enter a Sales Invoice
This topic will guide you through the entry of a sale invoice that has been raised outside the system, and which you now need to enter into the system.
Before you start:
Review the system options that will help you to enter this transaction, for example:
Do you want to see the Notes held for the customers and the stock records as you start each transaction? See System Options - Transactions
Make sure that your VAT Rates are set up correctly.
Make sure that your Currency Codes and Rates are set up correctly.
Make sure that you have set up appropriate Sales Analysis codes.
If this transaction involves a Costing Project, make sure that the appropriate details have been set up.
To enter a Sales Invoice
Select Sales Ledger
Select Invoices from the Sales Ledger menu to display the transaction Header window.
Like most transactions, the Sales invoice has a header, detail lines and a set of transaction options that control how it is processed.
The Header window holds information for the whole invoice, such as the Customer details and the invoice number.
On the Detail window you will enter the details of the purchase, this can be spread across multiple lines of information if you wish.
Each line of detail will be displayed in a grid below the detail entry window along with the totals for the invoice.
Use the toolbar buttons to move between the windows.
If you are not using the Combined Detail and Total window, the detail lines you have entered will be shown on an additional Totals window. See System Options - Transactions.
The Header window
Open the Options icon window from the icon on the toolbar and select the transaction options that are to apply to the invoice. Close the options window.
On the Header, enter the Customer account code. If you are unsure of the code you can open a list of Customers by clicking on the search icon. A double-click on a customer account in the list will select it for entry on the header.
Terms - If you have agreed special terms with this Customer for this invoice, change the terms in the Terms window opened with a click on the button. Changes will not update the terms held against the Customer record, they will just be applied to the invoice you are entering.
On the Terms window, you can flag the invoice as being Disputed. The invoice should still be entered in the ledger but adding this flag will help you to identify the transaction and act as a reminder.
GB VAT/EU State/ Non EU State - The text shown will describe the tax status of the selected Customer. For EU State customers the button will open the EC Info window to enable you to enter details about the goods and their method of delivery including the SSD codes.
£ or other currency symbol - the currency symbol applicable to the Customer will be displayed. If it is not your Home currency, the current Exchange Rate will be shown in an entry field below the symbol. You can change exchange rate by entering a new rate or selecting an applicable rate from the Currency Rates list window opened by clicking on the search button.
Invoice No. - you should enter the number that has been used on the invoice.
Batch Reference - if you have selected to batch the transaction, a field will be available for the entry of a reference.
Date - enter the invoice date.
The invoice will be posted into the current Sales Ledger Period for the Current Year. If you have Multi Period Posting privileges you will be able to change the period and possibly the year.
You can enter a short Description for the invoice, this information will be printed on the Customer’s Statement.
When you press the Tab key to move out of the Description field, the Detail entry window will be displayed.
The Detail window
This is where the individual lines of your Invoice are entered, each Invoice can have multiple detail lines.
Analysis - the analysis field will be populated with the default Sales Analysis code. This determines how this line is to be analysed in both your Sales and Nominal Ledgers. You can change the code by entering a different code or by selecting one from the code list opened from the search button.
Net Enter the net value of the transaction: excluding the VAT or tax.
VAT or Tax - the Code is displayed will be appropriate for the Analysis Code you have entered. This can be changed, the search button will display a list of valid codes.
The VAT is always calculated on the Home Net value.
Note: Non EU Customer with a GB delivery address - This situation will require an alteration on the VAT Code. If you are delivering to a GB address, the VAT Code on the Detail window of the transactions will need overwriting to reflect VAT Code 1. An alternative way to set this would be to change the Customer's Default VAT Code on the main record, or the Analysis Default VAT Code to show 1.
Gross - If the transaction option Enter Gross Amounts has been selected, entering the Gross value will automatically calculate the VAT and Net values.
Costing - if you are using the costing module, the cursor will move to the first costing entry field. Enter a Project Code and Cost Centre to ensure these costs are assigned to the project.
Enter a description for the transaction detail line in the Detail field.
As you tab from the Detail field, the detail line will be added to the totals grid (below the Detail entry window) and the Detail entry window will be cleared ready for the entry of the next line of the invoice.
When you have entered all the lines of the transaction, click OK to save the invoice. See Transaction Updates.
The Totals window
If you are not using the combined entry window, the detail lines you have entered will be shown on a separate Totals window which will be open below the other windows.
You can switch to view this window at any time by clicking on the Totals icon on the toolbar.
There are no entry fields on this window, it just lists the Detail lines that you have entered for the invoice.
A double click on a line will re-display the line in the Details window.
The option Use combined Detail and Total window is found in System Control Options - Transactions. Untick the option to use separate Header, Details and Totals windows.