Invoice

Header Details:

Type - This field is used to determine what type of transaction you are intending to create or process. Options are Standard, Credit Memo, Software, Tank Delivery, and Provisional Invoice.

Recurring - Check this option if the sales order will be converted to a recurring template. Refer to How to Create Recurring Invoice Template.

Customer - Click the combo box button and select a Customer from the list. Some of the fields, like Bill To, Ship To, Ship Via, Terms, Freight Term, Salesperson, and Currency, are auto- populated with the details in customer screen.

Invoice Date - This will default to today's date. This can be changed to whatever date the customer placed the credit memo.

Post - This will default to today's date. This can be changed to whatever date you want this to impact your GL accounts during posted.

Location - By default, this field is populated with the default location assigned to the user. Click the combo box button and select another location if necessary. Note that the list shows the active Company Location records only. If the Location you need is not in the list, you will have to add it to the Company Locations screen.

Bill To - This field will show the default Bill To assigned to the customer. Click the combo box button and selected a different customer location if necessary.

Ship To - This field will show the default Ship To assigned to the customer. Click the combo box button and selected a different customer location if necessary.

Ship Via - This field will display the default Ship Via assigned to the Ship To. You can select another Ship Via from the combo list box if necessary. If the Ship Via you need is not the in the list, you will have to add it to the Ship Via [OBSOLETE] screen.

Terms - This field will display the default Terms assigned to the selected Customer. You can select other Terms from the combo list box if necessary. Note that the list will show active Terms only. If the Terms you need is not in the list, you will have to add it to the Terms screen.

Freight Term - This field will show the default Freight Terms assigned to the primary location of the customer. Click the combo box button and selected a different term if necessary. If the Freight Terms you need is not in the list, you will have to add it to the Freight Terms screen.

Deliver/Pickup - This will default to the setup on Company Location | Setup tab | Deliver/Pickup Default.

Due Date - This is a computed date based on the Invoice Date and Terms used. You can assign a different date if necessary.

Ship Date - This will default to today's date. Use this field to enter the date the items are shipped. You can change the date if needed.

Invoice No - This field is blank by default. A unique and system generated ID will fill in this field upon saving the new credit memo.

Split - This will define how the order amount will be split between the customers defined in the Customer Split. You can select the appropriate split number from the list. To add new customer splits, refer to How to Add Customer Split.

PO Number - Enter in this field the Customer's Purchase Order number your customer provided to you for this order.

BOL Number - Enter in this field the Bill of Lading for the freight service. This field is auto-populated when the Invoice is generated from Transport Loads.

Salesperson - This field will display the default Salesperson assigned to the selected customer. You can select another Salesperson from the combo list  if necessary. If the Salesperson is not in the list, you will have to add it to the Salesperson screen.

Currency - This field is used to assign a default currency for each Credit Memo. Upon opening the screen, the Currency value is from Company Configuration | System Manager | Functional Currency. Once a customer is selected, this field will get the default currency assigned to the customer. You can still override the Currency if necessary. If the currency you need is not in the list you, will have to add it to the Currency screen.

Comments - Use this field to enter additional information about the credit memo.

Grid Details:

Item No - Click the combo box button and select the correct item from the list. The combo list box will display the items available on the selected Location only. Some of the fields, like Description, UOM, and Price, are auto-populated with the details in the item record.

Contract No - If needed, click the combo box button and select the appropriate contract for this item.

Contract Sequence - Click the combo box button and select the sequence number associated to the selected Contract Number.

Description - This field will display the description of the selected item. You can edit the description if necessary.

UOM (Unit of Measure) - The field will display the default issue UOM of the Item Location. You can select a  new UOM if necessary.

Ordered - This field is read-only.

Shipped - This will default to 1.00. Enter the quantity that will be shipped to the customer.

Discount - This will display 0.00% by default. Enter the discount percentage you want to give the customer on the selected item. If you want to give the customer a 5% discount when purchasing a particular item enter 5 in this field.

Tax - This is computed based on the taxing setup of the item and customer. Field is also read-only.

Price - This will display the default Sale Price of the selected Item. You can update this if necessary.

