Invoice Document Types

Invoice

Stock items are allocated on Save. Posting an invoice debits the total against the Customer account, adds amounts to Sales Analysis totals and GST and reduces stock levels by the quantities entered. You can post invoices as cash sales to create a matching receipt entry.

Credit

When posted the account is credited with the credit total, amounts are deducted from Sales Analysis totals and quantities entered for stock items are added to the quantity in stock.

Standing Invoice

Use Standing Invoices to create templates for invoices. Items are not allocated from stock for Standing Invoices. When an Invoice is saved from a Standing Invoice, items will be allocated from stock.

Hint: To use a Standing Invoice for many customers, click Duplicate (Shift+F4) and change the Customer code.

Quote

Quotes are similar to a pro-forma invoice. Quotes do not affect accounting or stock figures. An invoice can be generated from a quote.

Toolbar

Expand Toolbar (Alt+F9)

Expand the toolbar to give access to all toolbar options. Press Esc to close the expanded toolbar.

Edit (F11)

Click to edit the saved document.

Note: If prices have changed since the document was saved, the changes will not be reflected in the document. To update prices click Reprice.

Insert (F4)

Select a document type from the drop-down menu to create a new document.

Duplicate (Shift+F4)

Select a document type from the drop-down, to create a duplicate document. When duplicating an Invoice as a Credit, the period of the original document is preserved where possible, to keep contras in the same period as the original document.

For Duplicate to Credit on FX Invoices, the original exchange rate is used and cannot be changed.

Delete (F3)

Delete the document. Only available for saved, unposted documents, when the user has permission.

Drill Up (Shift+F11)

Available when the Invoice has been posted. Opens the posted transaction.

For Quotes, opens the Order or Invoice created from the quote.

Drill down (Shift+F12)

View the source document, only available if the invoice is saved and sourced from another document.

Print (Ctrl+P)

In Edit mode, the invoice is saved first. Invoices can also be batch emailed or printed.

Print Label (Ctrl+L)

Print labels for the current invoice. The number of labels defaults to the total of the quantities in the Shipping grid in the Charges tab, if this is greater than zero.

Links (Alt+F6)

Opens Links On... for the record, with a list of links for the record. The button changes to indicate if links are present.

Memos (F6)

Memos and alarms can be entered or edited. The button changes to indicate if memos and alarms are present. Opens Memos On... with a list of Memos.

Print Preview (Ctrl+R)

View on screen what the printed version of the document will look like.

Reprice (Alt+R)

When details in the Header tab are changed, changes will apply to new Invoice lines, but not to existing invoice lines. Use the Reprice option to update prices for all lines.

Re-pricing defaults to updating the current Cost Price, Selling Price, Discount and GST Code. These are based on the Customer and Product.

Select Description to update the invoice line description based on the current description for the product. Select Sales Group to update the invoice line Sales Group codes based on the current Sales Group for the product.

If you use Special Pricing, select Selling Price and Discount to include all Special Pricing rules.

Re-pricing does not affect Automatic Kitset lines, but is applied to all the component lines that comprise the Automatic Kitset. Re-pricing is not applied to Job lines as they have been priced in JC.

Select GST code to recalculate the GST for all lines. This is useful if the GST rate changes and you have unprocessed invoices. New GST calculations will also be applied if the GST basis (Inclusive or Exclusive) has changed for the Price code. (This would be unusual unless the basis was incorrectly set.)

See also Reprice Invoices for re-pricing bulk invoices.

Delete Nil Lines (Alt+D)

Available when editing, deletes all nil product lines from the invoice. A line is considered to be nil if the quantity, extended cost and extended amount are zero, that is lines containing just a description are considered to be nil. Often this is used when duplicating a Standing Invoice, entering quantities supplied, then deleting lines not being supplied.

Mark Historic (Alt+T)

Available for standing invoices only.

Changes standing invoice from current to history. The Post Status is changed to Posted. The Standing Invoice can be viewed in IN Invoice List when you select History documents.

Invoices and credits move to history when printed and posted or deleted; quotes move to history when accepted or deleted.

Refresh Weight and Volume (Alt+W)

If the weight and / or volume of a Product changes, existing lines on Invoices are not automatically updated. Click Refresh Weight and Volume to re-calculate weight and volume from current Product Weight and Volume figures for all lines.

Print Product Labels (Alt+U)

Print IC Product Batch Labels for Diminishing products, manual kitsets and quantities (rounded up to nearest whole number). Product Label design is set in Document Defaults.

Invoice from Quote (Alt+Q)

Available for saved Unposted Quotes only.

Generate an invoice from a quote. Save a quote before generating as an invoice. The invoice can be edited, printed and posted in the same way as an entered invoice. When you generate an invoice from a quote, stock is allocated for the quantities on each line. The status for the Quote is set to Posted when the Invoice is saved.

Order from Quote (Alt+F)

Available for saved Quotes only, where OE is installed.

Generate a new OE Sales Order based on the current quote.

If the Quote is Unposted, the status for the Quote is set to Posted when the Order is saved and the Order is linked to the Quote as its source.

