or add new line items.
10. To add new line items enter the Product Name or click the lookup button to view a list of products stored in Salesforce.
11. Now enter the Nominal Account or click the lookup button to view the list of Nominal Accounts.
12. Now enter the Qty (Quantity), which is the number of this specific item bought.
13. The Foreign Net Amount will be auto-filled with the price saved on the product record within Salesforce. You can edit this by clicking the field and typing a new number. Clicking outside of the field ill update the following fields: Foreign Tax Total, Foreign Net Total, Foreign Gross
14. Now select the T/C (Tax Rate) from the drop-down menu, this will automatically be applied to the price to work out the new total.
15. Select to Add, in the Options box, this will add the item to the Sales Invoice.
16. (Optionally) Click on the Dimensions sub-tab and enter the correct Dimensions assigned to the product.
    • Dimensions may be loaded automatically if they are assigned to the product template, however, you may still override the default dimension values.
    • Dimensions must match the Dimension field, e.g. Dimension 1 field will only accept a dimension with the Type as Dimension 1, otherwise, you will receive an error.
    • Dimensions must be “Active” in order to be able to save the line item.
17. Repeat Step 8 –> Step 13 for every sales invoice line item you wish to add to the invoice.
18. Finally, click Save once all the items are added.

Create A Sales Invoice From A Salesforce Opportunity

1. Locate the Opportunity that the Sales Invoice is in relation to either through the Opportunity tab or by searching.
2. In the top right click the Create Invoice button.
   • The Opportunity field will be auto-completed with the opportunity you selected in step 1
3. In the Customer field, enter the Account name of your Customer or use the lookup button to view a list of Customers.
4. The Invoice Date is referring to the day the Invoice was created. This autocompletes with today’s date. You can edit this by clicking the field and selecting a date from the drop-down calendar.
5. The Invoice Due Date is the date in which the Invoice should be paid by. Select this by clicking the field and selecting a date from the drop-down calendar.
6. The Sales Invoice Type, will auto select Sales Invoice and should be left like this as a Sales Credit is its own feature.
7. The next field is the Invoice Template, you can choose from Zumzum stock templates or pick from a custom created template. This will determine the layout of the invoice when it is posted.
   • You are able to link/complete other fields but they are not necessary to complete the Invoice so at this point go ahead and link the records accordingly.
8. All Opportunity Product line items will be loaded in the Sales Invoice Line Items, ready for you to edit or add new line items.
9. To add new Sales Invoice line items, these are the items that you are billing for on the Invoice.
10. Firstly enter the Product Name or click the lookup button to view a list of products stored in Salesforce.
11. Now enter the Nominal Account or click the lookup button to view the list of Nominal Accounts.
12. Now enter the Qty (Quantity), which is the number of this specific item bought.
13. The Foreign Net Amount will be auto-filled with the price saved on the product record within Salesforce. You can edit this by clicking the field and typing a new number. Clicking outside of the field ill update the following fields: Foreign Tax Total, Foreign Net Total, Foreign Gross
14. Now select the T/C (Tax Rate) from the drop-down menu, this will automatically be applied to the price to work out the new total.
15. Select to Add, in the Options box, this will add the item to the Sales Invoice.
16. (Optionally) Click on the Dimensions sub-tab and enter the correct Dimensions assigned to the product.
    • Dimensions may be loaded automatically if they are assigned to the product template, however, you may still override the default dimension values.
    • Dimensions must match the Dimension field, e.g. Dimension 1 field will only accept a dimension with the Type as Dimension 1, otherwise, you will receive an error.
    • Dimensions must be “Active” in order to be able to save the line item.
17. Repeat Step 8 –> Step 13 for every sales invoice line item you wish to add to the invoice.
18. Finally, click Save once all the items are added.

Create A Sales Invoice From A Quote

1. Locate the Quote that the Sales Invoice is in relation to either through the Quote tab or by searching.
2. In the top right click the Create Invoice button.
   • The Quote field will be auto-completed with the Quote you selected in step 1
3. In the Customer field, enter the Account name of your Customer or use the lookup button to view a list of Customers.
4. The Invoice Date is referring to the day the Invoice was created. This autocompletes with today’s date. You can edit this by clicking the field and selecting a date from the drop-down calendar.
5. The Invoice Due Date is the date in which the Invoice should be paid by. Select this by clicking the field and selecting a date from the drop-down calendar.
6. The Sales Invoice Type, will auto select Sales Invoice and should be left like this as a Sales Credit is its own feature.
7. The next field is the Invoice Template, you can choose from Zumzum stock templates or pick from a custom created template. This will determine the layout of the invoice when it is posted.
   • You are able to link/complete other fields but they are not necessary to complete the Invoice so at this point go ahead and link the records accordingly
8. All Quote line items will be loaded in the Sales Invoice Line Items, ready for you to edit or add new line items.
9. To add new Sales Invoice Line Items, these are the items that you are billing for on the Invoice.
10. Firstly enter the Product Name or click the lookup button to view a list of products stored in Salesforce.
11. Now enter the Nominal Account or click the lookup button to view the list of Nominal Accounts.
12. Now enter the Qty (Quantity), which is the number of this specific item bought.
13. The Foreign Net Amount will be auto-filled with the price saved on the product record within Salesforce. You can edit this by clicking the field and typing a new number. Clicking outside of the field ill update the following fields: Foreign Tax Total, Foreign Net Total, Foreign Gross
14. Now select the T/C (Tax Rate) from the drop-down menu, this will automatically be applied to the price to work out the new total.
15. Select to Add, in the Options box, this will add the item to the Sales Invoice.
16. (Optionally) Click on the Dimensions sub-tab and enter the correct Dimensions assigned to the product.
    • Dimensions may be loaded automatically if they are assigned to the product template, however, you may still override the default dimension values.
    • Dimensions must match the Dimension field, e.g. Dimension 1 field will only accept a dimension with the Type as Dimension 1, otherwise, you will receive an error.
    • Dimensions must be “Active” in order to be able to save the line item.
17. Repeat Step 8 –> Step 13 for every sales invoice line item you wish to add to the invoice.
18. Finally, click Save once all the items are added.

