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How to create a sales invoice in Rackbeat

A guide to creating invoices in Rackbeat. From scratch, from a sales order, a shipment, or an existing invoice.

Table of Contents

Creating the Invoice manually 

How to create a customer invoice without linking it to a sales order: 

  1. Go to Sales -> Invoices. 
  2. Click "Create Invoice" in the top right corner to start a new customer invoice.
    • Note: This creates an invoice with no connection to a sales order. If you wish to link it to an order, you should create the invoice directly from that order. 
  3. Select the Customer in the next window and click "Create and Edit".
  4. Fill in the necessary information and add product lines.
  5. Click "Book" when you are ready to proceed.
    • Send invoice to customer via email: Choose whether the invoice should be sent to the customer via email. 
    • Send invoice as an EAN invoice: If you meet the requirements, you can send the invoice to the customer's EAN number.
    • Choose if a shipment should be created:
      • Create shipment: Enable this to create a draft shipment from the invoice. (This function is not visible if you have "Inventory value linked to invoicing" enabled). 
      • Mark as shipped: If enabled, the shipment will be automatically picked and confirmed. 
      • Use invoice date: Enable if the shipment date should match the invoice date. 

Copy Invoice

An invoice can be copied to a new invoice draft, order, or quote.

  1. Go to Sales -> Invoices. 
  2. Find the invoice you wish to copy and hover over the three dots on the right side of the invoice.
    • If you can't find your invoice, it might be archived. Set the filter in the right corner to "All" to show archived invoices.
  3. Click "Copy invoice"
  4. In the pop-up, choose whether you want to copy it as a Quote, Order, or a new Invoice.
  5. Finish by clicking "Create and Edit".

           


Create Invoice from Order

You can create an invoice from an order in two ways:

From the Order Overview

  1. Go to Sales -> Orders and find the order you wish to invoice.
  2. Hover over the three dots on the right side and click "Create Invoice".
  3. Choose whether the invoice should include all or only shipped lines:
    • All invoice lines: An invoice is created with all lines from the order that have not yet been invoiced.
    • Shipped lines: An invoice is created with the lines that have been shipped but not yet invoiced.

From Within the Order

  1. Go to Sales -> Orders and find the order you wish to invoice.
  2. Open the order by clicking the order number.
  3. Click Actions in the top right corner and then "Create Invoice".
  4. Choose between All invoice lines or Shipped lines (same definitions as above).

Create Invoice from Shipment

When a shipment is confirmed, you can choose to create an invoice based on the shipped lines. Note: A draft shipment must be created before following these steps:

  1. Go to Sales -> Shipments.
  2. Find the relevant shipment (e.g., by searching for the order number).
  3. Inside the shipment, pick some or all lines and click Confirm in the right corner.
  4. In the next window, check the box "Create invoice for shipped lines".
    • Check Post invoice to post the invoice automatically.
    • Check Send invoice to customer's email? to send the invoice as a PDF.

Overview of Fields:

Here is a breakdown of the fields found on an invoice:

Customer

  • Customer: Select the customer you want to invoice.
  • Billing Address: 
    • Click "Edit" to change the address
    • If a delivery address is set up for the customer, it can be selected in the "Addresses" field.
  • Delivery Address: If a delivery address is set up for the customer, it can be selected in the "Addresses" field.

References

  • Our reference: Select the employee responsible for the invoice.
  • General discount (%): Set a general discount percentage that applies to all lines on the invoice.
  • Attention: Select or create a contact person for the customer.
  • Your reference: Select or create a contact person.
  • Other reference: Text field for other info, such as a webshop order ID.
  • Currency: Select a currency from the list.
  • Exchange rate: View the exchange rate at the time of creation.
  • Payment terms: Select payment terms.
  • Delivery terms: Select delivery terms.
  • Click the two arrows under References to expand the menu:
    • VAT Zone: Select the VAT zone for the invoice.
    • Project: Select a project from E-conomic, if relevant.
    • Layout: Select and preview the invoice layout.
    • Attached PDF: Attach an extra PDF to be sent with the order confirmation.
      •  This can also be added within the Layout settings to include an extra PDF by default

Notes

  • Headline: Add or edit the headline. The text appears at the top left of the invoice.
  • Invoice date: Select the date of the invoice.
  • Notes: Enter text for the customer that will appear on the invoice.