Help Article

Upload a logo for tailored invoices

Links

Settings

Steps

1. Navigate Home > Settings

2. Upload your company’s logo

3. Open an invoice as a PDF, check if logo displays

Clear Books allows you to tailor invoices with your company logo.

Step 1.

Navigate Home > Settings.

Step 2.

On the settings page under the Logo header click Choose File and select the correct file from your computer that needs to be uploaded.

Logo Section Of Settings Page

Step 3.

Navigate to Sales > Invoices and open a PDF invoice to check if your company logo displays correctly.

Recurring invoices are a great feature that can save a huge amount of time. A recurring invoice allows you to account for a regular purchase or sale for the same amount without having to create an invoice on each occasion.

Step 1.

Navigate to either:

Sales > Invoices > Recurring

Purchases >  Invoices > Recurring

Step 2.

Select New Recurring Invoice

Step 3.

Enter details of the recurring invoice. The recurring invoice form is similar to the usual Clear Books invoice form except there are some added fields highlighted in the image below.

Recurring Invoice Creation

What The Terms Mean

Frequency

Select the frequency you want the recurring invoice to be sent out.

Occurrences

Enter the number of times the recurring invoice should be sent out.

Create Invoice As

Here you can choose whether to create the recurring as a draft or as an approved invoice to go straight to the customer (if customer emails are enabled) and into the Clear Books system.

Step 4.

Select Confirm Invoice.

Step 5.

Navigate to recurring invoices under either purchases or sales and check that the new recurring invoice has been created.

Recurring Invoice Successfully Created

]]> http://www.clearbooks.co.uk/blog/2009/07/09/how-to-create-a-recurring-invoice/feed/ 0 http://www.clearbooks.co.uk/blog/2009/06/25/how-to-create-a-multi-currency-invoice/ http://www.clearbooks.co.uk/blog/2009/06/25/how-to-create-a-multi-currency-invoice/#comments Thu, 25 Jun 2009 14:18:55 +0000 Dana http://www.clearbooks.co.uk/blog/?p=870

Help Article

Create a multi-currency invoice

Links

Settings

Steps

1. Navigate Settings > Toggle Features

2. Turn on Beta Features click Confirm Changes

3. Turn on Multi-Currency click Confirm Changes

4. Navigate Sales > Invoices click Create New Invoice

5. Enter details of the invoice and select the currency to invoice in

Clear Books can create Multi-Currency invoices, however the ability to do this needs to be turned on in settings first.

Step 1.

Navigate Settings > Toggle Features.

Step 2.

Find the Beta Features section. Turn on Beta features and click confirm changes.

Step 3.

Turn on Multi-Currency click Confirm Changes.

Toggle Features Page With Multi-Currency Turned On

Step 4.

Navigate Sales > Invoices click Create New Invoice.

Step 5.

Enter details of the invoice and select the currency you want to invoice in. Once everything has been entered correctly click Confirm Invoice.

The customer will receive an email with a link to a customer statement containing all their invoice history.

We would invite our beta testers to experiment with multi-currency separately from accounts which are actively being used. To enable multi-currency go to the “Settings” menu to turn it on.

Invoicing in foreign currencies

Creating an invoice in a foreign currency is straightforward. There are two additional fields that are now available in the Add Invoice form (Note that these fields can be ignored when you are raising a normal invoice).

• Currency Select the currency you would like to raise the invoice in.
• Exchange Rate Enter the exchange rate to use for the transaction. The system will attempt to pre-populate the exchange rate with daily data from the ECB.

Note: After selecting a currency you will need to hit the refresh button to update the form. This will be automated in due course.

When you view your multi-currency invoice or download it as a pdf the invoice will be displayed showing foreign currency symbols and amounts.

Payment

When funds are received for a multi-currency invoice these will be deposited in your bank account’s currency.

Therefore an invoice of $100 for which you have received £65 in your sterling bank account may, due to changes in exchange rates, have orginanlly been worth £60 when the invoice was initially created.

Differences due to currency fluctuations can be allocated against the ‘Forex movement’ account to ensure that settled invoices are marked as full paid.

Foreign Currency Bank Accounts

Adding a multi-currency bank account requires one additional field to be completed in the normal new bank account form. In the case below a US dollar bank account would be created.

When you import a multi-currency bank statement or re-create a manual foreign currency bank statement ClearBooks will know that the transactions are in a different currency. When you explain these transactions you will be required to enter  the exchange rate.

Foreign currency bank accounts can be viewed in either the foreign currency or as converted into your reporting (default) currency.

Note: One limitation of the system currently is that you can only allocate foreign currency invoices against foreign currency accounts.

When using Clear Books you will mostly deal with invoices prefixed INV and PUR. INV represents a Sales Invoice you send to a customer. PUR represents a purchase you receive from a supplier. Although a supplier will use its own invoice numbering system, Clear Books uses the PUR prefix to identify an invoice as a purchase as well as to uniquely identify the invoice in Clear Books.

Sales Invoices

The following types of sales invoices are available in Clear Books. All of these invoices are maintained on the same sequential numbering system.

INV – Sales Invoice
SCN – Sales Credit Note
SRF – Sales Refund
SBD – Sales Bad Debt
V – Void Sales Invoice

Draft sales invoices and quotes are each on a separate numbering system. When a draft invoice is confirmed it will switch numbering systems.

SDT - Sales Draft Invoice
QTE - Quote

 Purchase Invoices

The following types of purchase invoices are available in Clear Books. All of these invoices are maintained on the same sequential numbering system.

PUR – Purchase Invoice
PCN – Purchase Credit Note
PRF – Purchase Refund
PBD – Purchase Bad Debt
V – Void Purchase Invoice

Draft purchase invoices are on a separate numbering system. When a draft invoice is confirmed it will switch numbering systems.

PDT – Purchase Draft Invoice

Void Invoices

Void Invoices have an additional V in front. For example a void sales invoice would have the prefix:

VINV

whereas a void sales credit note would have the prefix:

VSCN

This both indicates that the invoice has been voided and that the voided invoice was originally a sales nvoice in the first example and a credit note in the second example.

Changing Prefixes

If you would rather use your own prefixes instead of INV and PUR you can alter the default prefixes in Settings.

Invoice Numbering

Typically your sales invoice numbering will start from INV000001. Should you wish to start from a number other than 1, you can set your starting number in Settings.