This tutorial will walk you through the Invoice Add Form, and will explain its different sections as well as help you create an invoice. Please note that quote and purchase order add views have the same fields.
After you have clicked to add an invoice, the following view will appear asking you for various bits of information like who this invoice is for (client), if you need tax options, when it is going to be due and more. Only client contact details are required for an invoice and the rest of the fields are optional. So you can create a quick invoice by simply providing a client contact and pressing save.
When creating an invoice directly from a project or contact, some of the information will be pre-filled from the project details. But if you are creating an invoice directly you will have to tell Skylight what data to use.
There are two main sections to an Invoice Add Form
The section on the left (1) sets the data for client, company and project. The right-hand section (2) is for defining basic settings for the new invoice, such as tax options, due dates, etc. These are at times pre-filled based on your default company settings at http:secure.skylightit.com/settings/
The 'Project' Field
The first set of fields are the most critical, as they provide a way to connect this invoice to a specific 'Project' (3). 'Import Tags' (4) is for importing your tags from the project, so that your invoice is also segmented by the same tags as the project it relates too.
So let us add an existing project to this new invoice. We can do this by typing in the name of the project (5). Skylight will fetch the matching projects and present you with a drop-down list. If the typed name of the project doesn't exist in your database, you will be able to create a new project by selecting the 'Create' option (6) from the drop-down menu.
Another way of selecting an existing project is by clicking on the 'Select' option (7), which results in the popup pallet with the list of projects.
If you click on the pallet icon (7) to select an already existing project, you can search for the project (8) or click on the title (9) of the project to add it in. After selecting the project, you can select the 'Client Contact'.
This search option is the same as just described for 'Project'. Sometimes it is hard to remember a client's name, so the handy select (10) option will help you in such a situation.
When you first click to see the list of contacts, the list will show all the contacts across your business (or the ones to which the user has access to). Now, to see contacts related to the project, select the 'Related' tab (11).
Now, the list of contacts is filtered by the project we selected above. In this example, we select the contact named 'Cable Network'. As soon as we select this contact, the related information is automatically picked up, e.g. address, phone, email address and phone number.
This related information is based on the contact's profile information.
If there are multiple emails or postal addresses for that contact, you can select the correct one by clicking on the drop down.
'Related Contact to Client' (13) is a contact that is related to the contact selected in the 'Client Contact' (12) field. This is useful if you are billing a company contact and wish for the invoice to be addressed to a person within that company or a related department.
To know more about contact relationships, please visit the Contacts Management CRM section but below is a glimpse of what this contact view looks like.
Client Contact Relationship in Skylight
As you can see from the above screenshot, 'Cable Network' has a few related contacts and relationships.
Delivery details are optional contact fields, used in cases where you are creating an invoice that needs to include delivery details. Here you can pick up any contact for delivery, in the same manner as we picked up client contacts earlier.
The 'Invoice Settings' are defined by the business you are currently logged into (See Company Settings). In this window, you can customize certain aspects of it, such as the 'Tax Options', and certain 'Advance Options'.
The 'Invoice Status' can be set to 'Draft', 'Sent', 'Paid', and 'Approved'. As a default for new invoices the status is always set to 'Draft' until the invoice is sent, which is when the status is automatically marked as 'Sent'.
The 'Gateway' option is only available for paid subscriptions, and allows your clients to make payments using PayPal Gateway Integration.
The payment is collected by PayPal and added to your PayPal account selected in the 'Gateway'. Skylight is then notified of this transaction amount and the invoice is marked 'Paid'.
Please refer to our integrations sections for further information about how to set up your PayPal integration.
'Date' and 'Due Date'
'Date' is the date of this invoice, which is automatically selected as the today's date, and 'Due Date' is the date on which this invoice should be paid.
'Due Date' is automatically calculated based on your business setting preferences. If there is nothing set in the business settings, by default the 'Due Date' is 30 days from the date of the invoice.
'Ref' and 'Client Reference'
The 'Ref' or 'reference' field is automatically generated, showing the number of the invoice in sequence. Again, you can customize this setting in your 'Business Settings'. Leave this blank to autogenerate them based on the sequence numbers of your previous invoices. So if the last invoice in your account is numbered 154, the new invoice will have its reference number as 155.
The 'Client Reference' field is for information that your client may have sent, i.e. a purchase order reference to match their records. This helps some large companies to quickly match invoices to their records and process payments.
If you are charging sales tax on this invoice, this is where 'Tax Options' come in. This setting can be set up in yourBusiness Settings', so that each new invoice gets the same option. The second tax is for when you are in a country with a compound state tax imposed on sales. Selecting these options will create extra columns in your invoice for each tax.
We will explain the 'Show Grid Header' and 'Show Grid Footer' options further down.
If you need to issue a credit note to a client you need to select 'Credit Note'. This will result in this invoice's totals being negative.
If this invoice was issued and needs to be canceled, then you can select 'Void'.
Custom Invoice Headers and Footers Explained
The invoice header (12) and footer (13) are two extra advance options; again these can be set up in your company settings and are relevant only if you wish to use custom options using our Accounting Templates. In most cases, you would not need to change these settings and use the defaults provided.
To understand accounting templates, please refer to "Accounting Templates" section of Skylight's Knowledge base.
Saving invoice settings and editing the content of an invoice
After clicking 'Save', you will be directed to the Invoice Edit view, which is explained in the next section.