How to create an invoice on an invoice basis

Why is this important?

If your GST structure is invoice basis, you need to create an invoice to ensure accurate GST reporting.

Steps to create an invoice

1. Go to the Actuals - Needs Action screen

   • Click on + Record.
   • Select:
     • Money in for income.
     • Money out for withdrawals.

1. Enter the invoice details

   • Invoice date: Determines the GST period.
   • Due date: For your reference only.
   • Other party: Select from contacts (you can add new contacts via Settings > Codes > Other parties).
   • Reference: Optional field for additional details.
   • Bank account: Choose the account related to the transaction.
   • Total due amount: Enter the total amount of the invoice.

2. Enter the transaction code details

   • Code and extended code: Select the relevant codes.
   • Description: Add a clear description for your reference.
   • Tags and quantities: Include if applicable.
   • Line amount: Enter the amount for each line.
   • Additional note: Add any assumptions or extra information.

   TIP: You can break the transaction down by adding multiple lines. To add a new line:

   • Click Add new line at the bottom of the invoice, or
   • Click the three dots to insert a line at any point.

3. Save the invoice

   • Click Save when finished.
   • The invoice will now appear in the Invoices area of your Needs Action screen.

What happens next?

Farm Focus will recognise the invoice date and allocate the coded lines to the correct GST period, even if the invoice hasn't yet been matched to a bank transaction.

When the bank transaction arrives, you will match it to the pre-coded invoice. The bank transaction date will then be reflected in your actual cashflow.