Guide - Invoice Setup

Invoice Setup

Before you start to Invoice orders, there a few things that need setting up.

1. Configuring Company Invoice Settings
2. Company Email Settings
3. Split Weekly End of Month Invoices
4. Changing Invoice Numbers
5. Individual Customer Invoice settings
6. Head Office Invoicing
7. Customer Email Settings
8. Example of Invoices

 

Configuring Company Invoice Settings

You can setup how your Invoices will display with additional information such as Payment Details or Text.

Also what Invoice Frequency to set for all customers (This can also be set individually within a customers profile) 
N.B. If you have already run any invoices for the current week you will only be able to change the invoice frequency for the following week. 

Head to Admin / My Company - Invoicing, under the General tab:

In the Payment Terms tab:

Example below is where the notes and terms appear on the invoice

 

Company Email Settings

Head to Admin / My Company
And setup your company email details.

N.B. Your Invoices will fail to send without the From Address, Subject and Body completed

 

Split Weekly End of Month Invoices

If the month end falls mid-way through an invoicing period, you have the option to split the invoice (up to month end and after month end).
Please contact [e-mail] to discuss.

N.B. If you use overall invoice discounts, they will still apply to each invoice separately. So if you have a 10% discount, each invoice will receive the discount.

Changing Invoice Numbers

If you need to set a different invoice number sequence to start from, please email [e-mail] with the number(s) required.

N.B. Please note numbers can only be progressed, for instance if you are currently on invoice number 1000, you could not change it to a number lower than 1000. 

Individual Customer Invoice settings

You can set up specific settings for a customer regarding their Invoice Frequency and any Text/Payment details to appear on their invoice. 

N.B. If you change the Invoice Frequency, you will be prompted to choose a start date to commence the change from.

Head to the customer profile under Invoicing

Under the General tab, ensure your customer has been set as Customer Type Wholesale (Inbound/Cybake Shop) Customers can only be Invoiced as a Wholesale customer.

Head Office Invoicing

Go to the Customer’s page you want to link to a Head Office and click ‘Invoicing’ then the
‘Head Office’ tab.
Here you can Select a Head Office by typing in their name.

Head Office options are as follows:

Export To Head Office, this will export the invoice to your accounts package with the Head Office account code.

Send Invoice to Head Office will do the same as well as address the invoice to the Head Office

Group Invoices To Head Office will combine invoices for the same Head Office together into one invoice when they are generated at the same time.

Customer Email Settings

Next to setup the customer Invoice recipients.

Go to the customer’s page and click on People, then +Add Person.

Fill in the relevant fields, and hit save.

Next, click +Add Contact Method, select Contact Method Type as Email and Default

N.B To add multiple recipients to one Person, just add a semicolon between emails:

eg [e-mail]; [e-mail]; [e-mail]

Once completed, click Back to Results and tick the contact as an Invoice/Credit Recipient.

Check that the customer is selected to receive email invoices by going to Invoicing on the Customer’s page and enabling Yes for Email
To disable emailing Invoices, you can switch this setting to No

Example of Invoices

Daily & Single Invoice

Weekly Invoice