Accounting

Add New Invoices

Create a customer invoice.

Click New Invoice on the Customer Invoices page to open this form. Fill in the customer and shipment details, add the charge lines, check the total and save.

Open in Info-X

The screen

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What each number means

  1. 1
    New Invoice

    The form for a new customer invoice.

  2. 2
    DRAFT tag

    The invoice is still a draft until you save and post it.

  3. 3
    Back

    Leaves without saving.

  4. 4
    Tech Guide

    Opens a guide to how this screen works.

  5. 5
    Add New

    Starts another blank invoice.

  6. 6
    Invoice Log

    History of changes made to this invoice.

  7. 7
    Save Invoice

    Saves the invoice. Fields with * must be filled first.

  8. 8
    All Sections

    Shows every section on one long page.

  9. 9
    Tabs

    Shows one section at a time as tabs.

  10. 10
    Invoice Details

    Who you are billing and the shipment details printed on the invoice.

  11. 11
    Customer Name

    Required. Search for the customer you are billing.

  12. 12
    Division

    Required. Which department the invoice belongs to, e.g. Ocean Export.

  13. 13
    Type

    Required. Invoice, credit note or debit note.

  14. 14
    File Reference Number

    Required. Your job or file number for this shipment.

  15. 15
    Customer PO Number

    The customer's purchase order number.

  16. 16
    Invoice Number

    Filled in automatically when saved, or type your own.

  17. 17
    Status

    Required. Draft, Posted and so on.

  18. 18
    Booking Number

    Search a booking to pull its details into the invoice.

  19. 19
    Invoice Date

    The date on the invoice.

  20. 20
    Due Date

    When payment is due.

  21. 21
    Origin

    Port of loading.

  22. 22
    Origin Code

    Code of the origin port.

  23. 23
    Terms

    Required. Payment terms, e.g. Due on Receipt or Net 30.

  24. 24
    Office Type

    Required. The office issuing the invoice.

  25. 25
    Destination

    Port of discharge.

  26. 26
    Destination Code

    Code of the destination port.

  27. 27
    On Board Date

    Date the cargo sailed.

  28. 28
    ETA Date

    Expected arrival date.

  29. 29
    Descriptions (Vessel/Voyage)

    Vessel name and voyage printed on the invoice.

  30. 30
    Weight (KGS)

    Cargo weight in kilograms.

  31. 31
    Measurement (CBM)

    Cargo volume in cubic metres.

  32. 32
    Profit Center

    Business unit that gets the income, e.g. Ocean.

  33. 33
    Email

    Customer email the invoice is sent to.

  34. 34
    Charges

    The lines you are billing.

  35. 35
    Add More Charges

    Adds a charge line (charge code, quantity, rate, amount).

  36. 36
    Sub Total

    Total of all charge lines before tax.

  37. 37
    VAT

    Tax added to the charges.

  38. 38
    Total

    The amount the customer owes, with its currency.

  39. 39
    Notes & Messages

    Notes for the customer and for your team.

  40. 40
    Message

    Up to 200 characters, printed on the invoice for the customer.

  41. 41
    Memo for internal use

    Notes only your staff can see.

Hover a number to highlight its explanation. Click the screenshot to zoom.

Key areas

1

Invoice Details

Customer, division, type, file and booking numbers, dates, terms, ports, weight and email.

2

Charges

Charge lines with sub total, VAT and total.

3

Notes & Messages

A message for the customer and an internal memo.

How to use it

  1. 1On Accounting → Customer Invoices click New Invoice.
  2. 2Search the Customer Name and fill in the File Reference Number.
  3. 3Optionally search a Booking Number to fill in shipment details.
  4. 4Check Division, Type, Terms and Office Type.
  5. 5Click Add More Charges for each line, check the Total, then Save Invoice.

Tips

  • Use Tabs at the top right to see one section at a time.
  • The Memo is never shown to the customer — use it for internal notes.