Generating a Sales Invoice

Generating a Sales Invoice

To generate a Sales Invoice:

1. Select Customers to the left of the main screen.

2. In the customer list, select the customer for whom you want to generate an invoice.

3. In the Sales menu bar, select Invoice.

   When adding a new sales invoice, the following screen will appear:

   

   Image Description

   The Sales Invoice screen for customer 041 - Island Colour. The toolbar shows buttons for Save & New, Save & Close, Cancel, Open, Set Special Terms, Get a List, and Change under Sales Actions, with Print in a Batch Later option. Tabs include Customer, Deliver To, Product Item, Text Item, Ledger Item, and Job Item. The Customer tab is active showing fields for Customer Code (041), customer address (Island Colour, 172 Mill Drive, Toowoomba, Queensland 4263, Australia), Customer ABN, GST Applies checkbox, Our Order Number, Customer's Order Number, Invoice Number, Invoice Date (09/10/2014), Sale Discount %, BSP Notes, and a "Support Order" button. An "Add First Line Item" button is visible. The product grid at the bottom shows columns for Code, Description, Quantity, Price, Discount, WET, Ex.GST, GST, and totals. Credit remaining of 10,000.00 is displayed.

New Sales Invoices

The Invoice Menu contains the following options:

• Invoice Header

• Product Item

• Text Item

• Ledger Item

• Job Item

  Invoice Header The first part of generating an invoice is to enter the basic details of the order into the Invoice Header fields. These fields are:

• Customer Code: Enter the unique identifying code for the customer here. Alternatively, press F3 or click the button to the right of the field to select from the customer list. To create a new customer account see Setting up Customer Accounts.

• Customer Details: Enter the name and address of the customer here, as entered in the set up phase. Customer details appear here when you enter the customer code in the previous field.

• Customer ABN: Enter the customer's Tax registration number here.

• GST/VAT Applies: By default, this box is checked, indicating that the order is subject to Tax. If this is not the case, uncheck the box.

• Analysis Code: The name of the appropriate contact for this item appears here. It can be changed by entering a new one or by pressing F3 or by clicking the button to select from the list.

• Run No: Enter the delivery run number for this customer, which can be changed again at the time of each sale.

• Our Order Number: If you are making an invoice from an existing order, then enter the order number or press F3 to select from a list of orders. You can select any number of orders for the invoice. Otherwise it remains set to 'New Order'.

• Customer's Order Number: Enter the customer's order number here if they have provided you with one.

• Invoice Number: By default, this is set to 'Next Sequential' and is greyed out.

• Invoice Date: Enter the date on which the goods are invoiced. This field is set to today's date by default. Press F3 or click the button to the right of the field to check the calendar and select an alternative date.

• Sale Discount %: Enter the default discount that applies to the whole sale, on top of any line item special price. By default, this field is set to 0.00%

• Suggest Order: Select this option to view a record of the past 50 products the customer bought from you and at what price. This will help you generate the sales invoice from a previous order. Enter the product quantity in the 'Quantity this Order' field and click 'OK' to close the screen and place the product in order screen. Click 'View Product Details' to see the product price structure and if it is in stock.

• Add First Line Item: Once all the details have been entered in the above fields, select this option to include product details in the sale. This will display the 'Product Item' section.

  When you enter the product details in the fields provided, they appear in the grid on the lower half of the screen, so you can see at a glance the running totals for the sale.

  **Product Item **

• Product Code: Enter the code of this product for this sale. Press F3 or click the button to the right of the field to select from the list. If you know the barcode, enter the barcode and it will automatically be recognised. By default the quantity is set to first unit of measure in the field to the right. You can select a different unit of measure if more than one unit of measure has been set up for that product. See Setting up Product Accounts to set up a new unit of measure for the product.

• Description: Once the product code or barcode is entered, the description of the product, as entered in the set up phase appears.

• Qty. Invoiced: Enter the quantity invoiced at this time, but do not include any quantity invoiced previously on this order. Press F3 or click the calculator button to the right of the field to enter the quantity amount.

