Invoice

Purpose:

This form allows the user to add, modify and delete Invoices. In addition to that, invoices can be printed and posted from here. When that action is taken the inventory in hand for all the Items In the Invoice decreases and the Accounts Receivable for this customer increases. However, the user also has the opportunity of adding payments to an invoice before posting it. Once an invoice is posted, it cannot be modified. The only possible action after that is the

Usage:

Create a New Invoice

1- Press the New Button in the Lower left hand side of the screen. This will clear all contents from the form and position the cursor over the customer search button. If you have an unsaved Invoice when you click new, the system will prompt you to save the data before continue

2- The Warehouse field is filled with the company’s default warehouse. If you want to ship your order from a different location, select the desired warehouse from the dropdown list

3- The “Order Date” and “Approximate Ship Date” will show today’s date by default. However, you can change that information by clicking in the date/time picker selection button

4- Search for a customer either by pressing the Yellow Folder Button or entering the customer Id in the text box and pressing enter.

5- When you bring the customer information to the screen all the Bill To/Ship to fields are filled with the customer information

6- You can press the Search Button to the right of the Ship To Fields to select and alternative ship to for this customer if available

7- If you want to edit the customer information or you need to add a new customer to the company, click the “Red Notebook” button to open the customer setup form (See Customer Setup)

8- The Payment Terms, Ship Via, Salesperson and Tax information comes from the selected customer’s information. You can change these fields by selecting alternative options from the combo box.

9- The cost markup box will show the customer’s default cost markup. Entering any value on this field greater than zero will assign any items to this Invoice according to that margin percentage over cost

10- If this sale is attributed to any special advertising campaign that you want to track, select that value from the list (See Advertisement Setup)

11- Enter any customer reference number (if available) like their PO number in the “Reference” field

12- To add Items Directly to the Invoice, enter the Item Id or Product UPC below the “Enter Item Id” label, press Enter and the cursor will go to the Qty Field. Enter the desired Qty in there and press enter. The Invoice will query the database for that Item. If the Item is found, it is added to the grid below. If the Item is not found the search screen will open.

13- The search screen can be opened either by pressing the “Add Items” button on the Invoice or by not finding the Item ID/UPC in the direct entry box. This form will allow you to search for an Item based on the Item’s category, description, ID, UPC and Prefer Vendor. Once you find the Item or Items you are searching for you can check the ones you want to bring to the Invoice, Press the Select Button and close the search form.

14- The items are added to the grid with the pricing information that goes according to the Cost Markup entered above or the customer’s price list information. After the Item is added the user can change the Qty, Price, Discount %, Tax Percentage and weight. In addition to that, the user can also check the “To be Ordered Version” to trigger the creation of a PO for this Item. Furthermore, if the user checks the “Contract Price” option, the system will create a contract price for the combination of Item/UOM/Customer for a period of two months.( See contract Prices Setup)

15- If this Item is a Batch Controlled Item, you will be prompted to select from the list of batches for this Item and that information will show in the grid. If you decide to use a different batch just press the batch button in the desired line to open the Batch Selection screen again.

16- Click the “UOM” button to change the Unit of Measure of the selected line Item. After you select the desired UOM from the list, cost and price information for that line item will be updated accordingly.

17- When you select an Item, the Warehouse and Bin Information come based on the “Location” for the Invoice and the Bins where that Item is stored in that warehouse. If the user wants to change the warehouse where the items are taken from, he/she needs to click the “WHS” button to open a list of available warehouses and Bins within those warehouses.

18- Press the “Weight” to open the Weight distribution Screen. In that screen you can enter the total weight and Save or you can add individual weights one by one. This will change the line item weight in the form and it will affect its line total. At the end of the line you can see a column with all the weight figures for this line Item

19- The History button shows you a lookup of all the items this customer purchased from you in a selected time period. The user can further that selection by filtering what items to bring based in the Date Range. Then the user can compare cost and price information from the history and if desired he/she can even bring items from that lookup to the Invoice Item grid.

20- When the user has added all items to the Invoice, he can add a discount % to the total. In addition to that the user can also add freight charges to this Invoice

21- When all the information is in place, Press the Save Button to complete the Invoice and assign an invoice number. This action is not going to decrease the inventory on Hand or Accounts Receivable information. That is only done when the invoice is posted.

Print Reports

1- Invoice Report. Press this button to print the Invoice report for the company. This report will look like a tentative invoice.

2- Packing List. This report will look just like the invoice, but it will not contain any prices or monetary amounts.

3- Labels. Press this button to get a Report of shipping labels for this Sales Order. The labels show Customer and Item Information

Edit Invoice

1- After you have saved an Invoice and closed the form, you can always come back and edit that information. If you know the Invoice number you can enter in the appropriate field to bring that Invoice up. In addition to that you can press the Search button to find the intended Invoice by Salesperson, Order Document or Customer.

2- After you have the Invoice in the form, you can make any changes to it and press update. The Update button will save your changes to that database and it will let you know if someone else is working on the same Invoice. If that is the case you will be prompted to refresh your data, make the changes and Update again.

3- You can use the “Up/Down charge button to increase or decrease the Line Item price in a fixed amount. This action will check if the prices go below the minimum profit to give you a warning before continuing.

4- Check the “Keep Prices” Checkbox to freeze the Prices of Pallet Grouped Items. This option will allow the user to assign prices different than the pallet prices (Price B, See Item Setup, Pallet Groups Setup)

Add Payments

1- Reference Number. Enter in here the check number, Credit Card confirmation Number or any other reference number for this payment. Even if this is a cash transaction you need to enter an alphanumerical value in here.

2- Amount. Enter in here the amount of the payment. This has to be a positive number with two decimal places

3- Payment Method. Select the appropriate payment method from the list. If you need to select a payment method that does not exists in the company, you can always add it to the Setup Payment Methods screen (See Setup Payment Methods)

4- Bank Account. Select the appropriate bank account where this payment will be deposited.

5- Amount. Enter in here the amount of the payment. This has to be a positive number with two decimal places.

6- Balance Due. This number will reflect the difference between the total and the Amount

Post/Void Invoice

1- Click the post button if you are sure about posting the invoice. The system will ask you for confirmation. If you click yes, the system will check for possible flaws in the invoice like items with no warehouse/Bin, incomplete weight information for catch weight Items, and excessive credit request by this customer among others. After the invoice is posted you get a confirmation message. You cannot make any changes to a posted invoice except to void it.

2- Click the Void button to void the invoice if it was already posted and you want to revert the changes. After you void the Invoice, you still cannot make any changes to it. You would need to create a new transaction to invoice this customer for the right items.