This module contains all the invoicing entities.
It contains three major sub-divisions: Quotes, Invoices and Credit Notes
Quotes are either created manually or by converting to invoice orders on hold.
Invoiced are either created manually or by converting confirmed orders or packing lists.
Credit notes are either created manually or by converting packing lists with returned items.
Invoice number:This is the number for your invoice, credit note or quote. It must be unique for each type.
Type: The document type: invoice, credit note or quote.
Company code: The customer that will receive the document.
Date: The invoice, credit note or quote date.
Batch #: An internal number that allows you to identify multiple invoices, credit notes or quotes. This number can be generated with the document or can be modified manually.
Order: The orders included in the document.
Purchase order: The purchase orders included in the document.
Shipment: The selected shipment method. By default, it is the default shipment of the customer.
Shipping: The shipping amount.
Season: The season attached to this document.
Division: The division attached to this document.
Reference: The optional document reference.
Description: The optional document description.
Terms: The terms for the document.
Tax group for items: The tax associated with the items. By default, it is the customer default tax.
Tax group for shipping: The tax associated with the shipping amount. By default, it is the customer default tax.
Printed note: A note that you want printed at the bottom of the document.
Comments: Optional.
Alerter enabled: Indicate if you want the document to be included in the alerter or not.
Exported: Indicate if a document has been exported to an accounting system.
EDI Exported: If the system is EDI enabled, indicate if the invoice or credit note has been exported to EDI.
Wildcards are enabled on the company code. If you want the results between two dates, make sure that the date operators are not conflicting.
This function allows you to create manually a new invoice, quote or credit note.
This function allows you to change the basic invoice information. The items can be changed only in the view.
This function deletes permanently an opened document. If the document is confirmed, you must instead change its status to cancel.
To take effect, an invoice or credit note must be confirmed. The confirmation will allow you to export your invoices and credit notes to various formats.
The status change can operate on one invoice or on many invoices that has been returned in the search results.
Quotes are always opened.
Opened documents cannot be cancelled. Use the delete functions instead.
Confirmed documents can be cancelled, but not returned to an open status.
When you confirm invoices or credit note, you have the possibility to print the documents and to change their effective date.
This function allows you to print the document that you will send to your customers. You can use this function on a single document, or on a list of documents, from the search.
You can print one file for each document or collate documents in fewer files for an easier printing.
This function allows you to export the confirmed invoices and credit notes to an accounting system or to EDI. You have the option to update the batch number of the documents to identify whose document has been exported.
This section contains many reports. You can gather, for example, information on your sales or on the sales representatives’ commissions.
Select the desired report from the list at the top of the page and fill in the desired parameters.
This feature allows modification on a selection or on all existing invoices, credit notes and/or quotes.
This screen allows a quick look at the invoice, credit note or quote. This is also where you manipulate the items of an open document, or modify notes attached to this invoice.
The items are the actual invoice, credit notes or quote content.
This function adds an item that you do not actually keep trace in your inventory. Since there is no product linked to this type of item, a product entered as a non-stock item will wrong the product cost reports.
This function adds items from confirmed packing lists.
If you are in an invoice, selecting this function will display all the available packing lists. Check all the items that you want to include and press save. Optionally, you can force all the items already invoiced into the new invoice: since it can pave the way for a dual invoicing, this option is disabled by default. You can also add to the shipping amount all the shipping amounts of the selected packing lists. Again, this option is disabled by default.
If you are in a credit note, you will have to enter the packing list number that you want to add. Once done, all the items will appear and you will be able to check all the items that you want to include in the credit note. You can decide to update or not the credit note reference for this packing list, override the discount to discount only a fraction of the invoiced price (You billed 10% more: you enter -10% and the credit note will calculate the correct values). If you want to credit a shipping amount, you can also enter one. This amount will be added to the current credit note shipping amount.
You can change item information such as the description, the discounts, the invoice price, the sales representative identification or the item line number. You can use the recalculate button to display how your changes will affect the item total price.
If you are in a credit note, you can also modify the quantities. By default, the item quantities are all the invoiced/packing listed quantities or the returned quantities, when there is an item return. You can change the quantities to credit only a partial shipment/invoice. Used in conjunction with the “add items from a confirmed packing list” feature, you can credit partial lines with different discounts. (5 original items: 1 credited at 100% and 1 credited at 30%)
This function allows you to remove items from the invoice, credit note or quote.
You can add, remove or change a note attached to an invoice.