Create a Sales Invoice using Clone With Lines

Clone an existing Sales Invoice as a new Sales Invoice or Sales Credit.

1. Go to the Sales Invoice that you wish to copy and select the button Clone with Lines
2. All the Sales Invoice information and line items will open in an edit Sales Invoice screen.
3. You can now Edit all of the information on the Sales Invoice.
4. In the Customer Account field, enter the Account name of your customer or use the lookup button to view a list of customers.
5. The Invoice Date is referring to the day the Invoice was created.
   • This autocompletes with today’s date. You can edit this by clicking the field and selecting a date from the drop-down calendar.
6. The Invoice Due Date is the date in which the Invoice should be paid by.
   • Select this by clicking the field and selecting a date from the drop-down calendar.
7. The Sales Invoice Type, will auto select Sales Invoice and should be left like this as a Sales Credit and Pro Forma is its own feature.
   • You are able to link/complete other fields but they are not necessary to complete the Invoice so at this point go ahead and link the records accordingly.
8. The Sales Invoice Line Items will be loaded from the Sales Invoice you are cloning, ready for you to edit or add more lines.
9. To add new line items, navigate to the Sales Invoice Line Items grid and enter the Product.
   • Tip: use an asterisk “*” as a wildcard in order to increase the search speed.
10. Now enter the Qty (Quantity), which is the number of this specific item bought.
11. Enter the Foreign Net Amount  and then click outside of the box to update Foreign Tax Total, Foreign Net Total, Foreign Gross
12. Now select the Tax Rate from the drop-down menu, this will automatically be applied to the price to work out the new total.
13. Select to Add, in the Options box, this will add the item to the Sales Invoice
14. Repeat Step 8 –> Step 13 for every item on the invoice.
15. Finally, Click Save once all the items are added.
16. When you are happy that your Sales Invoice details are correct, go ahead and Post your Sales Invoice to the Zumzum Financials general ledger.

Post a Sales Invoice

Posting a Sale Invoice will create Ledger transactions in the Zumzum Financials general ledger. Once posted, your financial reports, nominal account balances and aged debtors control account balances will be updated as well as the customer account balance.

The Sales Invoice record is locked once it has been posted meaning that it can not be edited.  To make corrections, you would create a Sales Credit to reverse the sales invoice.

Post A Single Sales Invoice

Follow the below steps to Post a draft Sales Invoice.

1. Go to the Sales Invoice you wish to post.
2. Click the Post Invoice button
3. You will see a confirmation message requesting you to confirm you wish to post the invoice.
4. To Post the invoice select Post To Ledger
5. You will be redirected back to the Sales Invoice
6. The Status of the Sales Invoice will now be Posted

Mass Post Sales Invoices From A List View

Post single or multiple sales invoices from the Sales Invoice tab with a few simple clicks.

Video Overview Of Mass Post Sales Invoices From A List View

Mass Post Sales Invoices

When you post invoices from a list view, the system will schedule a batch process that will post the invoices in batches of five. You may increase your batch size using the Batch Settings custom metadata settings detailed further below in this page.

You are provided with a sample list view called “Draft Invoices and Credits” to help you get going. Clone the “Draft Invoices and Credits” list view or create your own Salesforce list views . Your list view should only contain Draft sales invoices.

Please ensure your Salesforce administrator has enabled the list view button for you on the Sales Invoices tab. Here are the instructions to help you Customise Search Layouts for Salesforce Classic .  This configuration change will enable the Post Invoices button to be visible in both Salesforce Classic and Salesforce Lightning Experience.

Follow these steps to mass post sales invoices from a list view:

1. Go to the Sales Invoices tab
2. Select the Draft Invoices and Credits List View or any of your own custom list views
3. Select the Sales Invoices individually or all sales invoices
4. Click the Post Invoices button
5. Review the list of sales invoices to be submitted in a batch process
6. Click the If you are happy with the list of Sales Invoices to post, click the Post Invoices button.
7. You should then see a message confirming the posting has started.
8. The Status of the Sales Invoice will be updated to Processing
9. Once the batch process has completed, the invoice status will be updated to Posted.

Custom Metadata Type – Batch Settings

By default, the mass post sales invoice process , will process Sales Invoices contained in the list of Sales Invoices in batches of five.

You may change this setting to optimise the performance in your own org to accomodate any custom workflows and code you may have running, to minimise the impact on your orgs’ Salesforce governor limits.

To configure the Custom Metadata Setting “Batch Settings” please follow these steps:

1. Go to Setup in Salesforce
2. Search for Custom Metadata Settings 
3. Find the Batch Job Settings metadata record
4. Click the Manage Records link in the Action column
5. Scroll to the item named Post Sales Invoice and click the lael to view the record
6. Select Edit to modify the record
7. Enter a value in Batch Size, e.g. 20
8. Select Save.