Invoice

This is to create, edit or print sales invoice.

Sales Invoice if freshly added (did not transfer from other document), or transferred from Sales order or Quotation, will affect inventory movement (reduce stock level).

Sales Invoice if transferred from Delivery Order will NOT affect inventory movement, because the stock level was reduced when that DO is saved.

Sales Invoice will be posted to A/R Invoice Entry (and its related G/L accounts) immediately upon Save.

To Create New Invoice

Go to Sales > Invoice

Click on Create A New Invoice

You may key in the details of this new document or copy/transfer from others document.

However, when Delivery Order was issued on the case, you MUST create invoice using 'Transfer from DO'.

(Here I am going to transfer document from Delivery Order)

Debtor: will be displayed automatically (as per transferred document)

Branch: specify the branch of this debtor (if any)

Address: the info will be displayed according to selected debtor code.

Invoice No: <<New>> means to follow auto-running numbering (maintained at Document Numbering Format Maintenance), and the next possible number is displayed at the top bar of the window. You may click on it to key in any number you like.

Date: system date is automatically captured, you may click to change.

Branch: specify the branch of this debtor (if any)

Sales Agent: assign a sales agent (if any). The default Sales Agent can be assigned in Debtor Maintenance.

Ship Via: assign the shipping method (maintained at Shipping Method Maintenance)

Credit Terms: the default credit terms of this debtor will be displayed.

Shipping Info: key in the info of shipping or transportation.

Functional Buttons:

to be save in K.I.V folder to be use later.

to be save as template. (Refer Common Function in Transaction)

to be save as recurrence. (Refer Recurrence)

to add / insert a detail row. (Insert)

to insert a detail row before the highlighted row. (Ctrl + Insert)

to delete highlighted row. (Ctrl + Delete)

to move the detail row up/down. (Alt + Shift + Up/Down)

to undo (Ctrl + Z)

to select all detail rows (Ctrl + Alt + A), so that it can be deleted or modified in one shot (using Range Set)

range set (F12)... a range setting windows will be prompted. This is usually used to apply changes to several/all selected detail rows.

to set the GST date of the document.

to add a subtotal row, showing the subtotal amount.

to add a discount row, and for you to define the group discount by define the percentage % or Value.

to find item package item.

to change the unit price for the item.

to prompt the item search screen (F9). Type a keyword, select search criteria, click on Search. From the search result, check the check-boxes to select items to be included into the document, then click on OK.

click on this button will display (at bottom section) instant information related to the highlighted item, such as Price History, Stock Balance ...

to copy an invoice which previously already save.

to copy existing invoice to a new invoice.

to transfer quotation to invoice.

to transfer sales order to invoice.

to transfer consignment to invoice.

to transfer sales order by value to invoice.

to check the invoice which have already been transferred.

Edit tab:

Copy Whole Document: To copy the whole document to clipboard.

Copy Selected Details: To copy some item details to clipboard. (press ctrl+ highlight the item to copy)

Copy as spreadsheet: To copy the item details and paste into spreadsheet.

Paste Whole Document: To paste the whole document from the clipboard.

Paste Item Detail Only: To paste some item details from clipboard.

Undo Master: To undo (reverse one step) the header section.

Apply Address: To apply different debtor/ creditor address which you have maintain in the address maintenance.

Can Transfer: If this is unchecked, this document will not be allowed to transfer to others document.

Edit MRU Items: to edit /delete historical descriptions (which was keyed in previously). MRU = Most Recently Used

New Payment: System will auto generate official receipt to knock off with the invoice.

Post To GL?: If this is unchecked, AR invoice will not be posted automatically (related to G/L). You can go to others --> post to G/L to post it manually later.

Post to Stock?: If this is unchecked, the stock will be not be affected when issuing the document.

Post Reallocate Purhcase By Project?: To allocate the purchase cost by project.

Calculate Discount on Unit Price: To calculate the discount based on unit price.

Rounding Method: There are 2 options for rounding, whole document rounding (ver3) and line by line rounding (ver 2).

Refresh Account No: This is to refresh the account no to the default account.

Profit Calculator: To show the profit margin of the item.

Show Selected Price Book Rules: To show price book rules of this item (maintained at Multi-Dimensional Price book).

Data Entry by Past Sales Records: This is used to create a new document by referring to what were sold in the past to a particular customer. See also Data Entry By Past Records.

Show Tax Summary: To show the summary of the tax.

Details Column

Item Code: click on '+' sign to add a new row and select an item; you may key in the first few number/letters of the item code/description and select from the lookup screen.

Description: this is called detail description... will capture the item description automatically (amendable)

Further Description: click to view/edit Further Description of this item. (the default content can be maintained at Stock Item Maintenance)

Delivery Date: assign the expected delivery date (if needed)

UOM: the default unit of measurement will be captured;

Qty: key in the quantity.

Unit Price: the selling price will be captured (either Standard Selling Price or according to the setting in Tools > Options > Invoicing > Auto Price)

Discount: this is called column discount; you may key in the discount for any particular detail row. The discount could be a value (e.g. 5, 5.5, 10... ), a percentage (e.g. 5%, 5.5%, 10%), or a multi-level discount (e.g. 5+5.5, 5+5%, 5%+5%, 10%+5, 5%+5%+10, .... )

Total: this is the line total (net)

GST Code: to show the GST code.

GST Rate: to show the rate of GST

GST: to show the amount of GST.

Total (ex): to show the subtotal before tax.

Total (inc): to show the subtotal after tax.

Subtotal (ex): to show the net total amount before tax.

Proceed new invoice: when this is checked, a fresh screen will be ready for new document upon Save; if unchecked will exit the transaction screen upon Save.

Click on Save & Preview,

Print Invoice Listing

Click on the shortcut label of Invoice or go to Sales > Invoice, click on Others menu...

Manage Template: Refer Common Function in Transaction

Manage Recurrence: Refer Recurrence

Load Data Option: to specify the number of recent days when loading data instead of to load all data, so that the loading speed can be further improved. Refer Common Function in Transaction

Post To G/L: to manually post the entries to G/L