• Qty. Delivered: Enter the quantity delivered at this time, but do not include any quantity delivered previously on this order. Press F3 or click the calculator button to the right of the field to enter the quantity amount.

• Qty. Ordered: Enter the total quantity of this item ordered at this time, including any back order. Press F3 or click the calculator button to the right of the field to enter the quantity amount.

• Location: Select the location for this order from the drop down list or press F3 or click the button to select from the list. When you select the location from the drop down list it will display the quantity on hand for that location. To set up a location for your product see Setting up a Stock Location.

• Unit Cost Amount: Enter the cost price of the product per unit. Press F3 or click the calculator button to the right of the field to enter the amount.

• Delivery: Enter the date on which the order is made. Alternatively, press F3 or click the calendar button. By default this field is set to today's date.

• Price ex. GST/VAT %: Enter the price of the product excluding Tax. Press F3 or click the calculator button to the right of the field to enter the quantity amount. If a customer is in a Trade group (see Setting up Customer Groups) the Trade price for that product will automatically appear. To set different product prices for different groups of customers, e.g. Retail, Wholesale, and so on, see Setting up Product Accounts. To view the cost of the product and the margin on this transaction, click the % button.

• Discount %: Enter the discount rate that applies to this line item, if any. The default discount rate is set at 0.00%.

• GST/VAT Code: Select the price of the product excluding Tax from the drop-down list. If a customer is in a Trade group (see Setting up Customer Groups) the Trade price for that product will automatically appear. To set different product prices for different groups of customers, e.g. Retail, Wholesale, see Setting up Product Accounts.

• GST/VAT Amount: Enter the Tax amount if different from the calculated figure. Press F3 or click the calculator button to the right of the field to enter the amount.

• Cancel Item: Warning: Selecting this option cancels the entries made on this section.

• Serial Numbers/Lot Numbers: If you have selected a product that is serial tracked or lot numbered, select this option to select the serial numbers or lot numbers that have been sold. When selecting from the list of existing serial numbers, there is a Check Box at the bottom to Optimise for Barcode Scanning. Therefore, if you type in a serial number in Search box and select Enter, it now ticks the selected item in the list, and adds to the total selected. If you press enter while the search box is empty it will close the screen.

• Next Item: Once all the details have been entered, select this option to add another item to the product line for this order. Once all the items are entered move to the next section.

  Note the details appear in the table to the bottom of the screen.

  **Text Item **

• Block of Text: You can enter unlimited text to describe a product in more detail. After you have entered your text, click 'Next Item', and the text will automatically appear in the 'Description' field of the grid.

  Note the details appear in the table to the bottom of the screen.

  Ledger Item Use the Ledger Item section for entering expenses and services other than product costs, such as postage, shipping and so on.

• Account Code: Enter the appropriate ledger account code here. Press F3 or click the button to select an account code from the ledger list. See Adding a Ledger Account for details on how to set up a ledger account.

• Description: The description entered here appears on the printed document and on the ledger account history.

• Qty. Invoiced: Enter the quantity invoiced at this time, but do not include any quantity invoiced previously on this order. Press F3 or click the calculator button to enter the quantity amount.

• Qty. Delivered: Enter the quantity delivered at this time, but do not include any quantity delivered previously on this order. Press F3 or click the calculator button to enter the quantity amount.

• Qty. Ordered: Enter the total quantity of this item ordered, including any back order. Press F3 or click the calculator button to enter the quantity amount.

• Price ex. GST/VAT: Enter the price, excluding Tax here. The price can be changed by entering a new one or by pressing F3 or by clicking the button to select from the list.

• GST/VAT Code: By default, this box is set at 10% GST, indicating that the order is subject to Tax of 10%. To change the GST code, select an alternative entry from the drop-down list. To set up a new Tax category, see Setting up a Tax Category.

