Invoices and payments

A sale records what a customer bought. An invoice is the bill you give them for it, and a payment is the money that comes back. PoultryDesk keeps the three linked so you always know who owes you what.

Issue an invoice

You can raise an invoice from a sale that was made on credit.

1. Open the sale and choose Issue invoice, or start from the Invoices screen.
2. Check the customer, the line items, and the total.
3. Submit. The invoice gets a number and starts as unpaid.

A cash sale that was paid in full at the point of sale does not need an invoice - it is already settled.

Send an invoice

A new invoice starts as a draft. When you are ready to bill the customer, open the invoice and choose Send invoice.

• If the customer has an email address on file, PoultryDesk emails them the invoice and marks it sent.
• If the customer has no email address, PoultryDesk simply marks it sent so your records are up to date, and you deliver the invoice yourself (print, message, or hand it over).

Either way the invoice moves to the sent state and its due date starts counting.

Download an invoice

Once an invoice has been sent, a Download invoice button appears on the invoice page. It opens a clean, printable copy of the bill that you can save as a PDF or print - handy for re-sending it, keeping a file copy, or giving the customer a receipt.

Record a payment

When a customer pays, record it against their invoice.

1. Open the Payments screen and choose Record payment, or open the invoice and record the payment from there.
2. Choose the customer and the invoice the money is for, and enter the amount and the date.
3. Submit.

A payment can cover an invoice in full or in part. PoultryDesk applies it to the invoice and updates the balance.

Paid, partial, or unpaid

Once a payment is applied, the invoice - and the sale it came from - shows its settlement status:

• Unpaid - nothing has been received yet.
• Partial - some of the balance has been paid.
• Paid - the full amount has been received.

Because the status is worked out from the payments applied to the invoice, it stays correct as money comes in over time. You never have to update it by hand.

Correcting a payment

If a payment was entered against the wrong invoice or for the wrong amount, correct it the same way you correct a sale - the original stays in the audit trail and the corrected figure is what the balances reflect.

See also

• Recording sales and expenses
• Customers and suppliers