Sales invoicing (UK only)

Owned by Fiona Hardy, created
Last updated: Nov 17, 2022
7 min read

This guide has been reviewed against our global client base and classed as relevant to UK only

Sales invoicing functionality allows all charges to a client to be logged and then allocated to an invoice

The invoice can be generated, printed & emailed via AgencyCloud - credit notes and payments can also be logged

This guide covers how to:

Access the invoicing screen

1. Invoice option & keyboard shortcut

From Offers screen:

  • Click Invoice (top right)

You can also press Control & I on your keyboard to access the invoicing screen

2. Invoice screen displayed

  • Unallocated Items have yet to be assigned to an invoice

  • The Outstanding Amount at the bottom of the screen displays a running total of current charges & payments

Create a charge

When an invoice has already been created but not raised (i.e. it shows as a Pending Invoice), you can select this invoice before clicking Create Charge to allocate the charge to it

From Invoicing screen (shown above):

  • Click Create Charge

  • Amount: enter the value of the charge excluding VAT

  • Description: enter a description of the charge
    This will be displayed on the invoicing screen and the resulting invoice generated from AgencyCloud

  • Click Accept

Create an advertising charge

From Invoicing screen:

  • Click Create Charge

  • Date: enter the publication date

  • Description: enter a description of the advertising charge
    This will be displayed on the invoicing screen and the resulting invoice generated from AgencyCloud

  • Type: leave set to Advertising

  • Advert size: select as appropriate

  • Cost: the net cost of the service

  • Charge to vendor: the net charge to the vendor
    This is the amount that will be used when raising the invoice plus VAT
    Where charges are being uplifted by the agent, this figure will be a higher value than the actual Cost noted above

  • Charge to agency: the amount that that the selling agent is contributing towards the total cost; this is recorded for information and/or reporting purposes

  • Click Accept

Create an invoice & allocate items to it

1. Enter invoice detail

From Invoicing screen:

  • Click Raise Invoice

  • Reference: if displaying Automatic, AgencyCloud is configured to automatically generate the invoice reference - if not, enter the invoice reference

  • Date: enter the date to be shown on the invoice (today’s date will be displayed)

  • Description: optional, for information only

  • Click Accept

2. Allocate items to invoice

Currently unallocated items will be displayed

  • Tick the charges to allocate to the new invoice
    At least one charge must be selected in order to create the new invoice

  • Click Select

 

 

3. Invoice created & items allocated

The selected charges are now allocated to the new invoice - charges not selected still show as Unallocated Items

4. Click & drag unallocated items

Unallocated items can be clicked & dragged over an invoice to allocate them

  • Hover over the unallocated item

  • Click & drag the item over the invoice
    A prompt is shown

  • Click Yes

 

5. All items allocated

In the example shown, all items have been allocated to the invoice and the Outstanding Amount updated at the bottom of the screen

Raise invoice - print, email & save PDF invoice

1. Raise invoice

To raise an invoice, from Invoicing screen:

  • Select Pending Invoice and click Print
    The Pending Invoice will be automatically changed to be a Raised Invoice

  • At this point no further charges can be added to the Raised Invoice

2. Print & email options

When clicking Print (as outlined in step 1), one or both options can be chosen:

  • Preview and Print: generates the invoice as a PDF and displays on screen - allowing you to print the document

  • E-mail Document: creates the invoice as a PDF attached to a new email message, addressed to the main vendor (providing an email address is saved in the vendor details)

3. Invoice PDF file automatically saved

When an invoice is raised, it is automatically saved as a PDF file

From Offers:

  • Click Letters (top right)

  • In the Existing letters and files panel, the Invoice is displayed

  • Double-click to open
    OR

  • Right-click for further options
    e.g. Rename - allows you to change the filename displayed in this screen

Raise a credit note

1. Select invoice to be credited

From Invoicing screen:

  • Select invoice to be credited

  • Click Raise Credit Note

2. Enter credit note detail

  • Date: enter the date to be shown on the credit note (today’s date will be displayed)

  • Amount: enter the amount being credited

  • Description: optional, for information only

  • Click Accept

3. Credit applied

The credit note is displayed on the Invoicing screen and the Outstanding Amount updated accordingly

Enter a payment

1. Select invoice to be paid

From Invoicing screen:

  • Select invoice to be credited

  • Click Enter Payment

 

2. Enter payment detail

  • Date: enter the date to be shown on the payment (today’s date will be displayed)

  • Amount: enter the amount being paid

  • Description: optional, for information only

  • Click Accept

3. Payment applied

The payment is displayed on the Invoicing screen and the Outstanding Amount updated accordingly

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