System ➔ General ➔ Settings
If you have the E-Invoice module, you can set your preferred settings for your invoicing administration. By defining the invoice settings, you can ensure the whole cycle of invoicing process is performed efficiently in accordance to your preferences. You can simplify the process or include more procedures in the process, all to improve the invoicing process in your administration.
The information in this document is applicable to product update 409 and higher. If you have versions lower than this, certain features explained here will not be applicable.
Keep in mind: All fields with the “!” icon are mandatory.
Type or select the default shipping method. This default shipping method will be entered automatically when you record an invoice.
Type or select the default warehouse. This default warehouse will be entered automatically when you record a direct invoice. This is mandatory.
Select the required option to determine when an invoice number is to be assigned. Three options are available which include:
Type the default reference which will be entered automatically when you record a credit note.
Type the default quantity to be displayed when you record an invoice.
Type the length of the item code repeat. For example, if you type “2” and the item recorded in the invoice is called “Greenies”, the first two characters which are “G” and “R” will be automatically copied and entered when you record the next item in the subsequent line in the invoice. This will help to speed up the process of recording an invoice especially if the items have names starting with the same characters.
Select this check box to enable you to change the invoice debtor when you record an invoice.
Select this check box to allow recording of invoices for debtors which have exceeded their credit limits.
Select this check box to enable the system to warn you if there is a negative margin. If this function is selected, the system will warn you should the sales price of an item is lower than the purchase price. You can then decide if you want to record the invoice based on the sales price.
Select this check box to display the discount or extra charges in invoices.
If you select At entry at Assign invoice numbers, this check box will be enabled. Select the check box to block the invoice number from being assigned when you record the invoice.
Note: If you select At final print or At trial print at Assign invoice numbers, the Block invoice number check box will be disabled.
Select this check box to copy the exchange rate from the original invoice to the generated credit note. With this setting enabled, you cannot edit the currency and exchange rate in the credit note.
Select this check box to delete invoices with or without invoice numbers.
Select this check box to authorize the invoices.
Type an amount which must be zero or less than zero. Euro is the default currency in this example. The default currency can be set at System ➔ General ➔ Settings ➔ General settings under the Standard section. Invoice with less than this amount must be authorized.
Type an amount which must be zero or more than zero. Euro is the default currency in this example. Invoice with this amount or greater than this amount must be authorized.
Note: If you do not select the Authorize invoices check box, you will not be allowed to type the under and greater than, or equal to amounts.
Select the revenue account to be used in recording transactions in invoices. Two options are available which are Item and Debtor. Select Item if you want to use the revenue account as defined in System ➔ Logistics ➔ Item groups. Alternatively, select Debtor to use the revenue account as defined in the Offset account under the Financial tab in Finance ➔ Accounts receivable ➔ Maintain.
Select the time option to calculate the invoiced currency exchange rate. Two options are available which are Input time and Print time. Select Input time to calculate the currency exchange rate when you record the invoice. Alternatively, select Print time to calculate the currency exchange rate when you print the invoice.
Select the time option to book the revenue. Two options are available which are Input time and Print Time. Select Input time to book the revenue on the day you record the invoice. For example, if an invoice is recorded on January 1, 2015 and printed on March 31, 2015, the date of the revenue booked is January 1, 2015. Alternatively, select Print time to book the revenue based on the date you print the invoice. For example, you record an invoice on January 1, 2015 and print it on March 31, 2015. The date of the revenue booked will follow the print day which is March 31, 2015.
Select Net to display the journal entries based on the net invoice amount (after taking into account of discounts) or Gross to display the journal entries based on the gross invoice amount. If you select Gross, an additional discount amount line will be created in the journal.
Note: If you select Gross, you can define the discount general ledger account to be used for the discount entry when maintaining the item groups. For more information, see Creating and maintaining item groups.
Select this check box to allow an invoice to be printed for a blocked debtor. If this is not selected, the system will not allow an invoice to be printed for a blocked debtor.
Select this check box to link an invoice code to a journal. If this function is selected, the invoice number will correspond to the entry number of the linked journal. As such, you cannot change the invoice number in System ➔ General ➔ Settings ➔ Numbers settings.
