On this tab, you can enter general information about invoice: the transaction type of the invoice, the customer, contract, customer order which is the basis for the invoice, and more data which may depend on the configuration of your system.

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The required fields are: Company, Contract, Transaction Type, Entity, and Warehouse.

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The "Invoice (create)" form. The Main tab

In the Company field, select a customer, an individual or legal entity, for whom the invoice is created. Select it from the Companies list.

The Contract field is filled automatically for the selected company with the default contract. If necessary, you can change it by selecting the contract from the Company 's Contracts list (to open the list, select Show all in the drop-down list).

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In the Entity field, select the legal entity of your company for which this document is being prepared. The Entity field is available if the Multi-Company Accounting option is selected on the Administration > Settings > General Settings form. The default entity for all users can be selected on the General Settings form. Also, you can specify your personal default entity, for details refer to Personal Settings.

The Basis field is filled populated automatically, if the invoice is based on a document of the following types: Lead, Quotation, Invoice Received, or Customer Order. If needed, you can manually select the basis document from the list of customer documents (for this, click Show all from the drop-down list). Once the basis document is selected, the data is copied to this invoice. If, after you edited the invoice, you want to cancel the edits, click the Fill in button – the details from the basis document will be copied to the invoice.

The Warehouse field is required, if the Multiple warehouses option is selected on the Administration > Settings > Purchasing and Warehouses form. In this field, you can select the warehouse from which the items should be shipped. If you need to add items from different warehouses, you can move the Warehouse field from the Main tab as a column to the table on the Inventory tab. For this, use the Settings button on the toolbar (for more information,  see Document Toolbar.

The Cell field is available if the Enable Bin Locations option is selected on the Administration > Settings > Purchasing and Warehouses form and if the Cellular option is selected for this particular warehouse. Select the cell in the warehouse structure which stores the items. If you need to add items from different cells, you can move the Cell field to the Inventory tab where it will appear as a table column. For this, use the Settings button on the toolbar (for more information, see Document Toolbar).

The The Project field is available if the Project Management Costing functionality is turned on on the Administration >  > Settings > General Settings Project Costing form. You can link the invoice with a project from the list of available projects. If the items in this invoice are associated with different projects and you need to specify different projects for different items, you can move the Project field from the Main tab as a column to the table on the Inventory and Services tab. For this, use the Settings button on the toolbar (for more information, see Document Toolbar).

If the Enable Project Tasks option is selected on the Administration > Settings > Project Costing form, you can link the entire document with a specific project task or document's line items with multiple project tasks. By default, the Project Task column is available on the Inventory and Services tab. If needed, you can move it as a field to the Main tab. For this, use the Settings button on the toolbar. 

The Order field is filled in automatically if the invoice is based on the customer order. You can link the invoice to a customer order manually; for this, click the arrow button in the field, then click Show all. The list of customer orders appears; only the orders for the same contract are shown in the list. If you need to copy the details from the order to this invoice, click the Fill by Order ( Image Removed Image Added ) button to the right in the field.

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The currency of the invoice is defined according to the selected contract. To select other currency, select another contract, or create a new one, if necessary. To learn more about contracts, see Company Contracts.

Notice the hyperlink below the Warehouse field – USD-3.61AED* Wholesale Price* VAT Applied* Prices include VAT on the screenshot above (can be different in your document). By clicking the hyperlink, you can open the Prices and Currency dialog box and can apply a discount (markup), change the price-related and tax-related settings for of the invoice. For  For more details, refer to The Prices and Currency dialog box.

The document totals

At the bottom of the form, the Discount field shows  fields show the percent of discount applied to the document amount (prices) and the total discount amount calculated on the manual discounts.

The VAT field shows the total VAT amount calculated for the invoice, and the Total Due shows the document total to be paid by the customer. The

The Prepayment field shows the amount of advance payments from the customer that is applied to this invoice. To apply customer prepayments to the invoice, click Image Added (the Edit prepayment offset button) to the right of the Prepayment field —this opens the Offset Prepayment dialog box. For details on applying advance payments, see Offset Prepayments Offsetting Prepayments. All the amounts are shown in the document currency.

The Generate Tax Invoice button

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After filling out the tab, click the Save button to save your work. After filling out all the tabs, click Post to save and post the document without closing it or Post and close to save, post, and close the document.

Use the Generate button to create a document based on this invoice:

• Tax Invoice: To inform the customer about the VAT charged on the supplies. Tax invoices must be printed and sent to customers. 
• Credit Note (Goods Return): To register the goods return from the customer.
• Credit Note (Invoice Correction): To correct the invoice.
• Credit Note(Mutual Settlements Agreement): To adjust the customer receivables.
• Goods Dispatch Note: To issue the inventory from the warehouse where warehouse documents are used separately from financial documents. This type of documents is available if the Separate Inventory and Financial Documents option is selected on the Administration > Settings > Purchasing and Warehouses form.
• Payment Terms Adjustment: To adjust the payment terms, if necessary.
• Cash Receipt: To register any cash payments received from the customer.
• Bank Receipt: To register any payments received from the customer to your bank account.
• Cheque Received: To record any bank checks received from the customer.
• Money Receipt (Plan): To plan payments to be received from the customer. This type of documents is available if the Cash Flow Forecasting option is selected on the Administration > Settings > Money form.
• Proforma invoice: To inform the customer about the details of the supplies.
• Additional Expenses: To register any additional expenses related to the invoice, for instance, transportation expenses or other landing costs. 
• Retention Transaction (Sales): To register the amount for retention that would serve as the warranty of work quality. This type of documents is available if the Enable Retention Sales option is selected on the Administration > Settings > General Settings form.
• Event: To schedule a meeting or a call with the customer regarding the invoice.

Use the Settings button to invoke the Document Settings dialog box that can be used to move the Project field, or the Warehouse field, or other fields from the document header (the Main tab) as columns to the table on the Inventory and Services tab or back.

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The Document Settings dialog box

For other button descriptions, see Document Toolbar.