• GST/VAT Amount: Enter the Tax amount if different from the calculated figure. Press F3 or click the calculator button to the right of the field to enter the amount.

• Cancel Item: Warning: Selecting this option cancels the entries made on this section.

• Next Item: Once all the details have been entered, select this option to add another item to the text line for this transaction. Once all the items are entered move to the next section.

  Note the details appear in the table to the bottom of the screen.

  **Job Item ** Use the Job Item section to generate an invoice based on a job you are carrying out for a customer.

• Job Code: Enter the code of the job for this invoice. Press F3 or click the button to select from the list. To set up a job record, which includes a job code, see Adding Jobs.

• Description: Once the job code is entered, the description of the job, as entered in the set up phase appears.

• Qty. Invoiced: Enter the quantity invoiced at this time, but do not include any quantity invoiced previously on this order. Press F3 or click the calculator button to enter the quantity amount.

• Qty. Delivered: Enter the quantity delivered at this time, but do not include any quantity delivered previously on this order. Press F3 or click the calculator button to enter the quantity amount.

• Qty. Ordered: Enter the quantity ordered at this time, including any back order. Press F3 or click the calculator button to enter the quantity amount.

• Retention: If you have entered a retention percentage, or amount, then the amount of retention will be automatically calculated. You can change the retention due date, or amount, by selecting the Retention button.

• Progress Claims: This option selects the date range that you want to invoice. If you are back dating the invoice, simply select the start and end dates of the invoice from the calendar. When you select 'OK' and go back to the Job Line Item section, it will invoice from the specified date onwards only.

• Charge ex. GST/VAT: Enter the charge, excluding GST/VAT here. The charge can be changed by entering a new one, by pressing F3 or by clicking the calculator button.

• GST/VAT Code: By default, this box is set at 10% GST/VAT, indicating that the order is subject to Tax of 10%. If this is not the case, select an alternative entry from the drop-down list. To set up a new Tax category, see Setting up a Tax Category.

• GST/VAT Amount: Enter the Tax amount if different from the calculated figure. Press F3 or click the calculator button to the right of the field to enter the amount.

• Cost Amount: Enter here the Work In Progress value which is being invoiced at this time.

• Cancel Item: Warning: Selecting this option cancels the entries made on this section.

• Next Item: Once all the details have been entered, select this option to add another item to the text line for this invoice. Once all the items are entered move to the next section.

  Note the details appear in the table to the bottom of the screen.

  Payment Use this section if a customer wishes to make an immediate payment for goods and services. The payment will be offset against the invoice.

• Credit Account: Select the account to which the payment is to be paid from the drop-down list.

• Deposit Number: Enter a reference number that will be used to group receipts on the deposit list.

• Amount Paid: Enter the actual amount paid by the customer.

• Paid By: Enter the method of payment here by selecting either Transfer, Cheque, Credit Card, or Cash. If payment is by transfer, a reference number must be entered; if payment is by cheque, a cheque number must be entered; if payment is by credit card, the card and authorisation details must be entered; and if payment is by cash, a receipt number must be entered. These fields automatically appear after you have selected the method of payment.

• Confirm Payment: Click here to confirm that the amount shown above has been paid in relation to this invoice.

  Options (See tool bar)

• Set Special Terms:

  There are many occasions where the terms may be changed for a specific sale. Therefore, if the normal terms are say 30 days, and you wish to give the customer 60 days on this transaction, you can select options, and select **Special Terms, **and enter the date when this invoice is due for payment. The new payment date will be held for this transaction only, and all subsequent invoices for the customer will revert to the normal terms.

• Invoice & Deliver All Items: Invoices all items ordered but not delivered, such as back orders, or items that were out of stock at the time of ordering.

• Invoice All Delivered Items: Invoices all items all items delivered but not yet invoiced at this time.

  Save Settings When you have entered the relevant sales invoice details, select either: Save and Close: This will save the sales invoice information and bring you back to the main menu. or: Save and New: This will save the sales invoice information and open a new 'New Sales Invoices' screen.