How to create invoices on Tyms

An invoice is a financial document that contains the details of the sale of goods or services between you and your customers. It includes the details of the transaction, such as the items sold, the amount due, the discount given, taxes applicable, payment terms, and so on.

Generating an invoice is essential as it ensures proper communication of the necessary information concerning purchasing a particular item or group of items. 

On Tyms, invoices serve as a source for sales records and support proper tracking of customer payments and taxes collected. 

Here is a brief guide on creating invoices for your company on the Tyms Book web application.
 

Steps to Create an Invoice

Step 1: How to create an Invoice

1. Log on to your Tyms account.
2. From the side panel, click on Sales.
3. In the Sales Module, click the  +NEW button in the top right corner.
4. Select Invoice from the dropdown.
5. Enter the invoice details:
   • Input the Title for the invoice.
   • Select the Currency from the dropdown list.
   • Choose the Customer from your pre-added contact list.
   • Enter the Date of the quote and the Due Date.
   • The Invoice Number is auto-generated but can be edited.
   • Select the Revenue Account and Receivable Account from the dropdown lists.

Step 2: Revenue Account Settings (Optional)

After selecting the revenue account, there are two optional checkboxes:

1. Split revenue to another account:
   • Check this box if part of the revenue will be split into another account.
   • Select the Split Account from the dropdown lists and input the Split Percentage.
2. Set Account, Discount, and Tax Per Item:
   • Check this box to set each item's individual accounts, discounts, and taxes.
3. If you don’t require any of these options, leave the box unchecked and proceed to the next step.

Step 3: Add the items and relevant details

1. Click the “Add New Item” to select the item from your inventory.
2. Enter additional details like quantity and rate.
3. You can further customize your invoice with the following optional fields:
   • Salesperson: Assign a salesperson responsible for the transaction.
   • Online Payment: Enable online payment options for the invoice.
   • Payment Terms: Specify any payment conditions.
   • Memo: Add a note for internal use.
   • Branch: Select the branch if multiple branches are added to your system.
   • Department: Choose a department from your system if applicable.
   • Project: Link the invoice to a project you created, if needed.
   • Attachment: Upload any attachment documents or files.

Step 4: Additional Details (Optional)

1. If the invoice has any discounts, taxes, or shipping fees for the overall item, you can add it:
   • Discount: Choose a percentage (%) or a fixed amount.
   • Tax: Select a tax from your system.
   • Shipping Fee: Input the shipping cost, if applicable.
2. If the customer has made a deposit, input the amount in the Deposit field.
   • Pay Through (Required): Select the payment method (e.g., cash, or bank) used for the deposit.
3. The system will automatically calculate the balance due (Note: the total balance due will be displayed on the table overview of the invoice).
4. To add shipping information, check the box for Enable Shipping Information and enter:
   • Shipping Name
   • Shipping Email
   • Shipping Phone Number
   • Shipping Address

Step 5: Saving the Invoice

Once you’ve entered all the details you need:

1. Save as Draft: This allows you to edit the invoice later.
2. Save as Published: Finalizes the invoice.
   • If an invoice has no outstanding balance, the status will display Paid.
   • If an invoice has a balance and the due date is nearing, the status will display Due Soon.
   • If the due date passes and no payment is made/managed on the invoice, the status will change to Overdue.
   • If there is an approval workflow set for invoices, the status will display Pending Approval.
   • If the approval request was rejected, the status will display Rejected.
3. Publish and Send: Finalizes the invoice and opens up the interface to send it directly to the customer.
4. After confirmation, the invoice details will be displayed on the invoice table.