Create or edit an invoice

Can I do this task?

Typically, you convert an order A confirmed request for delivery of goods or services based on specified terms. An order is a quote that has been accepted by a customer. into an invoice An order that has been billed. An invoice is also a record of a sale to a customer, including details about the products or services purchased.. In Microsoft Dynamics CRM, you can also create an invoice that does not originate from an order. To create an invoice directly from an order, select the order, and, in the Actions group, click Create Invoice.

1. In the Navigation Pane, click Sales, and then click Invoices.
2. In the Records group, click New, or open the record that you want to edit.
3. In the General section, enter or edit information or observe any noted restrictions or requirements as needed:
   • Invoice ID

     This information is automatically created.System administrators can set the auto-numbering format for this ID from the Administration page, under Set Auto-Numbering.

   • Name

     Type a name between 1 and 100 characters. You can use accent marks, in a customer's name or elsewhere, without affecting your ability to sort and find information. Records lists sort by name by default.

   • Customer

     Required. Select an account A company that might do business with your organization. or contact A person who represents a customer or potential customer, or an individual related to an account. For example, an individual who purchases products or services for their own use, or an employee of an account. A contact may also be a person involved in a business transaction, such as a supplier or a colleague.. You can click the Lookup button to search for and select records.

   • Currency

     Select the currency in which the invoice will be calculated.

   • Price List

     Select the price list A group of the specific prices that can be charged for each unit in the unit group of a product. Price lists are used to determine the pricing in a quote for a customer. A default price list can be added to a product. that you want from the product catalog. You can click the Lookup button to search for records or to select records.

   In the Totals area, enter all the information you have available. If you are adding a discount, you can add a percentage or monetary discount, or both.

   • Detail Amount

     This box is read-only and automatically calculates the sum of all existing quote, order, or invoice line items, which includes products and write-in products.

   • Prices Locked

     This check box is read-only. You set Prices Locked by clicking Lock Pricing in the Actions group. Alternatively, you disable Prices Locked by clicking Use Current Pricing in the Actions group.

     More information: Completing Sales Transactions

   • Invoice Discount (%)

     This number represents a percentage of the total amount (not including freight charges) that will be discounted from the total amount. This must be a number between 0.00 and 100.00. You can use a decimal point, but you cannot use a percent sign (%).

   • Invoice Discount

     This number represents a whole monetary amount that will be discounted from the total amount. This must be a number between 0.00 and 100,000,000,000.00. You can use commas and a decimal point, but you cannot use a currency symbol, such as dollar ($), euro (€), or yen (¥).

   • Pre-Freight Amount

     This box is read-only and automatically calculates a subtotal based on the detail amount and any discounts.

   • Freight Amount

     This must be a number between 0.00 and 100,000,000,000.00. You can use commas and a decimal point, but you cannot use a currency symbol, such as dollar ($) or euro (€).

   • Total Tax

     The total tax is calculated when you click Recalculate or Save.

   • Total Amount

     The total amount is calculated when you click Recalculate or Save.

4. In the Shipping section, enter all the information you have available and observe any noted restrictions or requirements.

   You must use your organization's selected date format, such as 01/01/2006 or 31.12.2005.

5. In the Addresses section, enter all the information that you have available in the following sections:
   • Bill To Address

     Enter the address where the billing information will be sent.

   • Ship To Address

     Enter the address information to ship the items to the customer. Select Will Call if the customer will pick up the items.

     To look up the Bill To Address or Ship To Address information, follow these steps:

     1. In the Actions group, click Look Up Address.
     2. In the Look Up Address dialog box, select the Bill To Address check box, the Ship To Address check box, or both.
     3. Click the Lookup button.
     4. In the list of records, select the record you want, and then click OK.
6. In the Administration section, enter the information or observe any noted restrictions or requirements as needed:
   • Owner

     By default this is set to be the creator of the record. Click the Lookup button to search for other records.

   • Status Reason

     Select the status of the item.

   • Opportunity

     Select an opportunity if you want to associate this item with an opportunity.

   • Order

     Select an order if you want to associate this invoice with an order.

7. Under Information, click Notes. In the Notes section, click Add a new note, and add the information that applies to your record.
8. Click Save or Save and Close.

   Resolve potential duplicate records.

   When you publish a duplicate-detection rule A rule that specifies criteria for identifying a record as a duplicate., a matchcode A code that is created for every record that a duplicate-detection rule might apply to, used as part of the process of detecting duplicates. is created for every record in the matching record type for that rule. Publishing occurs in the background as a system job.

   1. To open a record to make sure it is a potential duplicate, in the Potential duplicate records list, double-click the record.
      • If the duplicate-detection rule A rule that specifies criteria for identifying a record as a duplicate. identified potential duplicate records in other record types, review records from each record type listed.
   2. If your new or updated record is not a duplicate, to create the new record, click Save Record.

      - OR -

      If your new or updated record is a duplicate, to cancel your changes, click Cancel.

   Note

   Duplicate detection can take place only if duplicate detection is enabled in Duplicate Detection Settings and if at least one duplicate-detection rule A rule that specifies criteria for identifying a record as a duplicate. exists for the record type.More information: Avoiding Duplicate Records

Note

You must manually enter the tax amount when you add a product to a quote, order, or invoice. Microsoft Dynamics CRM does not automatically calculate tax for individual products. However, the total tax is calculated automatically based on the sum of the tax amounts for all of the individual products in a quote, order, or invoice.

To add a contact to the invoice, under Common, click Other Contacts, and, in the Records group, click Add Existing Contact. Look up and select the contact you want, click OK, return to the invoice, and click Save or Save and Close.

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