Invoicing Details Overview

Invoice Management

The Invoice Details screen is the central area within the SAM for creating, managing, and processing customer invoices. It provides all the information required to record charges for goods and services supplied to customers and ensures that invoices are accurately recorded and processed within the system.

An invoice represents the financial transaction between your business and the customer and confirms the products, services, quantities, pricing, tax values, and total amount payable. The Invoice Details screen allows users to create new invoices, edit existing invoices, record payments, print or email invoices, and synchronise invoice data with external accounting systems.

Invoicing Details

The screen works closely with several other SAM modules, including the Customers, Sales Orders, Parts, and Service Jobs modules, ensuring that all billing information is captured accurately and consistently across the system.

Invoices can be created manually or generated automatically from completed sales orders, service jobs, or quotations, allowing businesses to manage their billing processes efficiently.

Creating a New Invoice

A new invoice can be created directly from the Invoice Details screen.

To create a new invoice:

  1. Click the New Invoice button.
  2. Select the Customer, Site, and Contact.
  3. Add the parts or services to be invoiced by selecting items from the Parts or Services lists.
  4. Enter the required quantities, prices, and discounts.
  5. Review the invoice details and confirm that the totals and tax values are correct.
  6. Click Save to create the invoice.

Once saved, the invoice becomes part of the system’s invoice list and can be printed, emailed, or processed further.

Editing an Existing Invoice

Invoices can be edited if changes are required before the invoice is finalised or transferred to the accounting system.

To edit an invoice:

  1. Navigate to the Invoicing module.
  2. Locate and open the required invoice from the list.
  3. Update the invoice information as required, including items, quantities, pricing, or notes.
  4. Click Save/Update button to apply the changes.

This ensures that billing information remains accurate before the invoice is issued to the customer.

Printing an Invoicee

Invoices can be printed directly from the Invoice Details screen for sending to customers or for internal record keeping.

To print an invoice:

  1. Open the required invoice.
  2. Click the Print Invoice option.
  3. The system will generate a printable invoice document that can be printed or saved as a PDF.

Printed invoices include all relevant billing information such as the invoice number, customer details, itemised charges, tax values, and total amount due.

Taking Payments and Partial Payments

The Invoice Details screen allows users to record customer payments against an invoice.

Payments can be applied as either:

  • Full payments – where the entire invoice amount is settled.
  • Partial payments – where a customer pays only part of the invoice balance.

When recording a payment, the system updates the invoice status and remaining balance accordingly. This enables businesses to track outstanding balances and payment history for each invoice.

Emailing an Invoice

Invoices can also be sent to customers directly via email from within the system.

To email an invoice:

  1. Open the required invoice.
  2. Click the Email Invoice option.
  3. Confirm the recipient email address.
  4. The system will generate the invoice document and attach it to the outgoing email.

This allows businesses to deliver invoices quickly and maintain digital records of communication with customers.

Synchronising Invoices with Accounting Systems

The SAM system supports integration with several accounting platforms, allowing invoices to be synchronised with external financial systems for accounting and reporting purposes.

Supported accounting systems include:

  • Sage 50 Accounts
  • Sage Accounting
  • Xero
  • QuickBooks

Sage 50 Integration

When using Sage 50, invoices are synchronised using the SageLink integration service. This service transfers invoice data, customer information, and transaction details directly from SAM into Sage 50.

Cloud Accounting Integration

For cloud accounting platforms such as Sage Accounting, Xero, and QuickBooks, the system synchronises invoice information through the respective integration interfaces, ensuring that invoice data is accurately reflected in the accounting system.

Synchronising invoices ensures that financial records remain consistent between the SAM operational system and the company’s accounting platform, reducing manual data entry and improving financial accuracy.

By providing tools for creating invoices, managing billing information, recording payments, communicating with customers, and integrating with accounting systems, the Invoice Details screen plays a key role in managing the billing and revenue processes within the SAM system.

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