Evox Support Centre

Creating a Sales Invoice

There are two means of creating a sales invoice: 

1. You can create an invoice from scratch, keying every line in manually, or 
2. You can copy and existing invoice, then amend the details accordingly 

Creating a sales invoice from scratch

To create a sales invoice for review and approval from scratch, begin with the main invoice details: 

1. Click the Sales Invoices tab 
2. Click the Create button 
3. Select the Client to which the sales invoice relates 
4. If the client is a subsidiary company of the main client, you can select the appropriate Company below 
5. Set the Assigned To field to the Project Manager that is going to be reviewing your sales invoice 
6. Enter the Job number – if you’re not sure of it you can part-enter then click the ? to get a list to choose from 
7. If there is a Client PO Ref you can enter it here 
8. The Dated field defaults to today, but you can change that if needs be 
9. The Terms default to that set on the client’s record, but can be changed if needs be 
10. The Default VAT rate drives the VAT rate shown on each sales invoice line and can be changed if needs be 

Once you’re happy with the main invoice information, you can create the invoice and begin adding lines to it: 

1. Click the Add Line link at the foot of the page 
2. When prompted to save the new invoice, click OK 
3. On the pop-up that appears, click the Manual Entry button
4. Complete the invoice line pop-up as follows: 
   1. The Type will default to UK sales, but can be changed to Ireland sales using this dropdown 
   2. The Heading and Sub Heading are optional – they’re used to define the layout of the invoice contents, helping you segregate different sections if needs be
   3. The Quantity and Units are optional fields
   4. The Description shows the detail that will appear on the sales invoice line 
   5. Enter the Amount of the sales invoice line 
   6. Set the VAT Rate (if the default needs changed for this line) 
5. Under the Costings section: 
   1. Click the specify link and enter the job number against which the sales are being recorded 
   2. Select the Activity against which the sales are being recorded 
      You can use the Search function to find specific activities rather than scrolling through the list 
   3. If this is the final invoice for this activity, you can close the activity down by setting the Close activity with effect from date – this will stop any further time or costs being logged to that code 
   4. Click OK to create the invoice line 
6. To add more lines, click Add Line and repeat steps 4 and 5 for each line to be added to the invoice 
   You can clone lines rather than recreating similar lines repeatedly, and you can move lines around by using the tickboxes to the left of each line in conjunction with the options at the bottom of the screen. 

7. Once you’re happy with the contents, click Save to save your invoice. 

This saves the invoice details and sets it ready for review and submission to Accounts. 

The reviewer checks it over, and once happy, enters their PIN and clicks Submit to Accounts. This creates a pro-forma invoice which can then be previewed. It is submitted to the central Finance team for final invoice creation, approval and distribution. 

Creating a new invoice by copying another

To create a sales invoice based on another: 

1. Click the Sales Invoice tab 
2. Find the invoice that you want to copy: 
   1. If you know the status, you can find it on the appropriate invoice status tab 
   2. Alternatively click the Search tab and use the filters to find the invoice you want to copy 
3. Open the invoice that you want to copy 
4. Click the Copy button across the foot of the invoice 
5. Edit the main invoice details to reflect any changes from the invoice that you’ve copied 
6. Edit each invoice line as appropriate (by clicking the link that is the line number to the left of each line) 
7. Once you’re happy with the contents, click Save to save your new invoice