Select this check box to use multiple layouts when you print the sales invoices. Once you have enabled this setting, you will see the System ➔ Logistics ➔ Layouts ➔ Multiple layouts for invoices menu path where you can create and maintain the multiple layouts used for invoices.
Select this check box to print invoice(s) processed and printed at Invoice ➔ Entries ➔ Print/Process or Invoice ➔ Entries ➔ Invoices, or previously processed invoice(s) at Invoice ➔ Reports ➔ Invoice history when the invoices are sent via e-mail. For more information, see Printing and processing invoices and Printing processed invoices. The setting is applicable also when you select the Use multiple layouts check box in this section, whereby you can print the invoices using multiple layouts or when the Store attachment setting at Documents settings is set to PDF, whereby the cover letters are attached to the e-mails in specific formats. For more information, see Documents settings. Clear the check box if you do not want print a copy of the invoices. By default, the check box is selected when you update Exact Globe Next to the latest implementation. However, by default, the check box is cleared with a fresh installation of Exact Globe Next.
Select this check box to post journal entries of sales invoice created during final printing of invoices automatically.
Note: When the Post entries: At final print check box is not selected, journal entries of sales invoices created during final printing of invoices from the Invoice module will not be posted automatically as per existing functionality. Users can manually post the final posting via Finance ➔ Entries ➔ Process. Users do not have to run the financial posting process manually.
In the event that the analytical values such as quantities, items, person, projects, cost centers, and cost units are used and enabled as mandatory values at the general ledger account maintenance page, the journal posting process will include a validation to ensure that the values are in order and the posting process will proceed. If these values are incomplete, an error message will be displayed when the Post entries: At final print check box is selected.
Select this check box to validate the invoice number and date during the final printing of the invoice, and invoice with and without invoice number defined. By default, this check box will be selected for the Spanish, Portuguese, and Italian legislations, and cleared for other countries. Invoices can be printed only if the following criteria are met:
Invoice date A > last Invoice date B
Invoice number A > last Invoice number B
Invoice date A < last Invoice date B
Invoice number A < last Invoice number B
Type or select the direct invoice debtor. This default debtor will be entered automatically when you record a direct invoice. This is mandatory.
Type or select the direct invoice code. This default code will be used when you record direct invoices. This is mandatory.
Type or select the invoice code for direct credit notes. This default code will be used when you record a credit note for a direct invoice. This is mandatory.
Type or select the default payment condition that will be used in direct invoices.
Select this check box to allow multiple direct invoice codes to be used. This is useful if you operate many retail branches or outlets.
Select this check box if you will be the one who is going to pay the deposit authority when a Giro collection slip is paid manually. If the check box is not selected, your customer will pay.
Select this check box if you do not want the transfer form to be cut off at the top right corner when a payment is returned. If the check box is not selected, the top right corner of a transfer form will be cut off slantingly when a payment is returned. Hence, this setting determines whether the transfer forms correspond with a payment return.
These settings also determine the form codes used in Giro collection slips. Depending on the selection of the Deposit authority and the Return check boxes, the form code could be printed as 12, 13, 14, 15, or accordingly. For example:
Note: These functions are available if you are using the Netherlands license.
Select this check box to allow you to create and maintain price lists/price agreements for a list of items based on the item groups.
Note: This function is available in Invoice settings if you have the E-Price Management and E-Invoice modules but E-Order, E-Service management, and E-POS modules are not available in the license.
Once you have selected the check box, you will see a warning message as shown below:
The message advises you to clean up the existing price lists/price agreements per item data before you create price lists/price agreements for item groups. Click OK. After you have enabled the Price lists/price agreements per item group function, you will see new menu paths which include:
Type or select the penalty invoice item to be used when generating the penalty invoices.
Note: You can only select an item with Text and Sales attributes as the penalty invoice item. For more information on the attributes of items, see Creating and maintaining items.
Type or select the penalty invoice code to be used when generating the penalty invoices. For more information, see Creating and maintaining invoice codes.
Type or select the payment condition to be used when generating the penalty invoices. For more information, see Creating and maintaining payment conditions.
Click this to view all the information of the changes you have made in the settings.
Click this to save all the changes you have made in invoice settings.
Click this to exit.