There’s more than one way to create an invoice in GSS. If you send a quotation and the customer approves it, you can convert your quote to an invoice. You can also create a new invoice from scratch.

1. Select + New at the top of the interface.

2. Select Invoice.

3. Use the Search customer (Autofill) feature to automatically fill in customer's name, address and contact information. You can search a customer by customer ID, name or company.

4. Then, press the Save & Continue button.

The system will create a new invoice in the Draft status.

5. To configure the invoice’s details, press the Options tab to update the desired settings.

6. To add a service or product, simply start typing the item name in Service/Product field. As you type, the lookup list narrows down, suggesting names that match the entered item name. Select one from the dropdown list. To add another service or product, press + Add Line button.

7. Enter a description and price, if needed.

Please Note: the system won't allow you to add a payment to an invoice that is in Draft status. You must first publish the draft invoice before applying any payment.

8. You can just press the Save Changes button and navigate away from the invoice at any time during this process and return to it later.

9. To publish an invoice, choose the Summary tab and press a publishing option. These options only display when the invoice is in the Draft status, and pressing them will set Invoice Date to the current date:

• Publish - pressing this button converts the invoice to the Unpaid status without notifying the customer.
• Publish and Send - pressing this button converts the invoice to the Unpaid status and also allows you to email the invoice (as a PDF attachment) to the customer.

Invoices

You can view the information for an invoice and perform many actions using several tabs:

Summary

The Summary tab lists the customer name, invoice date, due date, invoice items, and associated transactions. It also allow you to send customr emails

Add Payment

In the Add Payment tab, enter the details corresponding to the payment, including Payment Date, Amount, Payment Method, Reference Number and Transaction Fees (if applicable). Then, press the Add Payment button.

Options

In the Options tab, you can configure the following invoice settings:

Credit

In the Credit tab, you can add credit to the invoice or Remove Credit from the Invoice.

• To add credit from a customer’s balance to an invoice, enter the desired amount under Add Credit to Invoice and press Go button.
• To remove credit from an invoice, enter the desired amount under Remove Credit from Invoice and press Go button.

Refund

In the Refund tab, you can refund transactions for the invoice. Refunding transactions allows you to issue credits and refunds for payments that customers have made.

If the system cannot automate a refund for your particular gateway, you can still use this process to enter the refund billing entry in GSS. It will update the income totals and reflect the refund on the invoice. Then, you can go to your payment gateway to send the refund.

Refund a Transaction

To refund a transaction, please follow the simple steps below:

1. If there have been multiple transactions, select the desired transaction from the Payments.

2. For Amount, enter the amount to refund for a partial amount. Otherwise, leave this blank to refund the entire transaction value.

3. Select the desired type from Refund Type.

4. Enter a refund Reference Number if it's applicable.

5. If you wish to send a refund confirmation email to the customer, please tick the Send Email box.

6. Finally, press the Refund button.

Notes

In the Notes tab, you can enter notes about the invoice, e.g. Thanks for your business!

If you want to view, print or download the invoice, their buttons are located to the top right of the invoice creation screen.

That's it!

If you have any issues, please feel free to contact our Support Team.