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# QRG Create an Account - Invoice Entity
## Purpose
The purpose of this quick reference guide is to step through the process of setting up an Invoice Entity
record. The intended audience for this document is System Administrators / Standard Users.
## Steps
### Create a new Invoice Entity record
The Invoice Entity record holds company information related to Invoicing, remittance details, and other
related information.
To create an Invoice Entity, follow the steps below:
1. Go to the **Accounts** object. (See Figure 1)
2. Click on the **New** button.
3. Choose the record type **Invoice Entity** and click **Next** . (See Figure 2)
4. Populate the following required fields to provide the base details of the Invoice Entity record: (See
Figure 3)
1. **Account Name**
2. **Phone**
3. **Billing Street**
4. **Billing City**
5. **Billing State**
6. **Billing ZIP/Postal Code**
7. **Billing Country**
8. **Default Invoice Schedule**
9. **Default Invoice Taxable**
10. **Send Invoice Emails from Email**
11. **Contact For Invoice Queries**
12. **ABN**
13. **Bank Account Name**
14. **Bank Account Branch Code**
15. **Bank Account Number**
16. **Remittance Email**
5. To provide additional details about the Invoice Entity, populate the following optional fields
which are used mainly for record keeping purpose: (See Figure 3)
1. **Parent Account**
2. **Fax**
3. **Website**
4. **Shipping Street**
5. **Shipping City**
6. **Shipping State**
7. **Shipping ZIP/Postal Code**
8. **Shipping Country**
9. **GST Reg Number**
10. **Invoice Message**
11. **Bank Account Suffix**
6. Click on the **Save** button.
Once the record is saved, the ABN Lookup field will be updated, which can be selected
to open the Australian Business Register ABN Lookup website in a new tab, detailing
the actual details of the ABN entered as per that website.
7. A new Invoice Entity record has been created and ready for use in the Assignments records. (See
Figure 4)
Invoice Entity records CANNOT be deleted if they have related records or are used in
other records. Deleting records is not recommended unless absolutely essential.
8. To modify an existing **Invoice Entity** record, open the required record and select the **Edit** button
available on the top right side of the page. You can also double click in any of the fields that need
editing or just click on the pencil icon that appears within fields when you move your cursor
over the field.
9. When complete, click on the **Save** button.
### Invoice Entity Logo
If you require an Invoice Entity to have a logo to display on Invoice PDFs you can upload it to the Files tab
under the Related List of the Invoice Entity record.
* File format must be gif, png, or jpg
* File name must contain the word ‘logo' (i.e. it could be either logo.jpg or Companylogo.gif
or PayAdvicelogo.png or something similar) or else it will not be displayed as the logo.
To add a logo to the Invoice Entity, follow the steps below:
1. Go to the **Accounts** object and open the **Invoice Entity** record. (See Figure 5)
2. Click on the **Related** tab. (See Figure 6)
3. Click on the **Add Files** button. (See Figure 7)
4. Click on the **Upload Files** button. (See Figure 8)
5. Select the required logo file and click on the **Open** button. (See Figure 9)
6. Click on the **Done** button. (See Figure 10)
7. The logo has been uploaded under the Files tab. (See Figure 11)
You can only attach a .png or .jpg image with the name ‘logo’. This image will be used
as the logo on 2cloudnine Invoice PDFs for this Invoice Entity.
If two or more logo files are uploaded on the same Invoice Entity record, Salesforce will
randomly select one of those as the logo on the PDF files.
## Field Descriptions
**ABN** is the Australian Business Number of the Invoice Entity.
**ABN Lookup** is used to confirm the entered ABN in the Australian Business Register ABN Lookup website
matches the correct company name.
**Account Name** is the name of the new Invoice Entity record that is being created.
**Bank Account Branch Code** records the Branch Code of the Invoice Entity. This information is used to
provide bank details on invoices for Clients to remit payments.
**Bank Account Name** records the Bank Account Name of the Invoice Entity. This information is used to
provide bank details on invoices for Clients to remit payments.
**Bank Account Number** records the Bank Account Number of the Invoice Entity. This information is used
to provide bank details on invoices for Clients to remit payments.
**Bank Account Suffix** records the Bank Account Suffix of the Invoice Entity. This information is used to
provide bank details on invoices for Clients to remit payments.
**Billing Address** is the billing address of the Invoice Entity.
**Contact for Invoice Queries** identifies the User who will be detailed as the Invoice Entity's Invoice
Contact. The Invoice Contact and their contact details will be detailed on standard Invoice emails to be
used in case of invoice queries.
**Default Invoice Schedule** defines the default Invoice Schedule that applies to the Client. This value can
be overridden at lower levels.
**Default Invoice Taxable** indicates if by default there will be tax applied to the invoice. This value can be
overridden at lower levels.
**Fax** is the fax number for the Invoice Entity.
**GST Reg Number** records the GST Registration number for the Invoice Entity.
**Invoice Message** If the Invoice Message field on the Invoice Setting related to the Invoice is blank, this
defines the message that will be included on the PDF Invoices created. If blank, the Invoice Message on
the Invoice will be blank. This can be overridden at the Invoice level.
**Parent Account** is the name of the parent account of the new Invoice Entity record being created.
**Phone** is the phone number for the Invoice Entity.
**Remittance Email** is the email address shown on PDF invoices for remittance advice to be forwarded for
the Invoice Entity.
**Send Invoice Emails from Email** When the Send Invoice Email Setting field on the related Invoice
Settings record is defined as 'Invoice Entity Defined', the email address defined in this field will be used as
the Sender’s email address for emailing invoices. Must be set up as an Organisation-Wide Address.
**Shipping Address** is the shipping address of the Invoice Entity.
**Website** is the website address of the Invoice Entity.
## Further Information
| Document | Document Type | Description |
| ------------------------------ | ----------------- | -------------------------------------------------------------- |
| QRG Create an Invoice Schedule | Task Instructions | How to create an Invoice Schedule |
| QRG Create an Invoice Calendar | Task Instructions | How to create an Invoice Calendar and Invoice Calendar Periods |
| QRG Create Invoice Settings | Task Instructions | How to create Invoice Settings |
| QRG Create Tax Ids | Task Instructions | How to create Tax Id records |