The Sales module records what your customers owe you. A quote becomes an invoice once it is accepted, an approved invoice posts to your ledger as an amount receivable, and matching the customer's payment in bank reconciliation marks the invoice as paid. Credit notes reduce what a customer owes. Quotes and invoices can be emailed to the customer directly from Marbles.
Select Sales in the main menu. The module has three tabs: Invoices, Quotes and Credit notes.
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.
| Status | Meaning |
|---|---|
| Draft | Saved but not yet submitted. No effect on the ledger. |
| Awaiting approval | Submitted for review. No effect on the ledger. |
| Awaiting payment | Approved and posted to the ledger. |
| Paid | Settled in full by payments, credit notes or both. |
| Voided | Cancelled after approval. The invoice is kept for your records but no longer affects your accounts. |
Select New invoice and complete the details.
Select Save to keep the invoice as a draft, Approve to approve it, or Approve and Email to approve it and send it to the customer in one step. Invoices are issued in Australian dollars.
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 invoice, open it and select Email. Check the recipient, Subject and Message, then select Send. 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.
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.
| Action | When to use it |
|---|---|
| Delete | For an invoice in draft or awaiting approval. This cannot be undone. |
| Void | For an approved invoice issued in error. The journal entry is voided, so the invoice's date must be in an open period. |
| Reverse | For an approved invoice dated in a locked period. Marbles posts a reversing entry in the next open period and marks the invoice as voided. |
An invoice with a payment or credit applied cannot be voided or reversed. Unreconcile the payment, or remove the credit allocation, first.
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, Reference, Tax setting and line items. The Quote number is assigned automatically.
| Status | Meaning |
|---|---|
| Draft | Saved but not yet sent. |
| Sent | Issued to the customer. A sent quote past its expiry date is shown as expired. |
| Accepted | The customer has agreed to the quote. |
| Declined | The customer has declined the quote. |
| Invoiced | An invoice has been created from the quote. |
Select Send to mark a draft quote as sent, and Email to email it to the customer. When the customer responds, select Accept or Decline. A quote can be edited while it is in draft or sent, and deleted at any stage.
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.
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 and select Add credit note to raise a credit note against that invoice.
| Status | Meaning |
|---|---|
| Draft | Saved but not yet submitted. No effect on the ledger. |
| Awaiting approval | Submitted for review. No effect on the ledger. |
| Available | Approved and posted to the ledger, with credit remaining to allocate. |
| Applied | Fully allocated to invoices. |
| Voided | Cancelled after 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.
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 or reversed only after its allocations have been removed.
| Role | Sales access |
|---|---|
| Reader | View invoices, quotes and credit notes, and download PDFs. |
| Advisor | Everything a Reader can do, plus create, edit, approve, email, void, reverse and delete sales documents, and allocate credit. |
| Administrator | Everything an Advisor can do. |