The sales invoices and credit notes feature allows you to set up invoices and credit notes, allocate and perform many other related actions. The links below gives the procedures to perform various actions. Click, as required.

• Browsing Invoices
• Setting up an Invoice
• Viewing Invoice or Credit Note Details
• Deleting or Emailing in Batch
• Split an Invoice
• Making Invoices Recurrent
• Setting up Product Dispatch Record
• Copying Invoice
• Setting up a Credit Note
• Setting up Receipts for Invoice

Browsing Invoices

All invoices and credit notes' summary are available on the Sales Invoices page. To view the invoices and credit notes' summary, complete the steps below.

1. Log in and click the required business.

2. The Customers page appears. On the left panel, click Sales > Invoices & Credit Notes.

3. The Sales Invoices page appears. View the summary of all invoices and credit notes.

NOTE:  The Reference Number is displayed after the document Number as opposed to after the customer name because of a
Focus Group Request 

Setting up an Invoice

You can set up two types of invoices differently — services and products or one single invoice comprising both services and products. This section gives the steps to set up all three types of invoices. To view the steps, click .

Product Invoice

To set up a product invoice, complete the following steps.

Step 1: Settings

1. On the left panel, click Settings.

2. The Settings page appears. Under the ACCOUNTS heading, click Setup.

3. The Accounts Setup page appears. The SALES INVOICE METHOD list, select Products Only and click Save to save the settings.

 

Step 2: Setting up Product Invoice

1. On the left panel, click Sales > Invoices & Credit Notes.

2. The Sales Invoices page appears. Click Add Invoice.

3. The Sales Invoice page appears. Enter the following details for the product invoice.

FIELD	STEP
INVOICE DETAILS heading
CUSTOMER*	Select the required customer or click to set up a customer record on the go. Note: As per Brexit rules, if the customer is located in Northern Ireland, the invoice value will be accounted under the VAT Returns, VIES and Intrastat. As per Brexit rules, if the customer is located in the United Kingdom, the invoice value will not be accounted under the VAT Returns, VIES and Intrastat. Invoice values for non-Irish and non-EU countries are not accounted for VAT Returns, VIES and Intrastat.
ACCOUNT MANAGER	Select a user.
INVOICE NO.	Depending on the settings, the invoice number can be auto-generated or custom.
REF. NO.	Enter a unique reference number.
QUOTE/S.O. NO.	If you have a quote or order the invoice will inherit, select the same.
INVOICE DATE	Invoice setup date. It depends on how you set up the date. You have three choices: Last Transaction Date, Today and None. To set up the date, on the left panel, click Settings and on the Settings page, select the required option from the DEFAULT TRANSACTION DATE list. You can set the invoice date up to 5 years beyond the current set accounting period.
DUE DATE*	The due date depends on the credit terms you have set in the settings. You can set the invoice date up to 5 years beyond the current set accounting period.
ADDRESSES & ATTACHMENTS heading	Provide the invoice and delivery address and attach supporting documents, if any.
Product*	Select the required product or, from the Product Search window, click New to set up a new product on the go.
Description*	The product description is auto-filled by default. You may update it.
Hrs / Qty*	Enter the product quantity in units.
Value*	The pre-configured price is auto-filled. You may update the price per unit.
Discount %*	Enter discount percent on the net amount, if applicable.
VAT %*	This is not available for update. To update, use the Advanced option.
Nominal*	This is not available for update. To update, use the Advanced option.
Net Amount*	The net amount is auto-calculated.

4. To save the invoice, click Save.

 

Service Invoice

Your business may provide or purchase services, for example, house renovation. Now set up invoices for services.

Step 1: Settings

1. On the left panel, click Settings.

2. The Settings page appears. Under the ACCOUNTS heading, click Setup.

3. The Accounts Setup page appears. The SALES INVOICE METHOD list, select Service Only and click Save to save the settings.

