Create a sales invoice

The fields that appear on your sales invoice vary according to your permissions, the transaction definition configuration, and other customizations your company may have made during the set up of Sage Intacct. Ask your system administrator questions regarding your company-specific workflow processes.

An Order Entry transaction can be a quote, order, shipper, invoice, or adjustment. To learn about additional activities related to sales invoices, such as editing or deleting, see Order Entry transactions and Order Entry transactions list.

A typical Order Entry workflow starts with creating a sales quote and sending it to a customer. If the customer decides to buy, the quote is converted to a sales order. When the merchandise is shipped, the sales order is converted to a shipper. Finally, the shipper is converted to an sales invoice, which is issued to the customer. In the event the customer returns some merchandise, the invoice can be converted to a sales return. If there is no stock return involved but the customer needs to be credited, the invoice can be converted to a credit memo (for example, the customer was charged for 100 items but was only sent 80).

The names of these transactions may differ for your company. Your company may use combined transactions, like a shipper-invoice, or you may use additional transactions, like a revenue contract. Alternatively, you may only use a subset of these transactions. For example, your process may be only two steps: sales order to sales invoice.

Subscription

Order Entry

Regional availability

All regions
User type
  • Business
  • Warehouse
Permissions

Order Entry transactions: List, Add
Restrictions

The user must not be excluded from user/group access rights for the transaction definition.

How do you want to create the sales invoice?

I want to create a new sales invoice

I want to copy from an existing sales transaction

I want to convert another transaction into a sales invoice

I want to create a recurring sales invoice

I want to create an invoice for a project or a contract

Create a sales invoice

  1. Go to Order Entry > All > Transactions > Invoice, and select Add (circle) next to the applicable sales invoice name.

    The Sales Invoice page appears.

  2. Enter the desired information in the applicable fields.

    At a minimum, you must complete the required header fields and add at least one line item in order to post or save a draft of the sales invoice. See the Field descriptions for details about each field.

  3. When you have completed entering the sales invoice information, do one of the following:

    • Select Post to save the sales invoice. The sales invoice has a State of Pending and is ready for the next step in your workflow.
    • Select More actions and select Post & new to save this sales invoice and create a new sales invoice.
    • Select Draft to save the sales invoice in a Draft State.
    • Select More actions and select Draft & continue to save this sales invoice as a Draft and create a new sales invoice.

Copy from an existing sales transaction

You can copy any transaction to create a new sales invoice. For example, you can copy a sales invoice into a sales invoice, a sales order into a sales invoice, and so on.

  1. Go to Order Entry > All > Transactions > Invoice, and select Add (circle) next to the applicable sales invoice name.

    The Sales Invoice page appears.

  2. Select More actions and then select Copy from.

    A Select Order Entry Transaction list appears.

  3. Find the sales transaction from which you want to copy and select Select next to it.

    The system populates the sales invoice page with the information from the selected transaction.

  4. Edit the fields as desired.

    At a minimum, you must complete the required header fields and add at least one line item in order to post or save a draft of the sales invoice. See the Field descriptions for details about each field.

  5. When you complete entering the sales invoice information, select one of the following:

    • Post: Saves the sales invoice. The sales invoice has a State of Pending and is ready for the next step in your workflow.
    • More actions > Post & new: Saves this sales invoice and creates a new sales invoice.
    • Draft: Saves the sales invoice in a Draft State.
    • More actions > Draft & continue:  Saves this sales quote as a Draft and creates a new sales invoice.

Convert another sales transaction into a new sales invoice

You can only convert sales transactions that have been specifically identified in the invoice transaction definition to a sales invoice.

For example, if you want to convert a sales order to a sales invoice, the sales invoice transaction definition must include sales order in the Converted from information.

See Convert a sales transaction for detailed instructions.

Create a recurring sales invoice

You can create a sales invoice that repeats on a periodic basis for a desired customer.

  1. Create the sales invoice as outlined in Create a new sales invoice and save it.
  2. Open the sales invoice (it doesn't matter if you open it in View or Edit mode).

  3. Select More actions and select Repeat.

    A dialog box appears asking you to confirm that you want to continue.

  4. Select OK.

    The Recurring Sales Invoice page appears.

  5. See Recurring templates for detailed instructions.

Create an invoice for a project or a contract

If you are subscribed to Projects or Contracts, you will use an invoice generator to create invoices for your projects or contracts.

Learn how to generate a project invoice.

Learn how to generate a contract invoice.