Total - This is computed based on the value in Ordered, Discount, and Price field. Field is also read-only.

Tax Group - Click the combo box button and select the Tax Group applicable for the item.

Footer Details:

Bill To - This disabled field will display the complete address of the bill to assigned to the Credit Memo.

Ship To - This disabled field will display the complete address of the ship to assigned to the Credit Memo.

Item Information - These disabled fields will display the stock details of the selected item.

Item - will display the Item Number and Description of the selected item in the grid.

• • • On Hand - displays the total on hand quantity.  This field changes every time an item is sold or purchased.
    • Committed - displays the total quantity of the selected inventory item that has been ordered but not yet invoiced/shipped.
    • On Order (PO) - displays the total quantity on order.  This field changed every time a purchase order for the selected inventory item is created.
    • Back Order - displays the total quantity on back order.  This field changes every time an invoice for the selected inventory item is posted where there are not enough stock to complete the order (Shipped qty is less than Ordered qty)

Amount Information

• • Subtotal - This field will display the total of all the line items entered in the grid.
  • Shipping - This field will display the shipping cost of the transaction.
  • Tax - This field will display the total tax of all the line items.
  • Total - This field will display the total of the transaction which the customer owes you. This is the summation of Subtotal, Shipping, and Tax.

Header Details:

Customer - Select a Customer from the combo list box. Some of the fields, like Bill To, Ship To, Salesperson, Currency, Ship Via, Terms, and Due Date, are filled in with data from the selected Customer.

Location - By default, this will show the default location assigned to a user. You can select another location if necessary. Note that the list shows the active Company Location records only. If the Location you need is not in the list, you will have to add it to the Company Locations screen.

Invoice Date - This will default to the current system sate. This can be changed to whatever date the customer placed the invoice.

Post Date - This will default to the current system date. This can be changed to whatever date you want this to impact your GL accounts once posted.

Currency - This field is used to assign a default currency for each Invoice. This will default to the set Currency on Company

Preferences. You can still override the Currency if necessary. If the currency you need is not in the list you, will have to add it to the Currency screen.

Invoice No - This field is blank by default. A unique and system generated ID will fill in this field upon saving the new invoice. This ID is configured on Starting Numbers screen.

Bill To - By default, this field will show the assigned Bill To to the selected customer. This can be changed to another Bill To location if necessary. The box below this field is read-only and will show the complete address of the selected Bill To.

Ship To - By default, this field will show the assigned Ship To to the selected customer. This can be changed to another Ship To location if necessary. The box below this field is read-only and will show the complete address of the selected Ship To.

Salesperson - This field will display the default Salesperson of the selected customer. You can select another Salesperson from the combo list  if necessary. If the Salesperson is not in the list, you will have to add it to the Salesperson screen.

Terms - This field will display the default Terms of the selected Customer. You can select other Terms from the combo list box of necessary. Note that the list will active Terms only. If the Terms you need is not in the list, you will have to add it to the Terms screen.

Ship Via - This field will display the default Ship Via of the selected customer. You can select another Ship Via from the combo list box if necessary. If the Ship Via you need is not the in the list, you will have to add it to the Ship Via [OBSOLETE] screen.

PO Number - Enter in this field the Customer's Purchase Order, your customer provided to you for this order.

Ship Date - This will default to the current system date. Use this field to enter the date you intend to ship the items.

Due Date - This is a computed date based on the Invoice Date and Terms used. You can assign a different date if necessary.

Comments - Use this field to enter additional information about the invoice.

Freight Terms - This is the freight terms applicable to the Ship To location. If the Freight Terms you need is not in the list, you will have to add it to the Freight Terms  screen.

Deliver/Pickup - This will default to the setup on Company Locations | Setup tab | Deliver/Pickup default. Business rule not yet implemented.

Grid Details:

Item No - Click the combo box button and select the correct item from the list. The combo list box will display the items available on the selected Location only.

Contract No - If needed, click the combo box button and select the appropriate contract for this item.

Contract Sequence - Click the combo box button and select the sequence number associated to the selected Contract Number.

