Sale Invoices
The Sales invoice feature allows a variety of actions to be made to sales invoice. See below for more details.
A User must have the correct User roles permissions to use sales invoices.
Sales products and Customer must be setup to create invoices.
The screenshot below shows a sample grid of the sales invoices, which includes some information.
- DOC#: The code given to the document.
- Customer: The Customer that the invoice is for.
- Description: This describes the invoice.
- Invoice type: The Document type.
- Invoice date: The date the invoice was created.
- Due date: The date the invoice is due to be paid.
- Gross: The gross amount of the invoice.
- Outstanding: The outstanding balance left to be paid.
- Period: the period the invoice is listed in.
Tip
To modify the columns displayed, select
on the top right of the page, then tick/untick the information you want to hide or display.
How to view Sales Invoices
Viewing a Sales Invoice
Select Sales / Invoices from the Main section of the pulse menu -
Note
This is an example screen shot of the pulse menu.
Position of the menu items within pulse will vary according to available options and dependant on personal screen resolution.
or from the Main Menu select Sales then Invoices -
or enter Sales Invoices in the Quick Launch Side Menu.
This will then show the Sales Invoices on the system where normal customisation of Sets can be used. Also, depending on User roles, the My/All option will be showing.
Tip
To modify the columns displayed, select on the top right of the page, then tick/untick the information you want to hide or display.
How to create a Sales Invoice
Create a Sales Invoice
Select Sales Invoices from one of the options as shown above in Viewing a Sales Invoice.
Select either New or New (from template) - from the dropdown menu.
Select the document required and select Create or select the pre-existing template and then select Apply.
Enter data in the following as required -
Customer: select from dropdown options.
Invoice date: This will be auto filled with the current date; however, this can be changed.
Due date: Fill this out with the date that you would like the invoice to be due.
Period: This is the financial Period that the invoice will be logged in.
Description: Enter a description. If Description required option has been ticked in the Document type, then this field will be mandatory. It will be automatically entered if a Default description was entered in the Document type.
Invoice type: This will be auto filled with the Document type selected in step 3.
Legal entity: Pre-populated with the default Legal entity set within Document types, but this can be overwritten.
Department: Select from dropdown options.
Their Ref: The unique reference given to identify the document. If Their ref required option has been ticked in the Document type, then this field will be mandatory.
Responsible: Selecting a User to be responsible will log the sales invoice under their name. This is useful for Authorisation Workflows.
Add Lines and posting attributes.
Lines
Product: This is the product being invoiced.
Account: If a Product is being used, this will be auto-completed and read only otherwise select an Account from the available list.
Description: Depending on the Force change setting in Chart of Accounts
If the Force change is not ticked, then the Description field will be auto filled ...
... however, it can be edited.
If the Force change is ticked, then the Description field will be blank, and you will be forced to enter a description.
Project: You can link the invoice to a Project.
Unit: This is the Unit to measure the Product.
Qty: This is the quantity of the Product you are invoicing.
Unit price: This is the price per unit of the Product.
Posting attributes
The posting attributes are derived from the Chart of account rules related to the Account code. Common attributes include Cost centre and Department but can also include custom attributes.
Note
Deferred Income
This item will appear depending on the settings for the Invoice type selected - see Deferred income guide for further information.
Also, this item may or may not be ticked, depending on the Customer's Ignore deferred income setting - see the Defaults section on the Customer tab in the Customers guide for further information.
If there is a requirement to sell to a Customer and have the goods delivered where the tax authority treatment is different, then set the Customer up as a Multi Tax Authority Customer.
When you are happy with the details, press Submit.
Tip
If you are going to be creating the same invoice on a regular basis, then create a template by selecting Copy, then press Copy to template.
then fill out the How to create Sales Invoice disbursement
Sales Invoice disbursements
Select Sales Invoices from one of the options as shown above in Viewing a Sales Invoice.
Press New.
Select the disbursement Document type.
Choose the Project.
Fill in the remaining fields.
Invoice date: This will be auto filled with the current date; however, this can be changed.
Due date: Fill this out with the date that you would like the invoice to be due.
Description: This will be used to identify the sales invoice in the invoice finder.
Invoice type: This will be auto filled with the Document type selected in step 2.
Period: This is the financial Period that the invoice will be logged in.
Their ref: the reference for the invoice.
Press Disbursements.
Now select from the Available disbursements then press apply.