4. To save the settings, click Save.

 

Step 2: Setting up Service Invoice

1. On the left panel, click Sales > Invoices & Credit Notes.

2. The Sales Invoices page appears. Click Add Invoice.

3. The Sales Invoice page appears. Enter the following details for the product invoice.

FIELD	STEP
INVOICE DETAILS heading
CUSTOMER*	Select the required customer or click to set up a customer record on the go. Note: Although Northern Ireland is a EU member state, service invoice' value will not be accounted in the VAT returns, VIES or Intrastat. If the customer is based out of the United Kingdom, the transactions are not accounted in the VAT Returns, VIES or Intrastat. For non-Ireland and non-EU customers, the invoice values are not accounted in the VAT Returns, VIES or Intrastat.
ACCOUNT MANAGER	Select a user.
INVOICE NO.	Depending on the settings, the invoice number can be auto-generated or custom.
REF. NO.	Enter a unique reference number.
QUOTE/S.O. NO.	If you have a quote or order the invoice will inherit, select the same.
INVOICE DATE	Invoice setup date. It depends on how you set up the date. You have three choices: Last Transaction Date, Today and None. To set up the date, on the left panel, click Settings and on the Settings page, select the required option from the DEFAULT TRANSACTION DATE list. You can set the quote date up to 5 years beyond the current set accounting period.
DUE DATE*	The due date depends on the credit terms you have set in the settings. It can be up to 5 years from the invoice set up date.
ADDRESSES & ATTACHMENTS heading	Provide the invoice and delivery address and attach supporting documents, if any.
Description*	Enter the service description. For example, hardware repair.
Hrs / Qty*	Enter the hours spent in services.
Value*	Enter the charges per hour.
Discount %*	Enter discount percent on the net amount, if applicable.
VAT %*	Enter the applicable VAT percentage.
Nominal*	Enter the applicable nominal code.
Net Amount*	The net amount is auto-calculated.

4. To save the invoice, click Save.

 

Service and Product Invoice

You can set up a single invoice comprising services and products. Enter the service and product details in different rows.

* indicates mandatory fields.

Related Features

Surf Accounts provides the following invoice related features.

Advanced

This allows you to update invoice data that cannot be updated on the invoice grid. To access the feature, click for the corresponding invoice record and click Advanced.

Update the details in the Transactions Details window.

History

This feature provides the product purchase history by diffrent customers and related details. To access, click for the corresponding invoice record and click History.

• The product history window appears. Click All Customers.
• The product history shows the purchase history by all customers.

Quick Invoice

To set up a quick invoice, complete the following steps.

1. Log in and click the required business.

2. The Customers page appears. On the left panel, click Sales > Invoices & Credit Notes.

3. The Sales Invoices page appears. Click Quick > Quick Invoice.

4. The Quick Sales Invoice page appears. To set up quick sales invoice, enter the following details.

FIELD	STEP
Date	Invoice setup date. You can set the invoice date up to 5 years beyond the current set accounting period.
Ref.No.	Enter a unique reference number for the invoice.
Inv. No.	Depending on the settings, it can be automatically numbered. You can set up the numbering by going to the Settings > Accounts Setup .
Customer	To enter the customer for whom you are creating an invoice, click and from the Customer Search window, select the customer. If you want to create the invoice for a new customer, on the Customer Search window, click New to create a new customer on the go.
Customer Name	The customer name is displayed based on the entry in the Customer field.
Net	Enter the net value of the invoice.
VAT Code	Select the VAT rate. Note the following: To set up invoices for non-local, VAT-registered EU customers under the VAT Information Exchange System (VIES), select Z 0.00% (Zero) from the Advanced option. If the customer is Ireland-based and an RCT principal, the VAT percentage is RCT 0.00 by default. If the customer is UK-based and a CIS principal, the VAT percentage is CIS 0.00 by default.
VAT	The VAT amount is displayed based on the VAT rate selected in the VAT Code field.
Gross	The gross amount is calculated by adding the values of Net and VAT fields.
Code	Select the nominal code.
Notes	Enter additional notes, if required.

5. To save the quick invoice, click [Save]. A quick invoice is indicated by an asterisk by its number in the Sales Invoices page, for example, 119*.

