Creating and Crediting Sales Invoices

This guide explains how to create and credit sales invoices in Navigator using the Sales Status and Processing tabs. Accurate invoicing is essential for financial tracking, stock reconciliation, and sales completion. The process also allows for correct debtor allocation based on customer type.

Part 1: Creating a Sales Invoice

1. Open the Stock Record

• Log into Navigator.

• Locate and open the stock record for the vehicle that has been sold.

2. Navigate to the Sales Status Tab

• Click the Sales Status tab.

• Then select the Invoice button.

A pop-up invoice window will appear.

3. Enter Invoice Details

• Invoice Date:

  • Defaults to today’s date.

  • You can amend if required.

• Private or Business Options:

  • Private: Uses personal details from the customer record. The debt is added to the vehicle debtors.

  • Business: Uses business details from the customer record. The debt is added to the vehicle debtors.

  • Private Account: Uses personal details, but the debt is moved to the customer’s assigned credit account.

  • Business Account: Uses business details, but the debt is moved to the business’s assigned credit account.

⚠ Use account variants only if specifically advised. Private and Business are most commonly used.

4. Review and Finalise the Invoice

• Before creating the final invoice, you may preview the proforma to ensure all prices are correct.

• Once satisfied, click Create Invoice.

The Invoice button will now change to View Invoice, which allows you to:

• Preview the invoice on-screen.

• Reprint or export if necessary.

Part 2: Crediting a Sales Invoice

1. Go to the Processing Tab

• With the stock record still open, click the Processing tab at the top.

• Select Credit.

The credit window will appear with the invoice details already populated.

2. Confirm and Credit

• The date and Private/Business setting will default to match the original invoice.

• Click Credit to finalise and issue the credit note.

Summary

Correctly managing invoices ensures proper debt allocation and accurate financial reporting. Only use account variants if advised and always preview the invoice before finalising to ensure figures are correct.