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 other 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)
To/Address: the info will be displayed according to selected debtor code.
Allow to Transfer: if this is unchecked, this document will not be allowed to transfer to other document.
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/computer date is automatically captured, you may click to change.
Credit Terms: the default credit terms of this debtor will be displayed.
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)
Shipping Info: key in the info of shipping or transportation.
Main tab: details of transaction
More Header tab: to provide additional information of the document, customer and delivery.
External Link tab: allows to maintain cross reference links in other formats, such as Excel, Word documents, Image files...
Note tab: here you may type in additional notes.
Functional Buttons:
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)
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 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 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 ...
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)
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, .... )
SubTotal: this is the line total (net)
Total: this is bill total before footer discount and tax.
Net Total: this is bill total after footer discount and tax.
Outstanding: to show the outstanding payment of this document; will be filled upon saved.
After save, proceed with 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.
(You may go to Edit menu to copy/paste the whole document or highlighted details to/from clipboard; you may also save the entries to K.I.V. folder; you may decide whether or not to post this document to Stock and post to G/L.)
(You may go to Copy Invoice menu to Copy From/To other/new document.)
(You may go to Transfer Document menu to transfer from other document, or view the transfer status)
(You may go to Payment menu to record payment received on this document, in which official receipt will be generated, the payment and knock off entry will be posted immediately.)
(You may go to Tools menu to view profit calculator, make use of Data Entry by Past Sales Record, Refresh Account No. and Change Unit Price.)
(also refer to Common Function in Transaction Screen)
Click on Save & Preview,
Print Invoice Listing
New: (from version 1.3.5.08 onwards)
Click on the shortcut label of Invoice or go to Sales > Invoice, click on Others menu...
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. See 13508 Load Data Option for more details.
Post To G/L: to post several document at one go. See 13508 Post To G/L For Several Documents for more details.
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