How do I create a Manual Invoice?

To create a Manual Invoice:

• Click on the Create Manual Transaction tab which is displayed on the Manage Transactions screen.
• Select to create an Invoice, Credit Note, Credit Note against Unpaid Invoices, Donation, Event, Merchandise or Service Fee. This selection will affect the behaviour of the screen (see below relating to Subscription and Renewal Invitation and also to Credit Note against an Outstanding Invoice) and will also default the Revenue Account Code on each detail line.
• Enter the Document (Invoice) date (defaults to today) and Due Date (defaults to Document date plus the number of days to add as set in Company Settings/Accounting).
• If there is more than one person on the Membership (and you have the setting in Company Settings to allow Invoice/Receipt Contacts to be selected) you will be given the option to select the person that should be recorded against the Invoice. It defaults to the Accounting contact.
• Optionally enter an external reference for the Invoice/Credit. Could be a client’s PO number.
• An option to Force Self Service Payment is available. If selected this will force the invoice to be paid in Member Self Service Pay Invoices alongside the payment of any other invoice. It is typically used for Late Payment Fees.
• You now enter each detail line on the invoice:

Field Name	Format	Description
Products	Drop Down	If Products are activated you can select a Product from the Product List. By selecting product it will pre-fill the fields on the Item Line ready for you to click add
Description	Text	Item Description to go on the invoice item line
Amount	Currency	Amount excluding Tax
Tax	Currency	Tax based on the taxable status of the Member. Will auto calculate if Item Amount is entered.
Total	Currency	If previous two fields entered this will auto calculate. If the previous two are blank and you enter the total amount here it will calculate the Item Amount and tax for you.
Account Code	Drop Down	Select the relevant Revenue Account Code
Job Code / XERO Tracking Names	Free Text	If Job Codes or XERO Tracking Names are activated in Company Settings you will be able to enter them here and they will be carried forward in the GL Extract Export to your accounting system.
Service Start Date	Date	Only visible if you have Accrual Accounting activated in Company Settings. Defaults to Today.
Service End Date	Date	Only visible if you have Accrual Accounting activated in Company Settings. Defaults to Today.
Add/Edit Delete	Hyperlink	Click Add to add a new item line. Before Creating transaction you can use Edit and Delete to modify or remove a previously added invoice line.

Add as many Item Description rows as you wish to include on the invoice. Click on the Create Transaction button to generate the invoice or credit note transaction.

The manual invoice will now be displayed on the Payment page transaction grid ready for payment. You can make a payment or return to the Transaction list to print/email the invoice

If you have made an error while creating the invoice you can use the Clear Transaction button.  This will show a pop up that will say “This will clear the transaction without saving” click ok.