Invoicing Your Customers Using Sage 50 Accounts

By Jane E. Kelly

You can use Sage 50 to create both product invoices and service invoices. If you intend to create product invoices, you need to make sure that you have your product records set up first, as Sage will ask for a product code when you try to create a product invoice.

Product invoices

Ensuring that you’ve entered as much information as possible into your product records is a worthwhile step to take, as Sage will be drawing this information from the product records and into the sales invoice. Things such as selling price and cost price are useful to have already pre-loaded into the product record. This will ensure that the invoice details are correct and you won’t need to waste time adjusting the figures on the face of the invoice.

Service invoices

Service invoices are very quick to enter, as you simply start typing text into the details column. When you’ve started typing information into the details field, you can press F3 (Function Key 3) and the ‘Edit Item Line’ box will open, allowing you to enter more details and cross check things like the nominal code and vat code entered are appropriate for the invoice you are raising.

When you are happy with the invoice details that you’ve entered, you can print the invoice straight away, or save it and return to it later. If you save the invoice when finished, you will still get the opportunity to go back in and edit the invoice, should you wish to.

Layouts

You have various layouts to choose from when printing invoices, and it is worth saving your most used template as a favourite, as doing so makes loading up much quicker when you are ready to print your invoices.

Emailing a copy to your customer

With cash being a priority, you can even email the invoices directly to the customer as soon as the invoice is ready, and this will not only save on postage but time as well. You can use the customer statement facility to follow up the invoice with a statement, to ensure prompt payment.

You can used report designer to add your Company logo to the sales invoice, particularly if you are using plain paper rather than pre-printed Sage ready stationery. This can help save costs for your business.

Finally, when you’ve printed your invoices and filed a copy for your records, don’t forget to update the invoice in Sage. This will post the invoice to the sales ledger and ensure that it appears on reports such as the Aged Debtor report for future reference.