How to Raise a Vehicle Sales Invoice

Raising a vehicle sales invoice is a key step in the sales process. It finalises the financial transaction, triggers debtor accounting, and marks the vehicle as formally sold in the system.

This action is typically completed once:

• A sales order has been confirmed against a vehicle.

• All figures have been reviewed and finalised.

• The vehicle is ready for handover or delivery.

Understanding this process is essential for ensuring compliance with financial procedures, correct VAT reporting, and accurate sales ledger postings.

Step-by-Step: Raising a Sales Invoice

1. Ensure the Vehicle is Ready

   • The vehicle must have a confirmed sales order associated with it.

   • Check that all deal components (vehicle price, extras, part exchange, funding) have been finalised.

2. Navigate to the Sales Tab

   • Go to the Sales tab within the relevant vehicle deal screen.

   • Select Invoice from the available options.

3. Preview the Invoice (Optional but Recommended)

   • Click on Proforma to preview the invoice before committing.

   • This allows you to verify:

     • Invoice figures and breakdown.

     • Customer and vehicle details.

     • Any discounts or adjustments applied.

4. Set the Correct Invoice Date

   • This is the tax point date, which determines when VAT is accounted for.

   • Make sure this is set accurately:

     • Often the date of delivery or when ownership changes hands.

     • Should align with your internal accounting policies.

5. Create the Invoice

   • Once the figures are confirmed and the date is correct, press Invoice.

   • The system will now:

     • Generate the final sales invoice.

     • Add the invoiced value as a debtor onto the deal.

     • Update the vehicle’s status to reflect it as sold/invoiced.