Clicking the SOP icon on a Project record window will open a list window displaying the transactions that can be invoiced.

The list will include cost transactions that have been posted to the Project from other Ledgers (Purchase Ledger Invoices and Stock Control Movements) and those that have been entered directly through Costing (Timesheets and Miscellaneous).

Having flagged a transaction as Unrecoverable, you need to use the 'Remove from List - DO NOT UPDATE SOP' option (described below) to ensure it cannot be invoiced. See also Unrecoverable Transactions topic.

Using the Type menu, you can select which Transactions to display, the default being All Types.

From the list window, you can select cost transactions for conversion to Sales Orders ready for invoicing.

The Sales Orders will be put in the SOP Batch. They can be amended whilst in the batch and have details lines added or deleted.

Entries are selected by double clicking on them to change their status to YES, or by selecting the lines and using the Switch line button.

The Switch all lines button will change the setting for all lines, switching the status of all lines to YES or NO appropriately.

When you have made your selections, click on OK to display the Invoice window.

This menu enables you to select which transactions you wish to display.

You can display just the transactions for the currently selected Project, or you can include transactions from other Projects for the same Customer.

This does rely on having a Customer code on the Project. If you are viewing a Project that does not have a Customer code, you will be selecting to display all the Projects which do not have a Customer code.

Display all Projects will display all transactions for all Projects for the Customer named on the currently selected Project.

Show/Hide Project Selection enables you to show or hide a list of Projects for the Customer named on the currently selected Project. When the list is displayed, you can select Projects from this list so that the transactions from that project are added to those displayed.

Open the Project menu and select Show Project Selection. A list is displayed alongside the Project menu.

Use the Shift key or the Ctrl key with a click to select the Projects for which you wish to display the transactions.

Open the Project menu and select Display Selected Projects.

The list will be refreshed to include the transactions for the Projects you have selected, filtered by the Type you have selected from the Type menu.

Clear Transaction List will clear the list so that you can start again.

The Options menu provides you with the facility to remove individual transactions or groups of transactions from the list.

It also enables you to set the Work in Progress to the current un-invoiced value of the Cost transactions.

Remove from List - DO NOT UPDATE SOP

This option will permanently remove transactions from the list so that they will not be included in any further lists.

This can be used:

Removing transactions from the list will revise the Work in Progress value stored for the Project.

Set Work in Progress to Cost Value

This option recalculates the Work in Progress for the Project, based on the transactions remaining in the list.

This option cannot be used if you have transactions for multiple Projects in the list.

This menu enables you to sort the Transaction List in various ways.

Opened from the Costing Sales Orders window when cost transactions have been selected for conversion to a Sales Order ready for invoicing.

This window lists the transactions that you have selected for invoicing.

Each transaction will be converted to a Sales Order Detail line, so that it will displayed as if you had entered it via the Sales Order module.

This means that the system will attempt to extract a Quantity and Price that will give a matching invoice value.

For time sheets with an uplift percentage, this means dividing the total uplifted value by the number of hours to give a Sell Unit Price.

Rounding differences - If the system is unable to calculate a Sell Unit Price which will not result in a rounding difference, the line will be entered as a quantity of 1 for the total uplifted value. Otherwise, the line will be shown as the number of hours from the time sheet multiplied by the calculated Sell Unit Price (including the % uplift).

You should enter the Customer/Order Reference, the Order Description and the Batch Reference. This information will be put into the Sales Order Header.

Value menu - You can merge the transactions in various ways using the Value menu. This menu enables you to merge the transactions by Cost Centre, Resource, Project or into one line.

If you select to merge by Project or into one line, a Cost Centre menu will become active so that you can allocate a cost centre to the merged lines.

Net Invoice Total includes line or total discount but does not include settlement discount or VAT.

Preview - The invoice can be previewed by clicking on this icon. Invoices cannot be previewed in ACD format. The preview will be the system default format and will state clearly that it is a non-ACD version.

Press Cancel to return to the Costing Sales Orders window to make any changes to the proposed invoice.

Press OK when you are satisfied with the proposed invoice. The information will be used to generate a Sales Order which will be placed in the Sales Order batch ready for you to process in the normal way. When the order is saved:

the order number will be displayed if you have selected the System Option to Display order number when saving order.

You will be returned to the Costing Sales Orders window so that you can prepare another Sales Order if you require.