Dates, memo and other header details

The header of an invoice contains administrative details like the invoice date, due date, and a memo field for notes. These details are important for record-keeping, cash flow planning, and communication with your customer.

Before you start

• You should have a customer already selected on the invoice.
• Know the date the sale was made (the invoice date) and when payment is due.
• Have any special instructions or reference information you want to include in the memo.

Steps

1. Go to Invoices → New Invoice Open in Usystems

2. Select your customer and add line items as usual.

3. Look for the Invoice Date field in the invoice header. It will default to today's date. Change it if the sale was made on a different date.

4. Look for the Due Date field. Enter the date when you expect payment. The due date is calculated from your payment terms (if set) but you can adjust it manually.

5. Find the Memo or Notes field and enter any relevant information:

   • Special delivery instructions
   • Reference numbers from the customer's purchase order
   • A brief description of the sale or special terms
   • Internal notes for your accounting team

6. Check for any other optional fields (e.g., PO Number, Reference, Department) and fill them if they apply to your sale.

7. Review all header details to ensure they are accurate, then add or finalize line items and save the invoice.

Accounting impact

The invoice date determines:

• When the sale is recorded in your books (the accounting date).
• The period in which the revenue appears on financial reports.
• The aging of the accounts receivable (how overdue an unpaid invoice appears).

The due date does not affect accounting directly, but it is important for tracking payment expectations and calculating cash flow.

Tips & common mistakes

• Invoice date = sale date. Use the date the goods or services were delivered, not the date you are creating the invoice in the system.
• Due date matters. If your company offers payment terms (e.g., Net 30), calculate the due date correctly so your customer knows when payment is due.
• Memo is visible to customer. If your invoice is printed or sent, the memo field usually appears on the document. Use clear, professional language.
• Time zone aware. If you are in a region with multiple time zones or working across borders, verify that the invoice date is in the correct local date for the sale.
• Backdating: avoid creating invoices with dates far in the past; this can complicate reconciliation and audit trails. If you need to record an old sale, check with your administrator first.