1. Order Management
  2. Billing and Invoices
  3. Invoices
  4. Creating an Invoice

Creating an Invoice

Note:

For information specific to Not-for-Profit (NFP), see Invoicing Pledges.

An invoice is a record of sale to a customer. Enter an invoice when payment for goods or services is not received at the time of delivery.

Record sales on invoices by adding each item sold from your Items list. Each invoice consists of line-items and their sales amounts. The sum of all sales amounts on an invoice equals the total amount the customer owes.

Note:

The fields described below show on standard invoice forms. To create a custom invoice form, go to Setup > Customization > Forms > Transaction Forms.

To create an invoice:

  1. Go to Billing > Sales > Create Invoices.

  2. Under Primary Information:

    1. In the Custom Form field, select the invoice form you want to use. Invoice forms can be standard or customized.

    2. Accept or enter the invoice number in the Invoice # field.

      Note:

      You can edit an automatically generated invoice number only if your company permits you to do so.

    3. In the Customer or Project field, select the appropriate customer or project.

      Note:

      If you add, edit, or delete a project after a sales order is billed, the sales order becomes a standalone sales order and is no longer associated with the invoice. Also, the invoice is removed from the Related Records subtab on the sales order.

    4. Accept or enter the date in the Date field.

      Note:

      If you later edit the date on an invoice, the new date also becomes the due date, whether the due date value was previously set.

    5. In the Start Date field, if you use Advanced Billing, enter the creation date for the first invoice.

    6. In the End Date field, enter the date this invoice is no longer valid.

    7. If you use accounting periods, select the posting period for this invoice.

    8. In the Due Date field, enter the invoice due date.

    9. In the PO# field, enter any customer purchase order number associated with this invoice.

    10. In the Memo field, enter a memo to identify this invoice.

      When you use the Search Transactions feature, you can search for specific words and phrases in the Memo field.

  3. Under Sales Information:

    1. Select the sales reps associated with this invoice.

      Associate sales reps with this transaction in one of the following ways:

      • If you do not use the Team Selling feature, select the sales rep or sales group in the Sales Rep field.

        The sales rep or sales group associated with the customer on this transaction is chosen by default.

      • If you use the Team Selling feature, click the Sales Team subtab.

        Select the sales team for this transaction. For more information, see Associating Sales Teams with Customers and Transactions.

    2. In the Opportunity field, select the opportunity associated with this invoice.

      You can change the sales effective date for this transaction. The sales effective date determines which commission plan and historical sales team this transaction applies to.

    3. Check Exclude Commissions to exclude this transaction and its subordinate transactions from inclusion in all commission calculations. For example, selecting this box on a sales order excludes the sales order and the resulting invoice from all commission calculations for all sales people.

    4. In the Lead Source field, select the source of the lead for this invoice. If you use Marketing Automation, select the campaign you want to associate with this transaction’s revenue.

    5. The partner associated with this customer appears in the Partner field. You can choose a different partner.

      If you have enabled the Multi-Partner Management feature, you can associate partners with this transaction on the Partners subtab. For more information, see Associating Partners With Customers and Transactions.

    6. Under Classification, select a department, class, or location to associate with the invoice.

      Note:

      If you use NetSuite OneWorld and the selected customer is shared with multiple subsidiaries, you can choose any subsidiary assigned to the selected customer. For information about sharing customer records with multiple subsidiaries, see Assigning Subsidiaries to a Customer.

The Invoice page includes several subtabs. For more information about invoice subtabs, see the links in the following list:

You can apply terms to invoices by choosing a term on the invoice record or by setting default terms on the customer record. For more information, see Using Terms of Payment.

For information about enabling tax lookup, see Enabling U.S. Tax Lookup.

Related Topics

General Notices