How to create a manual invoice

Learn how to manually create an invoice, with the option to copy or set it to repeat.

Why create a manual invoice? You may need to manually create an invoice if:

• The document type is not suitable for the invoice scanner (e.g. buyer-created credit invoices or receipts).

• There is no physical invoice (e.g. rental income or hire purchase payments).

Steps to create a manual invoice

1. Go to Actuals > Needs Action.

2. Click Invoice + Record and select either Money In or Money Out.                                                                                                      

3. At the top of the screen, enter:

   • Invoice Date

   • Due Date

   • Other Party (or select from the dropdown)

   • Reference (if applicable)

   • Account

   • Amount

4. Enter the details in the coded lines. Click Add new line if needed.

5. Click the attachment icon and either:

   • Drag and drop your saved invoice, or

   • Browse your computer for the relevant document (if applicable).

6. Click Save to store the invoice in Needs Action, or Match if the transaction has already occurred.

How to set a repeating invoice

For regular payments of the same amount, such as rental income or family loan payments, you can set a manual invoice to repeat.

Benefits of a repeating invoice:

• Easily monitor payments, as an invoice will be waiting to be matched.

• Prevent incorrect GST claims on hire purchase or deferred payments.

• If the invoice occurs in the current month, Farm Focus can predict your daily bank balance in your Working Plan and alert you if your balance is predicted to exceed your Overdraft limit.

To set an invoice to repeat:

1. Open the invoice.

2. Click More options below the coded lines.

3. Select Repeat invoice.

4. Set the Frequency and choose either:

   • Repeat until further notice, or

   • Select an end date.

5. Set the Repeat and choose either:

   • Until further notice

   • Until a date 

6. Click Apply.

7. Click Save.

The repeating invoice will now be listed under the Repeating tab. To stop a repeating invoice, go to the Repeating tab and click the bin icon.

How to copy an invoice

You can copy a manual or tax invoice from the More options dropdown.

Steps to copy an invoice:

1. Open the invoice.

2. Click More options.

3. Select Copy invoice.

4. A new invoice will be created with the same:

   • Contact

   • Payment information

   • Coded lines

   • Amounts

   • Date (updated to today's date, but can be changed if needed).

5. Supporting files from the original invoice will not be copied, but you can re-attach or upload new documents.

6. Click Save.

The new invoice will now appear in Needs Action, coded and ready to be matched

How to set a default invoice and due date

NOTE: This sets the default invoice and due date for manual invoices, tax invoices, buyer created tax invoices (NZ) and recipient created tax invoices (Australia). The default dates can be overwritten when creating the invoice.

Steps to set default dates

1. Go to Settings > Financial Data

2. Scroll down to Default date

3. Enter a Invoice date.  Options include:

   1. Today's date

   2. Start if current month

   3. End of previous month

4. Enter due date. Options include:

   1. Same as invoice date

   2. 7 days from invoice date

   3. 14 days from invoice date

   4. Next available 20th of the month.