Invoicing System (available for Download)

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Invoicing System


See Installation Guide for more information. Click here!


About

This system is suitable for both GST registered or non-GST registered companies. It is a simple product to use by anyone with any educational backgrounds. Basically no training is required but just need to follow the steps outlined in this Readme.

From the start-up Interface above, there are 9 buttons on the left of the screen. All these buttons will lead you to other interfaces and the requested information there must be completed in full. A brief explanation is below:

Settings

In the Settings interface you define:

 

- Invoice start number and a prefix if needed.
- Name of Signatories on the Invoice
- The Currency type to show in your Invoices.






My Company

Provide the full profile of your company. These information will be added to every copies of Invoices generated.

 

Customer

Enter all your customers in this interface. Most of the information you enter here will be used in all invoices. There is a button below the label “Remarks”, Click this to see the specific customer statement of account (see below).

  

You can either print this statement or save it as PDF. In addition you can click on the “Customer Name” to view all details of payment made for all invoices or click the specific Invoice number for its specific payment details.

Please note that this system can record single or multi-payments for any invoice, this is an added advantage of using this system. The snapshot on the left is how the details of payment looks like for Invoice No.3.

You can also copy and paste this information into Excel (Ctrl+C to copy).



Employee


 

Enter your employees' details







Product

Enter your product’s profile here.








- Select the appropriate GST rating from the dropdown arrow.
- If you are a non-GST registered company than select “Others”.


There is a button [Sales Trend] between the fields “Prd ID” and “Prd Code”. If you click on this button you get to view the monthly sales trend for this product.

Country and Manufacturer

No explanation is required as they are self-explanatory.

Set GST


You define the GST ratings here. In the future you can also change the percentage if the need arises.






Creating Invoices

Having completed all the steps listed above. You can now start creating Invoices with ease. Click on the label “Create New Invoice” under the header “Reports”.

The interface above is for creating new invoices. The [Employee*] and [Customer*] fields are essential and you must make your selection using the dropdown arrow. When the customer is selected, the Invoice number is auto-generated based on the initial values you provided in “Settings” if this is the 1st Invoice or the next higher number from your last Invoice. All the other fields below “Customer*” are optional and can be left blank however it will make the Invoice more meaningful when filled completely.

Take note of the “Show Disc %” and “Enter Caption” fields. If the “Show Disc %” is checked, a discount column will be shown in the printed Invoice. As for the “Enter Caption” field, you are free to use or not to use it (see Invoice for more detail).

On the topmost of the Interface you will see a “Paid” field. Use this to register any payment that is received for settlement of this specific Invoice. This can be in single payment or in multiple payments. Next to it and in the yellow box is the outstanding amount for this selected Invoice.

In the “Product Details” section you can add products to an Invoice. When a product is selected the fields “GST” and “Price + Gst” are auto-filled. These values are retrieved from the information you provided in the Product Interface. After you have entered the quantity, the “Total” will be calculated.

If you wish to give a discount you can enter the discount percentage in the “disc” column.

Please note that after you have selected a product, you will not be able to change or reselect another product. If there is a need to do so you must uncheck the “No Edit” field corresponding to the row you are trying to change.

To print or PDF the completed Invoice, use the buttons [Print] for GST or [Print X] for non-GST.
Sample of a GST Invoice

Sample of a non-GST Invoice

Reports Sample

And finally, if there is a need to do extended analysis you can export all your Invoice information into Excel using the [Send All to Excel] button.
System Requirements
Windows XP (sp3), Vista, Windows 7, 8 or 10

See Installation Guide for more information. Click here!