Maintain: Sales invoice
[Sales: Processes, Sales invoices, Sales invoice entry]
Invoice code
Enter the invoice code for the invoice you
want to enter.
Sequence number
Enter the sequence number of the invoice.
General tab
Reference
Enter a reference for the invoice. This reference will be used
as a description of the outstanding item.
Extra references
Enter extra references for the invoice, if required.
Debtor
Enter the debtor who placed the order.
Invoice debtor
Enter the debtor who will be receiving
the invoice. The invoice debtor is not necessarily the debtor who placed
the order or receives the goods. You can link the invoice debtor to a debtor
on the 'Invoice' tab in
[Finance:
Debtors, Master data, Maintenance]. If you have already linked an
invoice debtor to a debtor, this invoice debtor will be displayed by
default. If you want to create a new invoice debtor, you
can do so in the menu path mentioned above.
Representative
Enter the representative you want to link to
the invoice. If you have already linked a representative to a debtor, this
representative will be displayed by default once the debtor is selected. See
Sales representatives.
Sales order number
Select the sales order number
that the invoice is linked to.
Note: This field is disabled if the sales invoice is manually
created and not generated from a sales order.
Selection code
Enter the selection code for the invoice.
This selection code can be used to make a selection when you print or
journalize the
invoice.
Extra description code
Enter the code to link the extra item
descriptions to the invoice. See
Extra description codes.
Text code
Enter the code to link the text code to the
invoice. See
General text codes.
Currency
Select the currency that you want to use for
the invoice. By default, the currency selected is the currency linked to the
particular debtor in [Finance:
Debtors, Master data, Maintenance]
on the 'Entry' tab. Before you can do so, you have to
create currencies in [Finance:
Ledger,
Currencies, Maintenance, Currencies] and exchange rates in
[Finance: Ledger, Currencies, Maintenance, Exchange rates].
Exchange rate
The exchange rate is displayed automatically.
You can change the exchange rate of foreign currencies if you have selected
the 'Change: Exchange rate' check box on the 'Sales' tab in
[Sales:
File,
Company settings, Sales settings].
Delivery data tab
Collect debtor
Enter the debtor who will receive the goods.
You can select any debtor you created as a collect debtor. You can create a new debtor in [Finance:
Debtors, Master data, Maintenance].
Delivery date
Enter the delivery date of the goods. The
processing date or the delivery date of the order will be displayed as a
suggestion. You can retrieve invoice data in overviews on delivery date and
print invoices selected by delivery date.
Delivery method
Select the delivery method. See
Delivery/Order methods.
Delivery address
Enter the address of the collect debtor. When
the system recognizes the code, the rest of the address will automatically be
filled. You can create delivery addresses in [Finance:
Debtors, Master data, Maintenance]
on the 'Delivery addresses' tab by clicking the 'Add' button.
Conditions tab
Payment condition
Select the code of a payment condition. You
can create payment conditions in [Finance:
Tables,
Maintenance, Payment conditions]. By default, the payment
condition selected is the currency linked to the
particular invoice debtor in [Finance:
Debtors, Master data, Maintenance]
on the 'Entry' tab.
Payment method
Select one of the following payment methods available: {Bank}, {Cash},
{Collection}, {Giro}, or {Giro collection}. By default, the payment
method selected is the currency linked to the
particular invoice debtor in [Finance:
Debtors, Master data, Maintenance]
on the 'Entry' tab.
Bank account
Select the bank account number of the debtor.
Currency
This displays the currency of the bank account number selected in the
'Bank account' field.
Invoice discount percentage
Enter the amount of the discount percentage that the debtor is entitled
to.
Cost code
Enter a cost code. See
Cost codes.
Order costs
Type the order cost for the invoice.
Note: This field is disabled if the type of the cost code
selected in the 'Cost code' field is an order cost. See
Cost code details.
VAT code
Select the VAT code. The VAT code for the order cost that is linked to the
selected cost code will be displayed by default.
