Difference between revisions of "Invoice"
From TrueERP wiki
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[[Sales Reports]] | [[Sales Reports]] | ||
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| − | == Overview == | + | == Overview == |
| − | An Invoice is created in order to sell products in ERP. As opposed to a Quote or a Sales Order, the Invoice is a | + | An Invoice is created in order to sell products in ERP. As opposed to a Quote or a Sales Order, the Invoice is a posting financial transaction. Quotes and Sales Orders are created for internal control and do not actually 'touch' the Chart of Accounts. |
| − | posting financial transaction. Quotes and Sales Orders are created for internal control and do not actually 'touch' | + | |
| − | the Chart of Accounts. | + | |
| − | Invoices must contain products (which, in ERP, can be items, services, | + | Invoices must contain products (which, in ERP, can be items, services, etc.) and can be generally classified as Shipped Invoice and Back Order Invoice. A Shipped invoice has the products in it set as Shipped and its financial figures will flow through the Chart of Accounts. A Back Order Invoice has products in it that are not being shipped (no stock at the moment or for any other reason); it has no dollar Total in it and it will not 'touch' the Chart of Accounts until the items are set as Shipped. |
| − | as Shipped Invoice and Back Order Invoice. A Shipped invoice has the products in it set as Shipped and its financial | + | |
| − | figures will flow through the Chart of Accounts. A Back Order Invoice has products in it that are not being shipped | + | |
| − | (no stock at the moment or for any other reason); it has no dollar Total in it and it will not 'touch' the Chart of Accounts | + | |
| − | until the items are set as Shipped. | + | |
| − | '''How to Create a New Invoice''' | + | '''How to Create a New Invoice''' |
| − | *Select the 'Invoice' button displayed within the Sales Tab | + | *Select the 'Invoice' button displayed within the Sales Tab |
*Select a 'Customer' from the drop-down list | *Select a 'Customer' from the drop-down list | ||
| − | You will notice that the Customer's Shipping Address and Posting Address will flow through from the Customer's | + | You will notice that the Customer's Shipping Address and Posting Address will flow through from the Customer's Card into the Invoice |
| − | Card into the Invoice | + | |
| − | *To change the Ship To address, double click on the Ship To address and record a new (additional) shipping | + | *To change the Ship To address, double click on the Ship To address and record a new (additional) shipping |
| − | + | ||
| − | + | address or select a shipping address from the drop down list in the Shipping Address screen. | |
| − | - Invoice To (bill to address) | + | The following fields in the Invoice form will be populated from the Customer's Card: |
| − | - Ship To (physical address) | + | |
| − | - Department | + | - Invoice To (bill to address) - Ship To (physical address) - Department - Currency Code - Via (shipping method) - Terms |
| − | - Currency Code | + | |
| − | - Via (shipping method) | + | |
| − | - Terms | + | |
NB: You can manually change any of the above fields if you wish | NB: You can manually change any of the above fields if you wish | ||
| + | <br> | ||
*If necessary, change the 'Department' using the drop-down list. The income earned with this Invoice will flow | *If necessary, change the 'Department' using the drop-down list. The income earned with this Invoice will flow | ||
| − | + | ||
| − | *If necessary, change the 'Currency Code' using the drop-down list and adjust the 'Exchange Rate' by editing the | + | through to this Department. |
| − | text box | + | |
| + | *If necessary, change the 'Currency Code' using the drop-down list and adjust the 'Exchange Rate' by editing the | ||
| + | |||
| + | text box | ||
| + | |||
*If necessary, tick/untick the 'Hold Sale' option accordingly | *If necessary, tick/untick the 'Hold Sale' option accordingly | ||
| − | *If necessary, tick the 'Wholesale Price' option accordingly. This will apply Wholesale Price/Discount to Products | + | *If necessary, tick the 'Wholesale Price' option accordingly. This will apply Wholesale Price/Discount to Products |
| + | |||
in this Invoice (see New Products for more details) | in this Invoice (see New Products for more details) | ||
| + | |||
*If necessary, type in the Customer's Purchase Order number in the 'P.O. Number' textbox. | *If necessary, type in the Customer's Purchase Order number in the 'P.O. Number' textbox. | ||
| − | *If necessary, change the employee responsible to this Invoice using the 'Rep' drop-down list | + | *If necessary, change the employee responsible to this Invoice using the 'Rep' drop-down list |
| − | *If necessary, change the Shipping Date using the drop-down list | + | *If necessary, change the Shipping Date using the drop-down list |
| − | *If necessary, select/change the Shipping Method in the 'Via' drop-down list | + | *If necessary, select/change the Shipping Method in the 'Via' drop-down list |
*If necessary, change the payment term for this Invoice in the 'Terms' drop-down list. | *If necessary, change the payment term for this Invoice in the 'Terms' drop-down list. | ||
