An invoice is a financial document issued to a buyer containing details such as the quantities of goods or services purchased or patronized, the cost of purchase, the date, and in most cases, the payment terms.

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

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".

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. Navigate to the Revenue Module from the module list in the top left corner of your screen.
2. Here, you’ll see the sales table and related options.
3. Click "New Button" and select “Invoice” from the options.
4. Enter the basic 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 individual accounts, discounts, and taxes for each item.
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 quote 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 quote to a project you created if needed.
   • Attachment: Upload any related 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 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 managed, the status will change to Overdue.
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 sales table

Managing Invoices with Individual and Bulk Actions

In the Actions column of the overview table, each entry has a menu (three dots) that allows individual actions and checkboxes for bulk actions.

Individual Actions (3-Dot Menu):

1. Preview: View the invoice before sending it.
2. Edit: Make changes to the invoice.
3. Send: Send directly to the customer via email
4. Manage payment: Record or manage payments associated with the invoice.
5. Convert to prepaid income: Transfer payments from invoices into prepaid income.
6. Duplicate: Create a copy of the invoice.
   • If the status of the original invoice is Paid, Due soon, or Overdue the duplicate will have a Draft status allowing you to edit and save it as needed.
7. Get receipt: This option would only be available for invoices that have payments made in full (Note:  a receipt will be generated, and you can send it to the customer involved.)
8. Delete: Remove the invoice if it’s no longer needed.

Bulk Publish Draft Invoices:

1. Select the checkboxes for each invoice in Draft status.
2. Once selected, the Publish button will appear.
3. Click "Publish" to update all selected invoices to Published status.

Bulk Delete Invoices:

1. You can bulk delete invoices in either Draft or Published status.
2. Select the checkboxes for the invoices you want to delete.
3. The "red trash bin delete icon" will appear; click it to delete all selected invoices.

Bulk Export Invoices to Excel:

1. Use the checkboxes to select the invoices you wish to export.
2. Once the invoices are selected, click the "Export to Excel icon" that appears.
3. The selected invoices will be exported to an Excel file, and downloaded to your device.

Previewing and Sending the Invoice to the Customer

1. Preview Options:
   • Locate the Preview option in the action column.
   • When previewing the quote, you can:
     • Click the "Print icon" to print the invoice.
     • Click the "Download icon" to save it as a PDF.
2. Access the Send Option:
   • Locate the Send option in the action column.
   • Alternatively, click Preview to view the invoice, then find the Send button.
   • You can also select Publish and Send while saving the invoice to send it directly.
3. Send Email:
   • The customer’s email will automatically populate in the Recipient field.
   • To copy (cc) someone on the email, ensure the user is already added to your system.
   • You can customize the email body as needed.
     • (Tip: You can create and save an email template for repeated use.)
   • Click the Send button to email the invoice to the customer.

Managing invoice payments on Tyms

Managing invoice payments on Tyms involves editing existing payment values and adding payments to an invoice.  An invoice status can be due soon or overdue, to update the status to Paid, manage the payment by recording it through the Manage Payment page.

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

1. Manual method
2. Categorizing bank statements to the invoice

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

1. Go to the action column, click on the three-dotted button, and select “Manage Payment”.
2. Click on “Add Payment” and select the following information for each payment you want to add:
   • Date: The date this payment was made.
   • Account: This is the method of payment. Either cash or any of your bank accounts.
   • 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.
4. You can always make edits to existing payment values on the invoice.

Categorizing bank statements to the invoice

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