Enter a sales invoice

You post an entry for the entire invoice amount in a sales journal for one debtor and an entry for the turnover amount (excl. VAT) in one contra account (for example, a turnover account).

You enter the gross invoice amount (incl. VAT), the net amount (excl. VAT) and the VAT code. The VAT code contains the VAT percentage with which the VAT is calculated. Profit automatically adds an entry line for the VAT amount and later includes this amount automatically in the VAT declaration.

When you have completed the first entry line, Profit immediately calculates the VAT amount. If the net line amount plus the VAT amount equals the gross invoice amount then you have entered all the data. Profit will then immediately create an entry line for the VAT and you can complete the entry. If you have entered another amount, you cannot complete the entry and you must itemise the cost amount.

To enter a sales invoice:

1. Go to: Financial / Enter / Journal.

   You see the pre-entry window for journal entries in which you select the financial year, period and journal. The balance per journal is also displayed on this screen.

2. Check Financial year and Period. These are the financial year and the period to which you post the entry.
3. Select the sales journal.
4. Click on: Finish. 
5. Enter the entry date in Date entry. Always use the date to which the entry relates. Profit uses this date as the invoice date as well. However, you can enter a different invoice date using the Invoice date action.
6. Select the debtor in Account, or enter the search name of the debtor in Search help.

   You can add a sales contact/debtor directly using the New sales contact action. This is not possible if the Account field already contains a value. If you still want to add a sales contact, you should first empty this field.

   After selecting the sales contact/debtor, you can retrieve extra information on the Information debtor tab (at the bottom of the entry layout). Here you can see the payment condition and the fixed contact person's information.

   Profit automatically generates the next invoice number and displays it in Invoice number. Do not change this number: it is mandatory that your invoice numbers are consecutive with no ‘gaps’ between the numbers.

7. Enter the total invoice amount (incl. VAT).
8. Press: Enter or Tab.

   Profit adds the revenue line:

   Profit will ask you if you want to use this account as the fixed contra account from now on. Confirm this question with Yes so that the contra account appears automatically for all subsequent sales entries for this debtor.

   • Profit enters the default VAT code for the contra account. You can change this preferred VAT code.
   • Profit adds an extra entry line for the VAT amount.
   • If you cannot select a VAT code for the revenue account, the Allow VAT check box is not selected in the ledger account properties.

   Profit determines the due date and displays this in the entry line. You can modify this.

9. Click on: Finish.
10. You will be returned to the window with the journals.
11. Click on: Cancel.

See also

• Enter a purchase invoice with multiple cost types and VAT rates
• Post entries to cost centres