Hi there, I am working with a new client on Quickfile to get them onto MTD compatible software. I’m in the process of adding my client’s customer details and those customers outstanding balances and have the following questions:
My client has his own invoice production system and does not want to switch to anything else. Can I use Quickfile simply to log the invoices without actually producing them?
Neither unit based items invoicing or time spent is relevant to my client. He is a service provide who provides one off services at a rate agreed between him and his clients. How do I record that?
When entering a new client with an outstanding balance, the balance may relate to an old invoice from a year ago. I would like to be able to give that old invoice a date. How do I do this?
Many thanks in advance!
You need to record sales as “invoices” in QuickFile in order for them to be taken into account for VAT returns etc but you don’t necessarily have to send the QuickFile invoice document to the customer. For example I run a retail shop and I just create one bulk “invoice” per day to a dummy “customer” from the net and VAT totals I get out of my EPOS system, and log payments against that. The EPOS is the master record if I ever get inspected by the tax man.
And if you do it this way then it doesn’t really matter how it looks in QuickFile, just do a normal item based invoice with unit price taken as the total from your other invoicing system and a quantity of 1.
You may find the bulk invoice tool useful when entering invoices. You have to flag them as being sent for them to be saved, otherwise they will stay as Drafts and will not affect the VAT return.
The outstanding balances are just an opening balance - you are not able to attach a date to these unless you were to enter as an invoice on the client account
If there is anything else, please don’t hesitate to get in touch
Thank you both! I have actually managed to go back in an modify the invoice that it automatically produced with the outstanding balance to give it the correct date and invoice number and therefore link it to the reality of the situation. How do I now allocate it to a nominal code?
To select the nominal code for sales invoices you have to click the cog wheel icon in the “description” box for each invoice line. This pops up a set of additional options for the line, one of which is the nominal category.
