Difference between revisions of "Invoice"

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Latest revision as of 10:48, 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 Select a Product using the 'Name' drop-down field. When you select a product, its details populate from the Product Card into its line in the Invoice.

Units Displays the default Unit of Measure for the product - change if required

Ordered Enter Quantity Ordered

Shipped Displays if turned on in Preferences. Enter the quantity allocated to be shipped

BO Displays the difference between Ordered and shipped and these will be placed on Back Order

Description Displays the Sales Description from the product card

Product Description Memo Displays the extended "Memo" description from the Product Card

Cost (Inc) Displays the Cost (Inc) per unitof the product from the product card - this cost should not be changed.

Price (Inc) Displays the Price (Inc) per unit from the product card after allowing for any quantity or customer discounts

Profit (Inc) Displays the Profit Inc in currency calculated from the cost and price

Gross%

%Profit (Ex) Displays the Profit (ex) as a percentage

Code Displays the Tax code from the Product File

Tax Displays the Tax amount

Discount($) Enter the amount of any additional discount given in currency

Discount(%) Enter the amount of any additional discount as a percentage

Amount(Inc) Displays the total amount for thr line, being quantity x price less discount

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.