Use the following hotkeys to perform your operations:

Viewing Invoice or Credit Note Details

To view an invoice or Credit Note details, on the Sales Invoices page, click anywhere on the row.

If you sort any column other than Date, then the Date column is also sorted accordingly.

Deleting or Emailing in Batch

Delete in Batch

1. On the Sales Invoices page, tick the box under the Email button.

2. All records are selected. You may also customise your batch by manually selecting the records. Click the Delete button.

3. On the Confirmation Message window, click Delete. The records are removed.

4. In case one or more records cannot be removed, a message appears. You can deselect such records and remove the rest.

Emailing in Batch

1. On the Sales Invoices page, tick the box under the Email button.

2. All records are selected. You may also customise your batch by manually selecting the records.

3. Click the Email button. The records are emailed to the respective customers.

Note: If one or more records do not have email IDs already set up, you will need to enter the email ID in the window that appears. You may set the email temporarily or in the records by ticking the Save email address to contact box. If you do not tick the box, the message will appear every time you email the invoice to the particular customer.

Optional. To view the status of the email delivery, on the left panel, click Sales > Customers. On the Customers page, click and then click View. The Activities tab shows the status.

Split an Invoice

You can split a quick invoice amount into as many parts as you need as long as the sum of the parts equal the original invoice amount. The split amounts are shown in the generated invoice. A split invoice is indicated by the entry Split in the Code field of a quick invoice and different nominal codes. To split an invoice, complete the following steps.

1. Create a Quick Invoice.

2. On the Quick Purchase Invoice page, select the required invoice and click Split.

3. The Split window appears. Now, add rows and divide the invoice amount into as many parts as needed ensuring that the total of the split parts equal the original invoice amount.

Optional. Remove redundant rows by selecting the row and clicking Delete.

4. To confirm that the values in the Net fields of rows are equal to the original invoice amount, click [Adjust Total].

5. To save the split, click [Save]. The nominal code confirms that the invoice has been split

6. To view the split amounts, on the Sales Invoices page, click and click Print.

7. The Sales Invoice Preview page appears. You can view the split amounts.

Emailing Invoices

You can email an invoice at the customer email ID set up during customer set up or any other email ID. The email body content is template-defined but you can also enter custom content. To email invoice, complete the following steps.

1. View available invoices.

2. On the Sales Invoices page, click for the row corresponding to the required invoice and in the inline menu, click Email.

3. The Send Email window appears. Enter the required details and click [Send].

If you are using a trial business, you cannot use more than one email ID per field and you cannot send more than ten emails.

Making Invoices Recurrent

You can make a detailed invoice recurrent at specified frequencies. Set the invoice to recur at specific time period for finite or infinite times. You can also skip or put a recurrence on hold. To make an invoice recurrent, complete the following steps.

1. Log in and click the required business.

2. The Customers page appears. On the left panel, click Sales > Invoices & Credit Notes.

3. The Sales Invoices page appears. Click for the row corresponding to the required invoice and in the inline menu, click Make Recurring.

4. The Recurring Sales Invoice page appears. Enter the following details.

5. To save the recurring invoice details, click [Save].

Copying Invoices

You can quickly set up identical invoices by copying available quotes or orders. You can update contents of the original invoice. To copy an invoice, complete the following steps.

1. View the available invoices.

2. On the Sales Invoices page, click for the row corresponding to the required invoice and in the inline menu, click Copy.

3. The sales invoice page appears. Retain or update the details.

4. To save the invoice, click [Save].

Setting up Receipts for Invoices

You can set up receipts for one or more invoices for a customer from the Sales Invoice page. To set up receipts, complete the following steps.

1. Log in and click the required business.

2. The Customers page appears. On the left panel, click Sales > Invoices & Credit Notes.

3. The Sales Invoices page appears. Click for the row corresponding to the required invoice and in the inline menu, click Pay.

4. The Customer Receipt page appears. Enter the following details.

5. Note the amount under the Paid column for the selected invoice is selected by default.

6. If you have excess allocation amount available, you may select another receipt and allocate.

7. To allow Surf Accounts to allocate the amount to invoices, click Auto.

8. To complete the payment, click [Save].

To locate the receipt, on the left panel, go to Banking > Receipts.

