Sales Invoices
You create the sales invoice for your customers using the Sales Invoices icon. Adding a new sale is just like adding a transaction between any other accounts, the only differences being that Easy Books will filter the accounts to make it simple to find the one you're looking for. The main account is always a customer account, so you can pick from a list of customers, but also add one on the fly if you need to.
The invoice number is incremented for you each time by Easy Books, but of course you can change it if you use a different numbering scheme.
Select the "debit or credit" as either "Sales" or "Payments & Credit Notes". Usually this will be sales, so this is pre-selected for you. If you do need to refund a customer, enter it as a sales invoice, but just change the type to "Payments & Credit Notes". You can then product the credit note as a PDF if you want to and either print it yourself or email it to your customer.
Account 2 will be an income type of account, so Easy Books shows you only these to speed things up. In a similar way, the possible VAT accounts are shown too, with their defined rates against them. If you don't see the VAT account you need in the list, you can add a new VAT account from the accounts screen.
The details box is used to store a short description of the item you are selling. This is printed on the invoice to the customer, so you may use something like "15 hours labour charge", "10 Widgets", "Postage & Packing" and so on. You can easily add a split to the sale, giving you a new line on the invoice with its own amount and VAT amount.
Adding Items to the Invoice
If you want to add more lines to the same invoice, just add a split. To do this, tap the + button at the bottom. If the invoice is valid (i.e. it has a valid date, and linked accounts) you can add a new line. Just tap on Add Split and a new section appears for you to link another income account to the same customer sale.
Customer Invoicing
For new sales invoices entered using the Sales Invoices button, the email button is turned on once the record is valid and can be saved. Effectively this means as soon as it has a date together with two linked accounts. Easy Books is capable of producing professional looking invoices in PDF format that can be emailed to yourself, or direct to your customers. For more information, see Customer Invoicing.
Entering Payments Received from Your Customer
When your customer pays the invoice you have sent them, which may be some time later, you should enter a second transaction. This time, assuming the customer pays by cheque and you intend to pay this into the main "Cheque Account", simply create a transaction line between your bank account and the customer for the amount they have paid.
To enter the payment manually, go to the customers list by tapping on the Customers button. Then tap on the customer you are receiving the money from. The screen shows the history of all entries you have recorded against the customer, including the sales and should show the total amount the customer owes you on the last entry at the bottom of the list. Add a new entry for the customer by tapping on the + button at the top. Simply fill in the date the payment was received, the account you are paying the money into (or petty cash if you received cash), and set the "Debit or Credit" to Payments & Cr-Notes. The amount should be set to the amount you received from the customer.
There is a faster method of entering the payment too, which works well for the case when the customer pays a single invoice in full. To use this method, find the original sale, either from the Sales screen or from the list of sales in the Customer's account screen. Once you find it, use the small action button at the bottom to Receive payment. This fills in the details for the payment for you, although the first time you use it you will need to pick the account you are paying into. Set the payment date and check the amount, then tap Save.
If you want to enter the payments manually, you can still go through your list of sales to mark them as paid. This does not affect the books, it simply places the tick next to the sale so you can quickly see which ones you have marked in the list. To mark a sale as paid, just find it in the list first, tap on it and use the action button to Mark as paid.
Entering the payment reduces the balance on your customer account, and increases the balance on your bank account. Note that the income recorded after this is unchanged, because it has been entered already in the sale. To find out about the income statement, see the profit and loss report.