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Main Menu > Debtors > Invoicing > Sales Invoice/Credit Entry & Maintenance

 

The Sales Invoice/Credit Entry & Maintenance program allows users to maintain existing invoices and create new invoices and credit notes. This screen has multiple tabs Header Tab, Lines Tab and Finalise Tab.

NOTE: Financial information and products cannot be amended on updated invoices or credit notes.

 

Sales Invoice/Credit Entry & Maintenance Screen

Sales Invoice/Credit Entry & Maintenance Screen

 

Number 1

Invoice - Allows users to enter the invoice number they wish to maintain or click magnifying glass to search. Users can choose to search from either Updated or Unupdated invoices.

Unupdated Updated Invoices pop up

Number 2

New Invoice - Allows users to create a new blank invoice, reverse a credit note or copy an invoice from an existing invoice.

New Invoice

•New Blank Invoice - Creates a new blank invoice

•Reverse a Credit Note - Allows users to enter or search for a credit note number to reverse to generate a new invoice

•New From Existing (Copy an Invoice) - Allows userss to enter or search for an existing invoice to copy, users can then enter the customer code or search for the customer to whom the invoice is being copied to and to select the warehouse the goods will be despatched from.

Once an option has been chosen users will be presented with the Header Tab screen

Number 3

New Credit - Allows users to create a new credit, reverse an invoice or copy a credit note from an existing credit note.

New Credit

•New Blank Credit - Creates a new blank credit note

•Reverse an Invoice - Allows users to enter or search for an invoice number to reverse to generate a credit note

•New From Existing (Copy a Credit Note) - Allows users to enter or search for an existing credit note to copy, users can then enter the customer code or search for the customer to whom the credit note is being copied to and to select the warehouse the goods will be returned to.

Once an option has been chosen users will be presented with the Header Tab screen

Number 4

Navigates users to the Quick Attach File to Debtors Account screen to attach files to the sales invoice. Please refer to Quick Attach Files to Debtor Account for more information.

tog_minus Header Tab

Sales Invoice/Credit Entry & Maintenance - Header Tab Screen

Sales Invoice/Credit Entry & Maintenance - Header Tab Screen

 

Number 1

Customer Account & Billing Address – The customers account and billing details

Number 2

Delivery Detail – The delivery address and contact name of where the goods are being shipped

Number 3

Price Level - If pricing levels have been set up in your system and attached to a customer, it will be displayed here

Sales Rep - The Sales Rep code assigned to this customer. The sales rep code is used for sales analysis reporting and can be changed on each invoice if required.

Inv Date - The date of the invoice (Cannot be backdated to a previous month and future dated invoices will not update until then)

Sales Ref - The sales reference (if any)

Cust Ord Num - The customer order number (if required)

Web/EDI Order - The Web/EDI order number (if relevant)

W/H Code - The warehouse code of where the goods will be despatched from

Number 4

Shipping Details - The method of how the goods are going to be shipped. Please refer to Ship Via/Courier Maintenance for more information.

Number 5

Invoice Options

•Internal Adjustment Only (No Paperwork to Customer) - When ticked, the customer will NOT receive a copy of the invoice/credit note

•Do not adjust Inventory - When ticked, the inventory count will NOT be adjusted

•Do not include in Sales Analysis - When ticked, the invoice/credit note will not be included in any sales analysis reports

•Equipment/Service Agreement Invoice - When ticked, users will be required to select the equipment ID and/or service agreement the invoice/credit note relates to. (Not available in BBSCloud Lite).

Number 6

Standard Messages - Displays standard messages set up for the selected customer. Please refer to Standard Sales Message Maintenance for more information.

Number 7

Next (F6) - Navigates users to the Lines Tab of Sales Invoice/Credit Entry & Maintenance

tog_minus Lines Tab

Sales Invoice/Credit Entry & Maintenance - Lines Tab Screen

Sales Invoice/Credit Entry & Maintenance - Lines Tab Screen

 

Number 1

Line Detail

•Line - Displays the line number as to where it will appear on the invoice/credit note

•Alt UM - Displays the alternative unit of measure for the line item (if any)

•Product Code - The product code to be added to the invoice/credit note

•UM - Displays the unit of measure for the line item

•Description - The description of the line item (this can be edited if a product has been set up allowing description changes)

•Line Comm - A line comment can be entered for the line item if required, for multi line comments click magnifying glass

•Qty to Inv - The quantity to invoice

•Qty Avail - Displays the quantity of available stock

•Sales Price - The price the product will be sold for

•Cost Price - The cost of the product

•G/P % - Displays the gross profit percentage of the selected product

•Extension - Displays the total amount of the line item (i.e quantity x sale price)

•Sales Tax - Displays the amount of tax applicable to the total amount of the line item

•Add/Update Line (F7) - Updates any changes and adds the line item to the Invoice/Credit

•Clear Line - Clears the line item and removes it from the Invoice/Credit

Number 2

Cust/Prod Details - Displays pricing for the line item including any contract pricing for the selected customer

•Last Sold - Displays the quantity, sale price and date the product was last sold to the selected customer

•Last Quoted - Displays the quantity, quoted price and date the product was last quoted to the selected customer

•Cust/Prod Details - Navigates users to the Customer/Product Information screen

•Prod Enq - Navigates users to the Global Inventory Enquiry screen

Number 3

A list of the lines that have been added to the invoice/credit note will show in this section. Users can edit a line item by double clicking it.

Number 4

Back (F5) - Navigates users back to the Header Tab of Sales Invoice/Credit Entry & Maintenance

Next (F6) - Navigates users to the Finalise Tab of Sales Invoice/Credit Entry & Maintenance

tog_minus Finalise Tab

Sales Invoice/Credit Entry & Maintenance - Finalise Tab Screen

Sales Invoice/Credit Entry & Maintenance - Finalise Tab Screen

 

Number 1

Invoice/Credit Messages - Allows users to add messages to the invoice/credit by clicking magnifying glass and selecting from a list of saved standard sales or system messages (please refer to Standard Sales Message Maintenance for more information) or by free-typing a message and clicking the Add button. To remove or amend a message double click the message line and click the Clear button

Number 2

Invoice/Credit Summary - Displays the customers code and name, invoice amount excluding freight, a freight charge can be added if required, the amount of GST applicable and the invoice/credit total amount

Number 3

Shipping Details - Allows users to select the Ship Via method for how the goods will be despatched

Number 4

Back (F5) - Navigates users back to the Lines Tab of Sales Invoice/Credit Entry & Maintenance

Save Entry (F6) - Saves the invoice/credit

Cancel Entry - Cancels the invoice/credit (updated invoices/credit notes cannot be cancelled)
  

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