Creating Invoices (Simplified)

This is a simplified guide on creating an invoice when selling a vehicle on MotorDesk.

When the invoice is created, you have the option to reserve the vehicle at the same time. It is not necessary to reserve the vehicle first and then create the invoice.

Step 1 : Create Invoice

For the vehicle you would like to create an invoice for, navigate to the 'Sell Vehicle' section for it. Then click the blue 'Create Invoice' button.

Step 2 : Enter Invoice Details

You will first need to enter the contact that this invoice is addressed to. If the contact has not already been added into MotorDesk, you will need to create a new contact by selecting the blue 'New Contact' button.

Next, you can change change some of the details of the vehicle that you are selling.

One option being 'Mark as Reserved'. Simply enable this to also mark the vehicle as reserved when the invoice is created. If the vehicle is already marked as reserved, this option will have no effect.

Next, you can add any products to the invoice.

Part Exchanges

Next, you can add any P/X's to the invoice.

Enabling 'Create Purchase Invoice' will create a purchase invoice for the P/X vehicle.

Enabling 'Add To Vehicles' will add the P/X vehicle to your stock as a draft vehicle AFTER this invoice has been marked as paid.

Finance

Enter the finance amount & select/add the finance provider.

Then enable the 'Generate Finance Provider Invoice' option.

This means that when the invoice gets issued, a second invoice to the finance provider will be generated.

To complete the sale, you only need to mark the customer invoice as paid; the finance provider invoice can be handled separately and marked as paid at a later date as you require.

You can upload any documents to be attached to the invoice. Finally, there are some options to configure for the invoice - such as the Terms & Conditions and any notes you'd like added to the invoice.

Click 'Create Invoice' once you are happy with it.

Step 3 : Issue Invoice & Record Payments

After the invoice has been created, you will be taken to view this new Draft invoice. You will then need to issue the invoice.

Once the invoice is issued, this is when the invoice will be created within your connected accounting software.

After the invoice has been issued, you will then be given the option to 'Mark as Paid'. Clicking this will present you with a screen where you can mark all the payments for this invoice down. You will need to record sufficient payments so that the balance due is £0. Once this has happened, you will then be given the option to click the green 'Mark As Paid' button.

Step 4 : Complete Sale

Now back in the vehicles 'Sell Vehicle' section, you should see a green 'Mark as Complete' button.

Clicking this will allow you to assign the sale to any of your staff and also mark any commissions down.

You have now successfully created an invoice for a vehicle and completed the sale. For a more detailed guide, please see the links below.