Removing Invoices

You can remove an invoice if no receipt is allocated. To remove an invoice, complete the following steps.

1. Log in and click the required business.

2. The Customers page appears. On the left panel, click Sales > Invoices & Credit Notes.

3. The Sales Invoices page appears. Click for the row corresponding to the required invoice and in the inline menu, click Remove.

4. The Confirmation Message window appears. Click [Delete]. The transaction is removed.

Setting up Product Dispatch Record

Product Dispatch Records allow you to track product deliveries to customer. After a product is dispatched, you can set the product delivery status to delivered. We recommend reviewing the stock status when an invoice is set up and is dispatched. To set up product dispatch record, complete the following steps.

1. Log in and click the required business.

2. The Customers page appears. On the left panel, click Sales > Invoices & Credit Notes.

3. The Sales Invoices page appears. Click for the corresponding invoice record and in the inline menu, click Dispatch.

The status of the product delivery prior to this step, under Delivered column is No.

4. On the Goods Out page, review the details and click Save.

5. An Information Message window appears. The message provides an overview of the product stock based on the impact of the invoice and requests your confirmation. Review carefully and proceed.

6. Note the change in the product delivery status.

Setting up a Credit Note

You can set up a sales credit note with or without associating an invoice. If a customer returns your products, you can set up a credit note for the return. Surf Account allows you to set up two types of credit notes: detailed and quick. The detailed credit note accommodates more details than the quick credit note. The quick credit note is ideal when you need to quickly set up multiple credit notes. To create a credit note, complete the following steps.

Detailed Credit Note

1. Log in and click the required business.

2. The Customers page appears. On the left panel, click Sales > Invoices & Credit Notes.

3. The Sales Invoices page appears. Click [Add Credit Note].

4. The Sales Credit Note page appears. Enter the required details.

FIELD	STEP
CUSTOMER	Select the beneficiary customer by clicking and then, from the Customer Search window, click the customer name. You can also set up a customer record on the fly by clicking New.
ACCOUNT MANAGER	Select the user who is responsible for the credit note.
CRN. NUMBER	The credit note number can be auto-generated or user-defined based on the settings.
REF. NO.	Enter a unique reference number for the credit note.
INVOICE	To allocate the credit note to a specific invoice, click and select the invoice. However, you may update the invoice details and the credit note amount.
CRN. DATE	Select the date from which the credit note is effective. You can set the credit note date up to 5 years beyond the current set accounting period.
Goods being returned	To set up a credit note for products returned, tick the tick box. The transaction will be reported in Intrastat.
ADDRESSES & ATTACHMENTS	To add attachments, click the Add Attachment link.
Product	Select the product by clicking and then, from the Product Search window, click the product name. You can also set up a product record on the fly by clicking New.
Description	Description is auto-filled based on product selection. You can also update the description.
Quantity	Enter the quantity of the product.
Price	The value is populated based on the price of the product set.
Discount %	Enter the discount percentage, if applicable.
VAT %	The VAT rate is populated automatically based on the settings.
Nominal	The nominal code is populated automatically based on the settings.
Net Amount	The net amount is shown based on the calculation of the Quantity and VAT % fields.

5. To save the credit note, click [Save].

Quick Credit Note

To set up a quick credit note, complete the following steps.

1. Log in and click the required business.

2. The Customers page appears. On the left panel, click Sales > Invoices & Credit Notes.

3. The Sales Invoices page appears. Click Quick > Quick Credit Note.

4. The Quick Sales Credit Note page appears. Click on a row to start setting up one or more credit notes.

FIELD	STEP
Date	Credit note setup date. You can set the credit note date up to 5 years beyond the current set accounting period.
Ref.No.	Unique reference number.
Crn. No.	System-defined or custom defined, depending on the settings. By default, it is system-defined.
Customer	Select the customer by clicking the icon. To set up a customer record on the go, click New on the Customer Search window.
Customer Name	Auto-filled based on customer name selection.
Net	Net credit note amount.
VAT Code	Customer VAT code set up during customer record setup. Note that if the customer is an RCT or CIS principal, the VAT code is set accordingly.
VAT	VAT amount based on the VAT code.
Gross	Sum of net credit note and VAT.
Code	Select a nominal code.
Notes	Supporting notes.