Note: You cannot create an Order from a Quote with Entered Discount amounts but no Discount Percentage. Discounts on order lines must be entered as percentages, as Order Lines can be partially supplied.

Order from Invoice (Alt+I)

Available for Invoices only, where OE is installed. Creates a new OE Sales Order based on the current invoice.

Note: You cannot create an Order from an Invoice with Entered Discount amounts but no Discount Percentage. Discounts on order lines must be entered as percentages, as Order Lines can be partially supplied.

Cash Sale (Alt+C)

Available for Invoices and Credits only.

Saves and posts the invoice and a receipt to the Customer account as a cash sale. Enter banking details for the receipt from the Charges tab.

The invoice is saved, printed, posted to AR and IC and an associated receipt (based on the banking details entered) is posted to the Customer account. The receipt is allocated against the invoice. All other details for cash sale receipt transactions are taken from the invoice: the reference is the invoice number, date is the invoice date, amount is the invoice total. See Cash Sales.

Post Invoice /

Save and Post Invoice Immediately / Post Credit / Save and Post Credit Immediately (Alt+O)

Available for Invoices and Credits only.

For unsaved invoices, saves first, then posts to AR and IC. Posted invoices can be printed later (for example, in a batch).

For credits, if permissions permit and the Customer Account type is Open Item, you will be prompted for Allocation after posting an IN Credit.

Print Packing Slip (Ctrl+K)

Available for Invoices and Credits. Prints the invoice as a Packing Slip. Packing Slip formatting is set in Document Defaults.

Manual Invoice (Alt+N)

Available for Invoices and Credits only. Only available if the invoice or credit has an Invoice No and the Print Status is not Printed. This sets the Print Status to Manual. This is useful when a computer printed document is not required.

Convert to Credit/

Convert to Invoice/

Convert (Alt+V)

Select to change Document Class from Invoice to Credit or Credit to Invoice and flip quantity sign to retain the same net effect.

Note: Requires permission for both Invoice and Credit Write or Control.

Customise Toolbar

Customise Toolbar or right-click in the toolbar below the buttons to access the Customise Toolbar Menu.

Form Fields

Period

Defaults to the System period. You can select another period for invoicing.

Document Type

Shows the Type (Invoice, Credit, Standing Invoice or Quote) and the Invoice Number if entered. Read-only.

ID

An allocated number that identifies the invoice. Read-only.

Order

Shows OE Generation Basis:

None - Not generated from an OE Order.

Packing Slip - Generated from an OE Order on Packing Slip basis.

Back Order - Generated from an OE Order on Back Order basis.

Currency and Regime

The Currency code and Tax regime for the document.

Customer Code

Select the Customer Code before entering details. The Customer Name, Currency and Tax Regime are displayed.

Defaults from the customer including Price List, GST code, and Delivery Address will be applied. If the Customer code is changed, new defaults will be applied to new lines added.

The Invoice Sales Area is updated from the Customer Code when the invoice is created, edited and posted.

Note: If the Customer is changed, defaults will not be applied to existing Lines in the invoice. Accredo attempts to preserve existing pricing. Use the Reprice button if you wish to apply new defaults to existing lines.

Type

The Customer Type.

• Normal - customer with credit account.
• Prospect - restricted to Quote documents only.
• Cash - restricted to Cash Sale invoices only.
• One-time - expected to be single invoice and receipt but not a cash sale.

Invoice Totals

Customise

Opens Customise Fields, you can customise the fields visible in the totals panel.

Net

The invoice total excluding GST and charges entered on the Charges tab. The Exclusive Amount.

Charges

Shows the GST Exclusive total of the charges entered on the Charges tab.

GST

The GST total on both the net amount and the charges.

Gross

Total so far, including Invoice rounding.

Margin

The percentage margin on the invoice total so far, calculated as 100*(Exclusive Amount - Exclusive Cost) / Exclusive Amount.

Total Weight

Total weight for the Invoice.

Where UOM is Active, the Weight for each product is calculated as:

(Product Weight * Product UOM Multiplier) + UOM Additional Weight.

The UOM Additional Weight is set in IC Units of Measure.

Where UOM is not Active, the Product Weight * Quantity for each line is used.

Total Volume

Total volume for the Invoice.

Where UOM is Active, the Volume for each product is calculated as:

(Product Volume * Product UOM Multiplier) + UOM Additional Volume.

The UOM Additional Volume is set in IC Units of Measure.

Where UOM is not Active, the Product Volume * Quantity for each line is used.

Buttons

Invoice List (Alt+L)

Opens Invoice List and selects the document.

Back Orders (Alt+B)

Opens Document Back Orders, showing back orders for the invoice and Customer.

Number and Save (Alt+A)

Allocates the next invoice (or credit) number from the automatic sequence and saves the invoice.

Save

Saves the invoice and assigns an ID Number. Saved invoices are available for batch printing, posting to debtors, inventory and Sales Analysis files or for editing.

Cancel

Cancels any changes.