Creating an invoice

An invoice is a formal request for payment for goods or services sold to a customer. Creating an invoice in Usystems records the sale, updates your accounts, and generates a document you can print or send to the customer.

Before you start

• You must have permission to create invoices (contact your administrator if you don't).
• You need at least one customer entered in your system.
• If you're selling products from inventory, verify the items are set up and have stock available.
• Know the items (products or services), quantities, and prices you're selling.

Steps

1. Go to Invoices → New Invoice Open in Usystems

2. Select the customer who is purchasing the goods or services. Use the customer lookup field to search by name or ID.

3. Add the line items:

   • Click Add line to insert each product or service.
   • Enter the quantity and unit (e.g., pieces, kg, hours).
   • The unit price will default from the product's list; adjust if needed for this sale.

4. Fill in the invoice header details (see "Dates, memo and other header details" if you need guidance on date, memo, or currency).

5. Choose the warehouse if you're selling from inventory (see "Choosing the warehouse on an invoice" for details).

6. Review the totals and confirm the items are correct.

7. Click Save to create the invoice. The system will assign an invoice number and record the sale.

Accounting impact

When you create and save an invoice:

• Sales revenue is credited (increased) in your income account.
• Accounts receivable is debited (increased) — the customer now owes you money.
• If the items are from inventory, the cost of goods sold is recorded and inventory is reduced.

Tips & common mistakes

• Save early. Once you save, the invoice gets a number and becomes official. You can edit it afterward if needed.
• Check the customer. An invoice always needs a customer. If you don't find the right one, create the customer first in Contacts → Customers.
• Use the right warehouse. If your business has multiple warehouses, pick the correct one so inventory is deducted from the right place.
• Round-trip verification. After saving, open the invoice again to confirm all the details were recorded correctly.