Organisations use sales invoices to inform customers of the amount they owe in exchange for goods or services that were sold.
A sales invoice typically includes the items the customer had purchased, quantity of items that were purchased, any discounts received, total amount owed and payment terms.
On the Desk Mobile dashboard, tap on the Invoice icon under the Business Modules section to access the sales invoicing module.
Fig. 1 Desk Mobile Dashboard
If this is your first time here, you will be prompted to create a new sales invoice by tapping on + Create Invoice.
Fig. 2 Invoices – Empty data Fig. 3 Invoices – With transactional data
Otherwise, you will see the Invoice dashboard with all your existing sales invoice records. Tapping on Create a New Invoice Form will direct you to a new Invoice form.
Start by adding a Customer. If you haven’t added any customers, you can simply type the customer’s name and it will be added to the list.
Fig. 4 Add Customer Fig. 5 Select Customer
The Invoice Date is set to the current date and the Due Date is 30 days from now as default options. You can change the respective dates by tapping on the field and selecting an appropriate date.
Fig. 6 Invoice Date and Due Date Fig. 7 Product prices inclusive of Tax
Enter the Invoice Number Use the appropriate toggle setting for prices inclusive/exclusive of taxes
Tap on Add Item and enter the details of the product. If you have added products in the past, the product list will be available for you to choose. Else, you can add new products on the fly and add to the invoice. You can choose to add existing items by scanning their barcode / QR codes.
Tapping on Options will allow you to modify tax and discount settings for the product in the sales invoice.
Fig. 8 Add Product Item to Sales Invoice Fig. 9 Select Product(s) / Service(s) Item
While adding a new product on the fly, you may be required to enter additional information depending on if the product is a “Service” (no stock tracking required) or “Inventory” (stock tracking required).
If you wish to edit any added items, you can:
- Tap on an item and edit the details
- Or on iOS, Swipe Right for a quick edit
- Or on Android, Long Press for a quick edit
Fig. 10 Product Details Fig. 11 Update Item Unit Price & Product Quantity
To add tax and discount to your added items in the sales invoice, tap on Options and fill in the details of Tax and Discount
Fig. 12 Tax and Discount
Once the items are added, you can save the invoice, or save it as a draft.
Fig. 13 Save as Draft or Save Invoice
You will be directed back to the main Invoices screen, where can view all your sales invoice records.