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.. However, in Microsoft Dynamics CRM Online, an invoice can be created that does not originate from an order.

1. In the Navigation Pane, click Sales, and then click Invoices.
2. On the Actions toolbar, click New, or open the record that you want to edit.
3. On the General tab, enter 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

     You must enter a name with a length of 100 characters or fewer. The information should be meaningful and unique.You can use accent marks when you enter data, for example, in a customer's name. Your ability to sort and find information is not affected by these accent marks.By default, these records are sorted by Name in the records list.

   • Customer

     You must search for and 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 select a record from a filtered list in the Form Assistant pane A search pane that displays a list of filtered records. The records displayed are determined by which field that you are in and what data that you enter. In some areas of Microsoft Dynamics CRM Online, you can also create a follow-up activity from the Form Assistant pane pane. Using the Form Assistant pane is an alternative to using the Look Up Records dialog box., or you can click the Lookup button to search for other records.

   • Currency

     Select the currency in which the invoice will be calculated.

   • Price List

     Search for and 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. Price lists are created in the product catalog. At least one price list must exist in the product catalog before you can select it.You can select a record from a filtered list in the Form Assistant pane A search pane that displays a list of filtered records. The records displayed are determined by which field that you are in and what data that you enter. In some areas of Microsoft Dynamics CRM Online, you can also create a follow-up activity from the Form Assistant pane pane. Using the Form Assistant pane is an alternative to using the Look Up Records dialog box., or you can click Lookup to search for other records.

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

   • 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 when you click Save.

   • Total Amount

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

   • Prices Locked

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

     More information: Completing Sales Transactions

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

   You must enter the date in the format your organization has set for dates. For example, 01/01/2006 or 31.12.2005.

   If you omit leading zeros in a date, Microsoft Dynamics CRM Online will add them automatically. For example, when you type 1/1/06, Microsoft Dynamics CRM Online will display it as 01/01/2006, if that is the date format of your organization.

5. On the Addresses tab, 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. On the Form toolbar, 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 Lookup.
     4. In the list of records, select the record you want, and then click OK.
6. On the Administration tab, enter information or observe any noted restrictions or requirements as needed:
   • Owner

     This box is filled automatically with the name of the user who is creating the record. You can 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. On the Notes tab, click Click here to enter a new note, and add the information that applies to your record.
8. Click Save or Save and Close.

   Resolve potential duplicate records.

   1. If the system detects that your record might be a potential duplicate, instead of saving the record, you'll see the Duplicates Detected dialog box.
   2. 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.
   3. 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.

   Notes

   • If you enter a duplicate record within a few minutes of entering the first record, Microsoft Dynamics CRM Online will not detect the duplicate record. The matchcodes Codes created for every record that a duplicate-detection rule might apply to, used as part of the process of detecting duplicates. for new and updated records are created every five minutes, rather than as a record is created.
   • 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 Online 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.

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