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21st Century Accounting Help - Sales


Use the Invoices window from the Sales menu to record new invoices, to enter credit and debit memos, and to convert existing sales orders into invoices once the sale is completed. You can print the Invoice from this window if you need to provide the customer with a record of the transaction.

Later, when you receive a payment from a customer against an invoice that you entered in this window, you enter the payment as a deposit in the Bank Accounts/Deposits window. Click the Related Topic below for more information about deposits.

Transaction Types

  • Sales that are charged to a customer's account, or paid by credit card, check, cash, or by unattached credit and debit memos and unapplied receipts
  • Credit memos/Returns for credit or cash back
  • Debit memos for charge account customers

Invoice Details Tab


Click the Invoice details tab to enter items purchased by the customer. 

Product List

If you have set up a product or item list, you can select items from the list, which provides the ID, description, price, and taxable and discountable status. 
If you assigned a G/L account to a product, the system automatically distributes the invoice amount for the product to that account.
You can enter non-product list items if you wish or if you haven't set up a product list.  Press Tab at the Item ID field and then type a description in the Description field.  You manually distribute the invoice amount for non-product list items with the G/L distributions tab.

Sales Taxes

You can indicate whether items are subject to sales tax on a line-by-line basis.

G/L Distributions Tab

Click the G/L distributions tab to distribute the transaction to the appropriate G/L sales accounts.

Account Prompts

When you set up Receivables, depending on your company's requirements, you can configure a single set or any number of sets of default account prompts.  You assign each customer a set of prompts.  Then, when you enter an invoice, the G/L distributions box displays the affected customer's account prompts for fast, efficient data entry.  (Product list items with assigned G/L accounts are automatically distributed to the assigned accounts.)


You can enter any trade discount for this customer on the total sale, to be posted to the discount account associated with the customer.


You can set up as many shipping charges as you need. You set them up as "products" in the Product List.  Optionally, you might configure charges with up to five units of measure and prices that represent, for example, weight ranges of packages being shipped. You can also select actual products in the Shipping fields. When you post the customer invoice, the system posts the shipping charge to the G/L account associated with your selection from the product list. 

Whether or not your entry uses the item price table, you can enter any shipping Amount.  The shipping Amount prints on the customer invoice and is included in the Balance Due.

Note:  Use Invoice Form "w/Shipping."  If you print invoices for your customers, you must choose one of the invoice forms that prints shipping information.  Run System/ Company/ Preferences, Forms, and select the appropriate type of form "w/Shipping."  For example, if you usually use "Deluxe Laser 081319," you should select "Deluxe Laser 081319 w/Shipping" in order to print shipping information on the invoice.


You can enter payments from walk-in customers as you enter the invoice.


  • Email. Use the Email button to email invoices to customers. Your company must be configured to use email and the customer must have an email address entered in their billing address record.

  • Restore.  Use the Restore button if you have changed the invoice since opening the window but now you want to restore the invoice information that was in place when you opened the window.

  • Print Invoice.  Use the Print Invoice button to print the invoice on the currently selected printer.  You can print an invoice with the Print button at the bottom of the Invoices window when you enter it. 

    You can print all the invoices in a batch before you post the batch.  Place the cursor on a batch name in the left pane and click the right mouse button.  Select Print all invoices from the right-click menu.

    You can also print posted invoices at any time.  To print a posted invoice, preview the Invoice Journal (run Receivables/Print/Invoice Journal and press the Preview button), double-click the invoice number of the invoice you want to print or reprint, and click the Print icon on the invoice Preview window.

  • Print Packing List.  Use the Print Packing List button to print a packing list (no prices or payment information) on the currently selected printer.

  • Select Printer. To select a different printer from the currently selected printer, use the Select Printer button and choose a printer from the list of printers.

Right-Click Menu Actions

You can perform several actions on invoice batches by using the right-click menu in the pane that lists the batches and their entries, on the left side of the Invoices window. Place the cursor on a batch name in the left pane and click the right mouse button. Among the general commands like Rename, New entry, Make recurring, and so forth, the menu also lets you choose these special actions:

  • Print batch listing.  Print a report on paper, if you wish, showing all of the data entered for each invoice in the batch.  The listing allows you to review the invoices on paper and verify your data entry and the batch total before you post the batch.  The batch listing is initially displayed in the report Preview window.  To print on paper, click the printer icon at the top of the Preview window.

  • Review batch.  Display a summary list of the invoices in the batch showing entry name, invoice number, transaction date, and invoice total for each invoice.  Double-click or press F2 on an entry to review the invoice in the Invoices window.  This listing allows you to review the invoices online and verify your data entry before you post the batch.

  • Print all invoices.  Use this command to print all the invoices in the batch for sending to customers.  (Use the Print Invoice button at the bottom of the Invoices window to print individual invoices.)


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