How to Record Customer Invoices

Overview:

Recording customer invoices accurately in QNE Cloud Accounting is essential for managing your revenue, tracking receivables, and ensuring your financial reports reflect real-time business performance. This guide provides a detailed walk-through of how to enter a customer invoice in QNE Cloud, highlighting important fields, tips, and examples to help streamline your billing process.

Scenario:

You’ve recently completed a service for a client or delivered goods and are now ready to bill them. You need to issue a customer invoice that includes the correct customer details, invoice date, due terms, itemized charges, taxes, and remarks. This invoice will then be recorded in QNE Cloud for tracking and follow-up.

Procedure:

Step 1: Open the Invoice Entry Screen

• Navigate to Accounts Receivable > Invoices.

• Click Add to begin creating a new invoice.
  

Step 2: Fill in Invoice Header Details

Complete the following fields at the top section of the invoice:

• Customer Code – Select the appropriate customer from the dropdown list.

• Date – Defaults to today; adjust if needed.

• Tax Date – Usually matches the transaction date, but can be modified for VAT reporting purposes.

• Term – Auto-fills based on the customer record but can be manually changed.

• Agent – Also auto-fills from the customer profile; if blank, select manually.

• Global Description - A general label for the invoice.

• Tax Inclusive - Tick this box only if your price already includes VAT. Leave it unticked if not.
  

Step 3: Enter Invoice Line Details

For each column:

• Account – Select the proper revenue account code (e.g., Service Income).

• Account Name – Auto-fills based on the account code.

• Description – Defaults to the global description but can be edited per line item.

• Amount – Input the transaction value.

• Tax – Choose a tax code (e.g., Vatable 12%) if applicable.

• WTax – Select a withholding tax rate if necessary (optional).

Once all line items are entered, click Save.

Step 4: Confirm Invoice Creation

• A confirmation message (“Create Invoice Success”) will appear.
  

Application:

You're a consulting firm and just completed a project for “BlueTech Innovations.” The service fee is PHP 75,000, with 12% VAT, and payment terms are Net 30.

• Customer: BlueTech Innovations

• Invoice Date: July 1, 2025

• Term: Net 30 (Due Date = July 31, 2025)

• Line Item:

• Description: Consulting Fee

• Account: Service Revenue

• Amount: PHP 75,000

• Tax: Vatable (12%)

Once saved, this invoice becomes part of your accounts receivable and can be used for follow-ups, collections, and reporting.