Sales

How sales work

Select Sales in the main menu. The module has three tabs: Invoices, Quotes and Credit notes.

1. Quote the work, if you need to. An accepted quote is converted to an invoice without re-entering the details.
2. Invoice the customer. Approving the invoice posts it to the ledger and it can be emailed to the customer.
3. Receive the payment into your bank, then match the bank transaction to the invoice in bank reconciliation. Marbles records the payment and updates the amount due.

Invoices

The Invoices tab lists invoices by status, with the invoice number, reference, dates and the amount due. An invoice past its due date is shown as overdue.

Creating an invoice

Select New invoice and complete the details.

• Contact is the customer. A new contact can be created from this field.
• Issue date and Due date. The issue date is the date the invoice is posted to the ledger.
• The Invoice number is assigned automatically.
• Reference, currency and tax holds the optional Reference, for example the customer's purchase order number, the currency, which is always AUD, and Amounts are, which states whether line amounts are Tax Exclusive, Tax Inclusive or No Tax.
• Each line has an Item, Description, Qty, Price, Discount, Account and Tax rate. Items are maintained under Settings > Products and services.
• Message to customer is an optional message that appears on this invoice only.
• Payment details holds payment terms and bank details. It starts with the default set under Settings > Invoice settings, and changes apply to this invoice only.

Select Save & close to keep the invoice as a draft, or Approve & email to approve it and email it to the customer in one step. The menu beside Approve & email offers Approve only, Approve & add another and Submit for approval, which sends the invoice for review.

Approving and sending

Approval posts a journal entry dated on the issue date: accounts receivable is debited with the total, the revenue accounts on the lines are credited, and GST is credited to the GST account. An invoice can be edited only while it is in draft or awaiting approval.

To send an approved invoice, open it and select Email. Check the recipient under To (select Add Cc to copy someone in), the Subject and the Message, and whether to attach the invoice PDF, then select Send email. The email is sent from your organisation's Marbles address, and replies go to your organisation's email address. Select Download PDF to save a copy.

Receiving payment

When the customer's payment appears in your bank feed, open bank reconciliation, select Match on the statement line and choose the invoice. Marbles records the payment on the transaction's posting date and reduces the Amount due. A payment smaller than the amount due leaves the invoice awaiting payment with the balance outstanding. To undo a payment, unreconcile the bank transaction. Matching is described on the Banking page.

Voiding and deleting

An invoice dated on or before the lock date cannot be voided. To cancel it, select Create and apply credit and date the credit note after the lock date. See Credit notes.

An invoice with a payment or credit applied cannot be voided. Unreconcile the payment, or remove the credit allocation, first.

Quotes

A quote offers goods or services at a stated price. It does not affect the ledger. Select New quote and enter the Contact, Issue date, Expiry date and line items, with the same reference and tax settings as an invoice. A quote can also carry a Message to customer and Terms, such as validity, deposit and conditions of acceptance. The Quote number is assigned automatically.

Select Send on a draft quote to email it to the customer, which marks it as sent, or Mark as sent if you have sent it another way. Save & send in the editor saves the quote and opens the email in one step, and Email sends a sent quote again. When the customer responds, select Accept, or Decline from the menu beside it. A quote can be edited while it is in draft or sent, and deleted until it has been invoiced.

Creating an invoice from a quote

Open an accepted quote and select Create invoice. Marbles opens a new invoice with the quote's contact and lines. The invoice must be for the same contact as the quote. Once the invoice is saved, the quote is marked as invoiced and View invoice opens the invoice from the quote.

Credit notes

A credit note reduces the amount a customer owes, for returned goods or a billing correction, for example. Select New credit note on the Credit notes tab, or open an invoice awaiting payment and select Create and apply credit to raise a credit note against that invoice. The Credit note number is assigned automatically. Select Save & close to keep the credit note as a draft, or Approve to approve it. The menu beside Approve offers Submit for approval.

Approval posts a journal entry dated on the issue date that mirrors an invoice: the revenue accounts and GST are debited, and accounts receivable is credited. A credit note raised from an invoice is applied to that invoice when it is approved, up to the amount still due on the invoice.

Allocating credit

Open an available credit note and select Allocate credit. Marbles lists the contact's invoices awaiting payment with the amount due on each. Enter the Amount to credit against one or more invoices. An allocation cannot exceed the amount due on the invoice or the credit remaining on the credit note. A credit note applies only to invoices for the same contact.

Allocations are listed on the credit note under Allocated to, where each can be removed. A credit note can be voided only after its allocations have been removed, and only while its date is in an open period.

Roles and permissions