Description - This field will display the description of the selected item.

UOM (Unit of Measure) - The field will display the default issue UOM of the Item Location. You can select a  new UOM if necessary. If the UOM you are looking for is not in the list, you will have to add it to the list of UOMs for that Item.

Ordered - This field is read-only.

Shipped - This will default to 0.00. Enter the quantity that will be shipped to the customer.

Discount - This will display 0.00 by default. Enter the discount percentage you want to give the customer on the selected item. If you want to give the customer a 5% discount when purchasing a particular item enter 5 in this field.

Tax - This is computed based on the taxing setup of the item and customer.

Price - This will display the default Sale Price of the selected Item. You can update this if necessary.

Total - This is computed based on the value in Shipped, Discount, Tax, and Price field.

Bottom fields:

Subtotal - This field will display the total of all the line items entered in the grid.

Shipping - not yet implemented.

Tax - This field will display the total tax of all the line items.

Total - This field will display the total of the transaction which the customer owes you. This is the summation of Subtotal, Shipping, and Tax.

Header Details:

Invoice Type - This field is used to determine what type of transaction you are intending to create or process. This field is read-only and will default to Invoice.

Customer - Select a Customer from the combo list box. Some of the fields, like Bill To, Ship To, Sales Rep, Currency, Ship Via, and Terms, are filled in with data based on the selected Customer.

Location - By default, this will show the default location assigned to a user. You can select another location if necessary. Note that the list shows the active Company Location records only. If the Location you need is not in the list, you will have to add it to the Company Locations screen.

Invoice Date - This will default to the current system sate. This can be changed to whatever date the customer placed the invoice.

Post Date - This will default to the current system date. This can be changed to whatever date you want this to impact your GL accounts once posted.

Sales Rep - This field will display the default Salesperson of the selected customer. You can select another Salesperson from the combo list  if necessary. If the Salesperson is not in the list, you will have to add it to the Salesperson screen.

Currency - This field is used to assign a default currency for each Invoice. This will default to the set Currency on Company Preferences. You can still override the Currency if necessary. If the currency you need is not in the list you, will have to add it to the Currency screen.

Invoice No - This field is blank by default. A unique and system generated ID will fill in this field upon saving the new invoice. This ID is configured on Starting Numbers screen.

Bill To - This area will display the details of the Customer Location assigned as a customer Bill To.

Ship To - This area will display the details of the Customer Location assigned as a customer Ship To.

Ship Date - This will default to the current system date. Use this field to enter the date you intend to ship the items.

PO Number - Enter in this field the Customer's Purchase Order, your customer provided to you for this order.

Ship Via - This field will display the default Ship Via of the selected customer. You can select another Ship Via from the combo list box if necessary. If the Ship Via you need is not the in the list, you will have to add it to the Ship Via [OBSOLETE] screen.

Terms - This field will display the default Terms of the selected Customer. You can select other Terms from the combo list box of necessary. Note that the list will active Terms only. If the Terms you need is not in the list, you will have to add it to the Terms screen.

Comments - Use this field to enter additional information about the invoice.

Grid Details:

Location - Select the same as the location field in the header area, but used to filter the items listed on the Item No combo list box.

Item No - Click the combo box button and select the correct item from the list. The combo list box will display the items available on the selected Location only.

Description - This field will display the description of the selected item.

UOM (Unit of Measure) - The field will display the default issue UOM of the Item Location. You can select a  new UOM if necessary. If the UOM you are looking for is not in the list, you will have to add it to the list of UOMs for that Item.

Ordered - This will default to 1.00. Enter the correct ordered quantity.

Shipped - This will default to 1.00. Enter the quantity that will be shipped to the customer.

Price - This will display the default Sale Price of the selected Item. You can update this if necessary.

Total - This is computed based on the value in Ordered, Discount, and Price field.

Bottom fields:

Subtotal - This field will display the total of all the line items entered in the grid.

Shipping - not yet implemented.

Tax - not yet implemented.

Total - This field will display the total of the transaction which the customer owes you. This is the summation of Subtotal, Shipping, and Tax.