Free text invoice

Let’s use ABC Company as an example – ABC Company wants to sell the surplus goods that are left over from a large project recently completed. The goods were not purchased through the inventory system; therefore, they cannot be sold through a sales order.

Instead, they must be sold through a simple free text invoice transaction. A subcontractor has requested to purchase 15 pieces and ABC Company agreed to sell all 15 for USD $50.

To create a free text invoice with quantities and amounts, follow these steps:

1. Click Accounts receivable > Common > Free text invoice > All free text invoices.
   
   Fig 1: Navigation path for a free text invoice
2. Click New > Free text invoice to create a new free text invoice.
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   Fig 2: Click New to create a new free text invoice
3. Select a customer in the Customer field, and enter any additional information.
   
   Fig 3: Select Customer and other information in the Free Text Invoice Header
4. Click Add Lines in the Invoice Lines grid.
   
   Fig 4: Click Add Lines in the Invoice Lines grid to create a free text invoice line
5. In the Description field, type a description for the invoice line.
6. In the Main Account field, select the ledger account to be used for posting.
7. Select Sales Tax Group and Item Sales Tax Group.
8. In the Quantity field, type 15 as a number for the quantity.
9. In the Unit price field, type 50 as an amount for each quantity in the invoice line. Notice the Amount field is updated with the extended amount.
   
   Fig 5: Add details of Quantity and Unit Price in a free text invoice line
10. Click Charges and add charges if required.
    
    Fig 6: Click Charges in the Action pane and add Charges in the free text invoice line
11. Click the Total option in the Action pane to check the Total. Check that the Subtotal Amount, Sales Tax, Charges and Invoice Total are correctly calculated.
    
12. Post the free text Invoice.

Exceptions: Free Text Invoices without Quantities

When a quantity or unit price is not available for the free text invoice line, the fields can be left blank.

For example, if you do not have a unit price and quantity for the line, only a total amount for the line, you can ignore the Unit Price and Quantity fields and then enter an amount for the line. The system will display the amount entered, and the Unit Price and Quantity fields will remain blank.

You can also enter a Quantity and enter an Amount, leaving the Unit Price field blank.