| − | When you change the 'Terms', the 'Due Date' field will change accordingly to reflect that term. | + | When you change the 'Terms', the 'Due Date' field will change accordingly to reflect that term. |
| − | '''Invoice Line Columns''' | + | '''Invoice Line Columns''' |
| + | <br> '''Name''' | ||
| − | + | '''Units''' | |
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| − | '''Units''' | + | |
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| + | '''Ordered''' | ||
| − | Note that when you type in the Ordered quantity, one or both of the next 2 fields will populate. If the chosen Department | + | '''Shipped''' |
| − | has these items in stock, ERP will automatically populate the Shipped field. If the Department does not have these | + | |
| − | items in stock, the BO field will be populated. | + | '''BO''' |
| + | |||
| + | '''Description''' | ||
| + | |||
| + | '''Product Description Memo''' | ||
| + | |||
| + | '''Cost (Inc)''' | ||
| + | |||
| + | '''Price (Inc)''' Displays the Price (Inc) per unit from the product card after allowing for any quantity or customer discounts | ||
| + | |||
| + | '''Profit (Inc)''' | ||
| + | |||
| + | '''%Profit (Ex)''' Displays the Profit (ex) as a percentage '''Code''' Displays the Tax code from the Product File | ||
| + | |||
| + | '''Tax''' Displays the Tax amount | ||
| + | |||
| + | '''Discount($)''' | ||
| + | |||
| + | '''Discount(%) '''Enter the amount of any additional discount as a percentage | ||
| + | |||
| + | '''Amount(Inc)''' | ||
| + | |||
| + | '''Auto Create Order? ''' | ||
| + | |||
| + | '''Ordered?''' | ||
| + | |||
| + | '''Memo Line''' Enter here any comments specific to this line item | ||
| + | |||
| + | '''Ship Date''' This is the Sip Date used by Manufacturing - enter the date required | ||
| + | |||
| + | '''SalesLinesCust Field #''' User defined custom field no # | ||
| + | |||
| + | <br> Note that when you type in the Ordered quantity, one or both of the next 2 fields will populate. If the chosen Department has these items in stock, ERP will automatically populate the Shipped field. If the Department does not have these items in stock, the BO field will be populated. | ||
*Press the down arrow in your keyboard ( ) to add more products to the Invoice | *Press the down arrow in your keyboard ( ) to add more products to the Invoice | ||
| − | *Any relevant notes can be added to the Comments field. These will appear on the Sales Order when printed, | + | *Any relevant notes can be added to the Comments field. These will appear on the Sales Order when printed, |
| − | + | ||
| − | *Related documents or files can be attached to the Sales Order in the comments field using the drag and drop | + | faxed or emailed to the Customer. |
| − | function. | + | |
| − | *Any relevant details can be added to the Picking Instructions field. These notes will not appear on the Customer | + | *Related documents or files can be attached to the Sales Order in the comments field using the drag and drop |
| − | copy of the Sales Order when printed, faxed or emailed. | + | |
| + | function. | ||
| + | |||
| + | *Any relevant details can be added to the Picking Instructions field. These notes will not appear on the Customer | ||
| + | |||
| + | copy of the Sales Order when printed, faxed or emailed. | ||
*To add Consignment Note details, click in the Consignment Note field and enter the details. | *To add Consignment Note details, click in the Consignment Note field and enter the details. | ||
| − | *The total cost of items on the invoice will be displayed if switched on in preferences. | + | *The total cost of items on the invoice will be displayed if switched on in preferences. |
*The overall markup as a percentage of the invoice total will be displayed if switched on in preferences. | *The overall markup as a percentage of the invoice total will be displayed if switched on in preferences. | ||
| − | *Your basic Invoice is done. You can now save it by clicking on 'Save', print it by clicking on 'Print', or preview it | + | *Your basic Invoice is done. You can now save it by clicking on 'Save', print it by clicking on 'Print', or preview it |
| − | before printing by clicking on 'Preview'. | + | |
| + | before printing by clicking on 'Preview'. You can also print a delivery docket or picking slip | ||
| − | Saved Invoices with shipped items will be available on the normal Invoice List and Invoices with back order items will | + | Saved Invoices with shipped items will be available on the normal Invoice List and Invoices with back order items will be available in the Back Order by Invoice List. If you save an Invoice with both shipped and BO items, it will be available in the normal Invoice List and a new Invoice will be created with the Back Order items in it and saved into the Back Order by Invoice List. |
| − | be available in the Back Order by Invoice List. | + | |
| − | available in the normal Invoice List and a new Invoice will be created with the Back Order items in it and saved into | + | |
| − | the Back Order by Invoice List. | + | |
Revision as of 10:37, 3 March 2011
Overview
An Invoice is created in order to sell products in ERP. As opposed to a Quote or a Sales Order, the Invoice is a posting financial transaction. Quotes and Sales Orders are created for internal control and do not actually 'touch' the Chart of Accounts.
