The invoice list is where you find and create invoices. It also answers the questions you get asked most: what is outstanding, who has not paid, and what went out last month.
Searching
Type in the search box and the list narrows on the invoice title.
When you need a group of invoices rather than one, open the advanced search:
|
Filter |
What it answers |
|---|---|
|
Payment status |
Unpaid, partially paid or paid. The one you will use most. |
|
Is posted |
Yes finds invoices already sent. No finds drafts that have not gone out. |
|
Is credit |
Separates credit notes from ordinary invoices. |
|
Total sum |
A range, from and to. Useful for finding the large ones first. |
|
Due date |
A period. Combined with Payment status this gives you your overdue list. |
|
Invoice date |
A period. What went out in a given month. |
Any custom fields you have added to invoices appear here too, so you can search on them the same way.
Your overdue list in two steps: set Payment status to Unpaid and Due date to a period ending yesterday. Sort by total and start at the top.
Reading the list
Payment status is colour coded:
|
Colour |
Meaning |
|---|---|
|
Pink |
Unpaid. Nothing has been received. |
|
Yellow |
Partially paid, with the amount received shown next to it. |
|
Green |
Paid in full. |
Credit notes show no payment status. A credit note is money going the other way, so paid and unpaid do not apply to it.
Remaining payment due is a separate column showing what is still outstanding on each invoice. It is blank once nothing is left.
The PDF column links to the generated invoice. It only appears once the invoice has an invoice template, because without one there is nothing to generate.
Choosing your columns
The list columns are yours to set, like every other list in Microbizz. For daily work the useful ones are payment status, remaining payment due, due date, company and total.
Forecast
The Forecast page shows the same invoices as two charts, this year and next, broken down by month. Each month has two parts:
-
Due is money you are still waiting for, placed in the month the invoice falls due.
-
Paid is money already received.
A partly paid invoice appears in both, split at the amount received.
Use it to see which months are thin. A month with a tall due column and little paid is one to start chasing early.
The forecast places invoices by due date, not invoice date. An invoice with no due date does not appear, which is another reason to make sure your payment terms are set.
Next: 3. Creating an invoice