How to create an invoice for a grant

Why create a grant sales invoice?

Hopefully, your business has won a grant from local council or state government to fund a project.  You can use Wiise to create a sales invoice to receive the grant payment and track the receipt and usage of the funds. 

How to create a grant sales invoice in Wiise

1. Log in to Wiise from your mobile, tablet or any browser.

2. Select the + Sales Invoice action. Wiise will create a new sales invoice with blank details for you to complete. 

3. Select the customer who'll receive the sales invoice. You can do this in a few ways:

  • Type their name in the Customer Name field, or
  • Select the down arrow to the right of the field to see a short list, or
  • Click Select from full list on the bottom right of the list to search for and select the customer. 

4. If the customer's not in the list, you can create a new record for them:

a. Select +New

b. Choose a Template type and enter the contact details in the customer page that opens. Wiise will then take you back to the sales invoice.

5. Once you’ve selected the customer, their details will be filled in automatically, but you can change them if you need to by editing the fields.  This information will show on the sales invoice document.

6. Now check the Posting Date on the sales invoice. It will default to today’s date, but you can edit this, if you need to back date an invoice for example.   

Note: You don’t need to use / or . for dates in Wiise.  For 1 June 2020, simply enter 010620 and Wiise will convert it to 01/06/2020 for you.

7. Wiise calculates the Due Date based on today’s date and the Payment Terms Code  this is the time that payment must be made in, such as 7 days or 14 days from receipt.  If the grant funding isn't going to be paid immediately, check that the Payment Terms Code and Due Date (the date you expect the grant to be paid by) are correct.   

Tip: You can track this easily using Wiise reporting. This will show unpaid invoices and their due dates.

8. Next, select the relevant Grant Code for the sales invoice (these will be pre-configured for your projects).  This will help you keep track of your grant related invoices. 

9. Now enter the detail of the sale.  In the Lines section, select Item in the Type field.  

10. Select the item that relates to the grant in the No. field. You can do this in a few ways:

  • Type the name of the item you’re selling, or
  • Select the down arrow to the right of the field to see a short list, or  
  • Click Select from full list on the right of the list to search for and select the item.  

When you select an item, the description will automatically be filled in, but you can edit this if you need to.

11. Enter the Quantity of 1.

12. In the Unit Price field, enter the amount of the grant, but don’t include GST. If GST is charged for the sale, Wiise will calculate it automatically. 

13. Repeat steps 9 — 12 above to add additional lines relating to the grant. Add each item on a new line.

a. If you need to delete a line, click the ellipsis and select Delete Line.

b. Wiise will ask if you want to Go ahead and delete? Click yes or no

14. Wiise will calculate the sale Total for you — make sure you double check this.

15. Now select the Payment Method Code (this is how the invoice is paid, such as credit card or PayPal, and can be reported on later). Your customer can pay immediately if you select CASH or PAYPAL. By selecting CASH, the payment is recorded against the bank account right away, so you won’t have to enter it manually later. 

16. Finally, select Release when you’ve finished entering all the details. If you do need to make any changes, you can select Reopen