Invoices must contain products (which, in ERP, can be items, services, etc.) and can be generally classified as Shipped Invoice and Back Order Invoice. A Shipped invoice has the products in it set as Shipped and its financial figures will flow through the Chart of Accounts. A Back Order Invoice has products in it that are not being shipped (no stock at the moment or for any other reason); it has no dollar Total in it and it will not 'touch' the Chart of Accounts until the items are set as Shipped.
How to Create a New Invoice
- Select the 'Invoice' button displayed within the Sales Tab
- Select a 'Customer' from the drop-down list
You will notice that the Customer's Shipping Address and Posting Address will flow through from the Customer's Card into the Invoice
- To change the Ship To address, double click on the Ship To address and record a new (additional) shipping
address or select a shipping address from the drop down list in the Shipping Address screen.
The following fields in the Invoice form will be populated from the Customer's Card:
- Invoice To (bill to address) - Ship To (physical address) - Department - Currency Code - Via (shipping method) - Terms
NB: You can manually change any of the above fields if you wish
- If necessary, change the 'Department' using the drop-down list. The income earned with this Invoice will flow
through to this Department.
- If necessary, change the 'Currency Code' using the drop-down list and adjust the 'Exchange Rate' by editing the
text box
- If necessary, tick/untick the 'Hold Sale' option accordingly
- If necessary, tick the 'Wholesale Price' option accordingly. This will apply Wholesale Price/Discount to Products
in this Invoice (see New Products for more details)
- If necessary, type in the Customer's Purchase Order number in the 'P.O. Number' textbox.
- If necessary, change the employee responsible to this Invoice using the 'Rep' drop-down list
- If necessary, change the Shipping Date using the drop-down list
- If necessary, select/change the Shipping Method in the 'Via' drop-down list
- If necessary, change the payment term for this Invoice in the 'Terms' drop-down list.
When you change the 'Terms', the 'Due Date' field will change accordingly to reflect that term.
Invoice Line Columns
Name
Units
Ordered
Shipped
BO
Description
Product Description Memo
Cost (Inc)
Price (Inc) Displays the Price (Inc) per unit from the product card after allowing for any quantity or customer discounts
Profit (Inc)
%Profit (Ex) Displays the Profit (ex) as a percentage Code Displays the Tax code from the Product File
Tax Displays the Tax amount
Discount($)
Discount(%) Enter the amount of any additional discount as a percentage
Amount(Inc)
Auto Create Order?
Ordered?
Memo Line Enter here any comments specific to this line item
Ship Date This is the Sip Date used by Manufacturing - enter the date required
SalesLinesCust Field # User defined custom field no #
Note that when you type in the Ordered quantity, one or both of the next 2 fields will populate. If the chosen Department has these items in stock, ERP will automatically populate the Shipped field. If the Department does not have these items in stock, the BO field will be populated.
- Press the down arrow in your keyboard ( ) to add more products to the Invoice
- Any relevant notes can be added to the Comments field. These will appear on the Sales Order when printed,
faxed or emailed to the Customer.
- Related documents or files can be attached to the Sales Order in the comments field using the drag and drop
function.
- Any relevant details can be added to the Picking Instructions field. These notes will not appear on the Customer
copy of the Sales Order when printed, faxed or emailed.
- To add Consignment Note details, click in the Consignment Note field and enter the details.
- The total cost of items on the invoice will be displayed if switched on in preferences.
- The overall markup as a percentage of the invoice total will be displayed if switched on in preferences.
- Your basic Invoice is done. You can now save it by clicking on 'Save', print it by clicking on 'Print', or preview it
before printing by clicking on 'Preview'. You can also print a delivery docket or picking slip
Saved Invoices with shipped items will be available on the normal Invoice List and Invoices with back order items will be available in the Back Order by Invoice List. If you save an Invoice with both shipped and BO items, it will be available in the normal Invoice List and a new Invoice will be created with the Back Order items in it and saved into the Back Order by Invoice List.