5. To save the quick credit note, click [Save]. A quick credit note is indicated by an asterisk by its number in the Sales Invoices page, for example, 219*.

Use the following hotkeys to perform your operations:

Split Credit Note

You can split a quick credit note amount into as many parts as you need as long as the sum of the parts equal the original credit note amount. The split amounts are shown in the generated invoice. A split credit note is indicated by the entry Split in the Code field of a quick credit note and different nominal codes. To split a credit note, complete the following steps.

1. On the Quick Sales Credit Note page, click the required row and click Split.

2. The Split window appears. Now, add rows and divide the invoice amount into as many parts as needed ensuring that the total of the split parts equal the original invoice amount.

Optional: Remove redundant rows by selecting the row and clicking Delete.

3. To confirm that the values in the Net fields of rows are equal to the original invoice amount, click [Adjust Total].

The value in the Unallocated Amount field must be zero.

4. To save the split, click [Save]. The nominal code confirms that the invoice has been split.

5. To view the split amounts, on the Sales Invoices page, click the credit note number under the Doc. No. column.

6. The Credit Note Preview page shows the split credit note amounts.

Printing Credit Note

To print an invoice, complete the following steps.

1. Complete the steps 1 to 4 as given in Invoice and Credit notes.

2. On the Sales Invoices page, click for the row corresponding to the required credit note and in the inline menu, click Print.

3. The Credit Note Preview page appears. On the Credit Note Preview page, click [Print].

Emailing Credit Note

The email feature offers all standard email features. To email invoice, complete the following steps.

1. Complete the steps 1 to 4 as given in Invoice and Credit notes.

2. On the Sales Invoices page, click for the row corresponding to the required credit note and in the inline menu, click Email.

3. The Send Email window appears. On the Send Email window, enter the required details and click [Send].

If you are using a trial business, you cannot use more than one email ID per field and you cannot send more than ten emails.

Allocating Credit Note

When you allocate a credit note, you pay an invoice partly or fully depending on the invoice and credit note amount. If the credit note amount is more than that of the invoice, the excess amount remains unallocated and can be allocated later with another invoice. You may or may not associate a credit note with an invoice. If you associate a credit note with an invoice, it pays that invoice, else, it pays any invoice of the customer in whose name the credit note is created. To allocate credit note, complete the following steps.

1. Create a Credit note.

2. On the Sales Invoices page, click for the row corresponding to the required credit note and in the inline menu, click Allocation.

The Allocate Credit Note page shows the invoices of the customer in whose name the credit note is created and the amount that can be allocated against the invoices in the Amount Left to Allocate field.

3. The Allocate Credit Note page appears. On the Allocate Credit Note page, select the check box under the column corresponding to the required invoice or click [Auto]. The credit note amount is allocated in the name of the selected invoice.

4.To save the allocation, click [Save].

To confirm invoice payment through allocation, you can verify with the invoice and credit note number on the Sales Invoices page.

Removing Credit Note

You can remove a credit note if it is not fully or partially allocated. To remove a credit note, complete the following steps.

1. Complete the steps 1 to 4 as given in Invoices and Credit Notes.

2. On the Sales Invoices page, click for the row corresponding to the required credit note and in the inline menu, click Remove.

3. The Confirmation Message window appears. On the Confirmation Message window, click [Delete]. The credit note is removed.

Clubbing Multiple Orders in One Invoice

Surf Accounts allows you to add multiple quotes and orders to create a new invoice against a customer.

1. To add multiple quotes and orders in an invoice, go to Sales >Invoices & Credit Notes.

2. Click the for the field QUOTE/S.O. NO and from the window, select the quotes and orders.

3. Click [Save].