Sales Invoice

Use the Sales Invoice screen to create sales invoices for customers.

You can enter multiple invoice lines for the same customer in a single transaction if required. You can apply discounts at line and invoice levels. Items can be selected from a school catalogue of items, which can be created 'on the fly' whilst creating the invoice.

Sales invoices can be saved in a draft state for editing and posting at a later date.

1. From the Transactions menu choose Sales. 
The Search/Process screen is displayed, Click the Sales Invoice tab.

2. Under Invoice details, choose the Customer for this transaction, by typing in their name or code.
You can enter the first few characters and use the magnifying glass to select the required account from the search results. You will be offered the option to add new customers on the fly, by clicking Create New. (See also contacts.)

3. By default today's Date is displayed. If required you can edit this entry to apply a different date to the transaction.

4. The default payment terms are stored in the Organisation settings of the system set up area > system page. You can choose different payment terms if required. The Payment terms will determine when the sales invoice becomes overdue.

5. The Bill to address is taken from the Customer Record and can be edited if required by clicking the edit button. 

6. You can enter a Ship to address by unticking the Same as Bill to address check box.

 7. A Reference of up to 10 characters for this transaction is required.

8. If you want to apply a discount to the whole invoice you can choose this at this point. It will be a percentage of the whole invoice (max 100%!!). This discount will be in addition to any line discount.

9. A description can be useful for later reference especially when searching.

10. From the Bank account drop-down list, choose the account from which this income will be credited.

11. The FOA (for the attention of) box is used to type in a name for the invoice.

12. You can add files to the Sales Invoice by clicking the paperclip in the top right-hand corner. 

13. Under Line details, enter details for the first order line:

• • Enter the Catalogue no. of the item to add to the sales invoice by typing in the code.
    You can enter the first few characters and use the magnifying glass to select the required item from the search results.
    The Item Description, Price and default VAT code values are displayed automatically (but you can overtype these if necessary).
  • You can add a catalogue item by clicking Create New.
  • In the Qty field, enter the quantity required.
  • If you require a discount to the line then you can enter a % amount or an actual figure in pounds and pence. Note that the discount under the invoice details section is in addition to any line discount.
  • Enter the Analysis code for this invoice line. 
    You can enter the first few characters and use the magnifying glass to select the required analysis from the search results.
  • Set the Budget account for this invoice line, by typing in the budget code.
    You can enter a partial code and use the magnifying glass to select the required account from the search results.
  • To choose a Funding Stream for this invoice line if applicable, click the magnifying glass and choose from the drop-down list.
  • To choose a Cost Centre for this invoice line if applicable, click the magnifying glass and choose from the drop-down list.

14. Click Save line to save the details entered in step 8. (If instead you want to cancel the entry, click Clear line.) 
The saved entry is now added to the list at the foot of the screen.

15. If there are more invoice lines to add, repeat steps 8-9 as required.

16. You may need to make changes to an invoice line that has already been saved - for example, to adjust the order quantity. To do this:

1. 1. 1. Select the order line that you want to change.
      2. Under Line Details, edit the data fields as required.
      3. Click Save Changes.

17. It is also possible to delete a selected invoice line, by clicking the Delete icon .

18. When you have finished you can click Post, to post the item or you can Save the sales invoice to continue editing later.

19. If you click post then a pop-up appears before you post with the summary details on

• • If a customer has credit in their account that will be used to pay the invoice this is details on the line Account balance.
    
    

20. Click Post Invoice to complete the posting.

21. At this stage you can choose to print or email the sales invoice to do this click Yes.

22. The sales invoice will appear as a PDF which can be printed using the print icon or emailed to the customer using the email icon at the top of the page. The Sales Invoice can be downloaded as a PDF via the Export To button.

23. When you have finished with the invoice close the browser tab to continue using Arbor Finance.