Freight costs
Type the freight cost for the invoice.
Note: This field is disabled if the type of the cost code
selected in the 'Cost code' field is a freight cost. See
Cost code details.
VAT code
Select the VAT code. The VAT code for the freight cost that is linked to the
selected cost code will be displayed by default.
Reserve invoice number
Select this check box if you want to assign an invoice number during the
creation of the invoice.
Note: This check box is available only if you have selected {Ask
during invoice entry} in the 'Reserve invoice number' field on the 'Invoice'
tab in
[Sales:
File,
Company settings, Sales settings].
Invoice number
If you have defined in [Sales:
File,
Company settings, Sales settings] that you want to reserve an invoice number
during invoice entry, the invoice number will be displayed by default. If you have
chosen one of the other options, the invoice number will be reserved later.
Original invoice number
This displays the original invoice number belonging to the invoice that
the credit note is created for.
Number of periods
Enter the number of period that you want the amount to be evenly
distributed.
Note: This field is enabled only if you have selected the
'Allocation: Period' check box on the 'General' tab in [Finance:
Ledger,
Master data, Maintenance, General ledger accounts] for the
appropriate general ledger account.
Start year period allocation
Enter the year to specify when the distribution will start.
Note: This field is enabled only if you have selected the
'Allocation: Period' check box on the 'General' tab in [Finance:
Ledger,
Master data, Maintenance, General ledger accounts] for the
appropriate general ledger account.
Start period period allocation
Enter the period to specify when the distribution will start.
Note: This field is enabled only if you have selected the
'Allocation: Period' check box on the 'General' tab in [Finance:
Ledger,
Master data, Maintenance, General ledger accounts] for the
appropriate general ledger account.
Notes tab
Enter notes about the invoice in the box provided.
Documents tab
You can click the 'Add' button to link documents to the item or 'Delete' button to delete the
documents.
Matrix for data entry
Category code: External
Select an external category of the document to be linked to the item. You can create
external categories in [System:
Setup, Documents, External categories, Maintenance].
Description
Enter a description of the linked document, if required.
Path: Complete
Enter the full path or URL of the document.
The path in the 'Fixed location' field on the 'General' tab in [System:
Setup, Documents, External categories, Maintenance] if defined, will be filled
in by default. Then you will only need to enter the remaining path.
Totals tab
This tab displays a summary of the amounts of the invoice, such as the
order or freight costs involved, the amount of discount and VAT, and the
total amount of all invoice lines.
After having defined the invoice header data,
you can enter the lines by clicking the 'Add' button.
Matrix for data entry
Item
When you want to enter a line for an item,
you should choose 'Item'. When you want to enter a text line, you should
choose 'Text line'. If you choose 'Item', you need to fill the field 'Item'
and 'Item description'. If you select 'Text line' you have to enter an item
group or a ledger account and a text line. Whether you have to enter a
ledger account or an item group depends on your sales settings. If you have
enabled the option 'Generate revenue statistics' in the 'Sales' tab, you can
enter an item group. If you have disabled this option you will have to enter
a ledger account. In the field 'Text line' you can enter information of an
item that is not a standard item in your product range. You can enter a
maximum of 2000 characters.
Description
Enter the description for the item. By default, the description defined
for the item on the 'General' tab in [Sales:
Master data, Maintenance, Items, Items].
Quantity
Enter the number of items you want to have in
your invoice line.
VAT
Enter the VAT code that you want to use in
this invoice line. The VAT code that is linked to a debtor in the Finance
menu is shown as a default. You can only change this default when you
selected the 'VAT code adjustable' check box on the 'General' tab in
[Sales:
File,
Company settings, Sales settings].
Price
Enter the price of the item. The sales price
of the item, defined in [Sales:
Master data, Maintenance, Items, Items]
is shown as a default. You can only change this price when you have selected
the 'Change item data' check box in the 'General' tab in [Sales:
File,
Company settings, Sales settings].
