You can create invoices for both active and inactive customers. In Microsoft Office Accounting 2008, there are several ways to create an invoice.
Tip If you frequently create invoices that have the same field or line item information, you can save an Invoice form as a template that you can reuse. For more information, see Create a recurring document.
Primary ways to create invoices
- Do one of the following:
On the Customers menu, point to New, and then click New Invoice.
Office Accounting 2008 creates an Invoice form using a default template. You can change the template.
- On the toolbar, click the arrow next to Current Layout. The current layout template is selected.
- To change the layout, select a different template from the list.
||Create an invoice for a product.
||Create an invoice for a service.
||Create a simplified invoice (with Contact name).
||Create a simplified invoice (without Contact name).
Note Some of the fields displayed on the Invoice form are based on options you selected in the Preferences dialog box. To learn how to change these options, see Change preferences.
- On the Customers menu, point to Customer Lists, and then click Quotes.
- Right-click an open quote, and then click Convert to Invoice.
- On the Customers menu, point to Customer Lists, and then click Sales Orders.
- Double-click the sales order. Its status must be Not Invoiced or Partially Invoiced.
- On the toolbar, click Create, and then click Create Invoice.
A new invoice appears with all the information from the sales order. Its status is Not Paid.
Note If any line item on the sales order contains a negative quantity, it is not carried over, and you must add the line item to the invoice.
- You can also create an invoice using Microsoft Office Outlook with Business Contact Manager.
If you use both Accounting 2008 and Business Contact Manager for Outlook, you can create an invoice from a Business Contact Manager for Outlook account record. For information, see Help in Business Contact Manager for Outlook.
- Enter the information on the Invoice form.
Save the invoice
When you save an invoice that has a status of Open, the invoice is posted to the customer's accounts receivable balance. You can also save a partial invoice when only part of a sales order can be fulfilled. Additionally, the sales tax is posted to the same customer account.
Because an invoice affects accounting, you cannot delete it. If you need to make changes to an invoice, you can edit an invoice or void an invoice.
When you have completed the form, on the toolbar, do one of the following:
- To close the form, click Save and Close.
- To create another invoice, click Save and New.
- To save the invoice as a template that you can reuse, click Recurring.
Note Cash discounts are posted as part of the invoice payments, not as part of the invoice.
To view all invoices, on the Customers menu, point to Customer Lists, and then click Invoices.
Other ways to create invoices
For flexibility, there are several other ways to create invoices in Accounting 2008. You can: