Tyms' invoicing feature allows users to efficiently create, manage, and track invoices for their clients. This is essential for businesses that need to bill clients for goods or services rendered. With Tyms' invoice management, you can create professional-looking, and customized invoices, track payment status, and manage client information all in one place. This feature is accessible from the TSales module on Tyms.

On Tyms, all invoices are listed on the sales table, alongside other sales - receipts, prepaid income, and quotes.

To view only invoices amongst the other sales, filter by type, and select invoice.

The table contains details such as:

1. Type: The type of sale or transaction (e.g., Invoice, Prepaid Income, Sales Receipt, Quote).

2. Date: The date of the transaction or invoice.

3. Customer: The customer associated with the sale or the person the invoice is sent to.

4. Amount: The total cost of the invoice, including tax and discount computations.

5. Balance: The remaining amount to be paid on the invoice (Balance = Amount - Deposit).

6. Status: The current state of the invoice, which can be:

a. Draft: Saved but not yet published or reflected in financial statements.

b. Published: Saved and published, with numbers reflected in ledgers and financial statements.

c. Paid: Fully paid.

d. Partially Paid: Partially paid, with an outstanding balance.

e. Unpaid: No payment has been made.

f. Due Soon: Payment is approaching the due date.

g. Due Date: The scheduled date for payment, as entered by the business when creating the invoice.

7. Account: The revenue account under which the invoice is recorded.

 

The following functions are available while managing invoices on Tyms:

1. Editing invoices.

2. Deleting invoices.

3. Managing payments.

4. Downloading invoices.

5. Sending invoices via email.

6. Viewing receipt from a fully paid invoice.

 

Editing invoices on Tyms

Editing invoices on Tyms enables you to modify and update essential details on an invoice, ensuring accuracy and completeness.

These are the following steps involved in editing an invoice on Tyms:

1. Navigate to the TSales (Revenue Management) module, and filter by type to invoice.

2. Locate the invoice you want to edit, click on the three-dotted button under the action heading on the table, and the invoice will be opened to you.

3. To edit a field, select the relevant dropdown menu or click on the text field. Note that while editing an invoice, you can attach a withholding tax, which is not possible during the invoice creation process.

4. Click on “Save”, and choose your preferred option for the invoice to be updated - Save as published, Publish and send.

 

Deleting invoices on Tyms

Tyms allows you to delete invoices in two ways:

1. Individual delete: Deletes a single invoice at a time.

2. Bulk delete: Deletes multiple invoices simultaneously.

However, deletion is only possible for invoices that meet the following criteria:

a. Invoices that are in draft status and not yet linked to the cash book.

b. Invoices that contain only non-inventory items.

For inventory-based invoices, adjustments need to be made instead of deletion.

 

To delete a single invoice on Tyms:

Click on the three-dotted button beside the invoice, and click on the delete button.

 

To delete invoices in bulk on Tyms:

1. Select the invoices you want to delete by checking the boxes on the left-hand side of each invoice.

2. Choose as many invoices as you want to delete.

3. Click on the red trash can icon located above the list of invoices.

This will delete all the selected invoices simultaneously.

 

Managing invoice payments on Tyms

Managing invoice payments on Tyms involves editing existing payment values and adding payments to an invoice. 

 

Adding payments on Tyms

There are two ways of adding payments to invoices on Tyms:

1. Categorizing bank statements to the invoice.

2. Manual method.

 

To categorize your bank statements as payments to your invoice, visit here.

To manually add payments to an invoice, follow these steps:

1. Click on the action button, and select “Manage Payment”.

2. Click on “Add Payment” and select the following information for each payment you want to add:

a. Date: The date this payment was made.

b. Account: This is the method of payment. Either cash or any of your bank accounts.

c. Amount: The amount of money paid. This MUST either be less than or equal to the amount on the invoice.

3. Click on “Save” and the invoice payment will be updated, and effected in the corresponding accounts.

 

To edit existing payment values, follow these steps:

1. Click on the action button, and select “Manage Payment”.

2. Click on the date textbox to change the date, the account dropdown to re-select the payment method or edit the amount in the amount textbox to edit the payment amount.

3. Click on “Save” and the invoice payment will be updated, and effected in the corresponding accounts.

 

Downloading invoices on Tyms

To download an invoice on Tyms, follow these steps:

1. Click on the action button, and select “Preview”.

2. Click on the download icon at the top right corner of the screen, just beneath the “Send” button.

 

Sending invoices on Tyms

The Tyms accounting software allows users to send invoices directly to customers via email addresses.

To send an invoice to a customer from Tyms:

1. Preview the invoice document.

2. Click on the “Send” button at the top right corner of the page.

3. To send your invoice directly from Tyms, you will need to provide the following information:

a. Recipient: This is the email address of the customer.

b. cc: This can contain the email address(es) of other contacts you want to copy in the email.

c. Email template: Predefined email templates you have created on Tyms.

d. Email body: The body of the email which would be sent along with the invoice, this can be entered if no email template exists.

The shortcodes below are codes which you use to represent the values in the email body. Ex: Anywhere the shortcode |amount| appears in the body of the email, it will display the value of the invoice amount.

4. Click on “Send” and the invoice will be sent directly to the email address with the details attached.

 

Generating receipt from a fully paid invoice

When an invoice has been fully paid for, you can now generate a receipt, download and send to the customer involved. 

To generate a receipt from an fully paid invoice:

Click on the action button, and select “Get Receipt”. This option would only be available for invoices that have payments made in full. 

A receipt will be generated, and you can send it to the customer involved.