When you are happy with the details, press Submit.
How to receipt a Sales Invoice
Receipt a Sales Invoice
Select Sales Invoices from one of the options as shown above in Viewing a Sales Invoice.
Select the invoice that you would like to receipt (receive the money for the invoice) then press Receipt.
If receipting the full outstanding amount, leave this amount in the Allocated (currency) field -
This amount can be any amount. If the amount is within pennies of the full outstanding amount, then the Penny Correction Automation (if the trigger setting is Automatic upon posting) will process the amount entered and a correction amount of a few pennies.
Further details - Penny Correction Automation.
Once amount has been entered, select Submit to process receipt.
Opening the Sales Invoice again, if the full outstanding amount was entered then it will now show as Paid.
If the amount was only pennies different, then the Sales Invoice will also show as Paid, and the Allocations tab will show with two transactions - one with the amount entered and one with the pennies receipt.
If only a part Receipt amount was entered, then the Sales Invoice will show the outstanding balance as the Gross less the amount on the receipt -
How to authorise a Sales Invoice
Authorise a Sales Invoice
When an Invoice has been created (if setup) the invoice will need to be authorised.
To do so, select the invoice then press Authorise.
Timesheet Sales Invoice
Timesheet Sales Invoice
Select Sales Invoices from one of the options as shown above in Viewing a Sales Invoice.
Select the invoice then press Timesheet invoice.
How to reallocate a Sales Invoice
Reallocate a Sales Invoice
Select Sales Invoices from one of the options as shown above in Viewing a Sales Invoice.
Select and open the posted Sales Invoice to reallocate.
Select the
icon, then press Reallocate option.
Enter changes, then select Apply.
How to reverse a Sales Invoice
Reverse a Sales Invoice
Reversing an invoice will release the match from the Order
Select Sales Invoices from one of the options as shown above in Viewing a Sales Invoice.
Select and open the posted Sales Invoice to reverse.
Select the
icon, then press Reverse option.
Enter the reason then press Submit.
How to create a Credit Note
Create Credit note a Sales Invoice
Select Sales Invoices from one of the options as shown above in Viewing a Sales Invoice.
Select and open the posted Sales Invoice to create Credit Note.
Select the
icon, then press Credit note option.
Select the credit type, then press Create.
How to Write-off a Sales Invoice
'Write off' a Sales Invoice
Select Sales Invoices from one of the options as shown above in Viewing a Sales Invoice.
Select and open the posted Sales Invoice to write off.
Select the
icon, then press Write off option.
How to dispute a Sales Invoice
Dispute a Sales Invoice
Select Sales Invoices from one of the options as shown above in Viewing a Sales Invoice.
Select and open the posted Sales Invoice to dispute.
Select the
icon, then press Dispute option.
Select the dispute group and if required, a note.
Press Submit.
How to send a reminder letter
Send a reminder letter for a Sales Invoice
Reminders must be setup to use this feature.
Select Sales Invoices from one of the options as shown above in Viewing a Sales Invoice.
Select and open the posted Sales Invoice for the reminder letter.
Select the
icon, then press Reminder option.
How to amend a Sales Invoice
Amend a Sales Invoice
Select Sales Invoices from one of the options as shown above in Viewing a Sales Invoice.
Select and open the posted Sales Invoice to amend.
Select the
icon, then press Amend option.
You can now make non-monetary changes to the Invoice details without having to Unpost first. These amendments will not have any effect on any of the Accounts.
You can also make changes to Custom fields, which have previously been defined on the Custom fields tab when defining the Document type -
Note
User will need Attribute.Amend permissions.
Once complete, press Apply.
How to correct a Sales Invoice
Make corrections to a Sales Invoice
Select Sales Invoices from one of the options as shown above in Viewing a Sales Invoice.
Select and open the posted Sales Invoice to correct.
Select the
icon, then press Corrections option.
Period correction to make corrections to the Period.
Unpost to retract the Purchase Invoice from the General Ledger
Posting Attribute to make corrections to individual attribute values on the Purchase Invoice.
Further details Correction Posting Attributes
How to create a VAT only Sales Invoice
Create a VAT only Sales Invoice
Follow steps 1-5 in Create a new sales invoice.
When filling out the lines (step 6) select TAX only for the Tax band. You can now enter the tax amount whilst the product gross cost is 0.
When you are happy with the details, press Submit.
Updated October 2024