How to create a Sales Invoice

This tutorial will talk you through the steps of creating a sales invoice using the Etz system.

First, navigate to the 'Sales Invoices' menu and then click 'Create Sales Invoices'. Here, you will see a list of clients who are ready to be invoiced. These entries are triggered by the validation of candidate timesheets. 

It is possible to filter the list of viewable lines by using the filter criteria towards the top of the page.

Each line has a timesheet, or number of timesheets, associated with it. The grouping pattern of these timesheets into invoiceable entries and the billing frequency for invoices is defined within the client configuration settings (please see the tutorial How to add a Client for further details). For example, the first entry in the screenshot above states that a separate invoice is generated once a week for every candidate working on an assignment for that client.

The timesheets associated with an invoice line can be viewed by clicking on the number within the 'Items' field. 

From this view, the individual timesheets can be inspected by clicking on the pencil icon on the far left. It is also possible to choose a subset of timesheets from which to generate an invoice by selecting the associated tick boxes on the far right and then clicking on the 'Create Invoices' button at the bottom. Please note: as indicated by the warning at the top of the timesheet view page, this will override the configured timesheet-grouping settings for the client. As such, it is generally not recommended to generate an invoice in this way unless the client self-bills (see Invoicing manual/self-bill clients section towards the end of the guide).

Returning to the main sales invoice creation page, it is possible to select the clients that you'd like to create invoices for by clicking on the tick boxes on the far right, selecting the date to use on the invoices and then clicking the 'Create Invoices' button.

You now also have the ability to add comments to an invoice from this screen, please see our article: Additional comments on sales invoices

The selected lines will disappear from the list and the newly created sales invoices will be available to view and send within the 'Undelivered Sales Invoices' section (unless they are manual/ self bill clients). For details on the next step - delivering sales invoices, please see the tutorial How to deliver a Sales Invoice.

Creating invoices in this way will produce transaction lines that will be seen when exporting data into your accounts package.

Invoicing manual/self-bill clients

Invoices for manual/self bill clients must be created manually. This is carried out by going to the individual timesheet view (by clicking on the 'Items' link, as discussed above) and selecting the timesheets that appear on the self-bill invoice received from your client. The total for the invoice should match the total value on the received self-bill invoice. You may wish to change the invoice date and Client Ref/Self Bill invoice field to match the received invoice. The 'Create Invoices' button can then be clicked to produce the invoices.