Project
Enter the project that will be linked to the invoice.
Cost category
Enter the cost category that will be linked to the invoice.
You can create cost categories in [Project:
Master
data, Maintenance, General, Cost categories].
Cost center
Enter the cost center that will be linked to
the invoice. By default, the cost center you have linked to the
representative in [Sales:
Master
data, Maintenance, General, Sales representatives] will be
displayed. If you did not link a cost center to the representative,
the cost center selected in [Sales:
File,
Company settings, Sales settings] on the
'General' tab will be displayed.
Note: When you are not able to select
a cost center, you should check whether the revenue account of
the item group or the ledger account you entered manually is marked as a
cost center account. This can be checked in [Finance:
Ledger,
Master data, Maintenance, General ledger accounts].
Consequences
- You can check invoices and print trial invoices.
- You can approve the invoices.
Troubleshooting
- How can I change the invoice number that will be assigned in
[Processes, Sales invoices, Sales invoice entry]?
Enter the correct invoice number in 'Invoice number' in [Sales:
File,
Company settings, Sales settings] on the 'Invoice' tab.
What can I do when a company has two invoice debtors?
Enter the invoice debtor most frequently used in
[Finance:
Debtors, Master data, Maintenance]
and choose another
debtor in [Sales:
Processes, Sales invoices, Sales invoice entry]
whenever that is necessary.
Does the linking of an invoice debtor influence the revenue
statistics?
No, you can only link one payment condition to a debtor. However, you
can select another payment condition in the invoice if you have selected
the 'Change debtor data' check box on the 'General' tab in [Sales:
File,
Company settings, Sales settings].
Can I link more than one payment condition to a debtor?
No, you can only link one payment condition to a debtor. However, you
can select another payment condition in the invoice if you have selected
the 'Change debtor data' check box on the 'General' tab in [Sales:
File,
Company settings, Sales settings].
Can I link more than one price list to debtor?
No, but you can select another code in the invoice lines. You can
create a price list that contains all discounts, so that you do not have
to change price lists.
Can I create a price list that contains more than one type of
discount?
Yes, you can indicate for every item in a price list, if discount
amount, new prices or discount percentages is concerned.
When I enter an invoice some fields are not shown to me. (For
example 'Price list code' and 'Discount percentage')
You can define in [Sales:
File,
Company settings, Sales settings] which field has to be shown in
the header and in the invoice lines and which fields can be changed.
Will there be any VAT calculation on the freight costs in the
closing window?
Only when you entered a VAT code in 'VAT code' in the closing window.
When I enter an invoice, do I have to take into account that I may
want to print grouped invoices for a debtor in the future?
Yes, you can print grouped invoices in [Sales: Processes, Sales invoices, Sales
invoice printing], but no invoice number has to be assigned to the individual
invoices. The following data must
be the same for every single invoice before they can be grouped:
- Debtor
- Invoice code
- Currency
- Exchange rate
- Payment conditions
- VAT code or order and freight costs
A message appears that the debtor is blocked.
You have selected the 'Block' check box for the debtor in [Finance:
Debtors, Master data, Maintenance]. If you do so, you cannot enter invoices for that
debtor.
I want to print different or extra item descriptions on the
invoice.
Create extra item descriptions in [Sales: Master data, Maintenance,
General, Extra description code].
You can link extra item descriptions to a debtor or select them in the
invoice lines. You can also change the normal item descriptions in the
invoice lines.
Sales Invoice Manual >
Contents > Entering
invoices >
Sales invoices >
[Sales: Processes, Sales invoices, Sales invoice entry]
| Main Category: |
Support Product Know How |
Document Type: |
Online help main |
| Category: |
On-line help files |
Security level: |
All - 0 |
| Sub category: |
Details |
Document ID: |
17.991.396 |
| Assortment: |
Exact Financials
|
Date: |
29-12-2008 |
| Release: |
|
Attachment: |
|
| Disclaimer |