Adding Invoices
The following steps will explain in detail how to add a new Invoice.
You may already be in the General tab of the Invoice form with the background customer data you want present. If so, go to step number "2." If you are in the Invoice form and do not have the customer data, begin with step number "1." below. If you are at the Main Menu, click on the Sales topic, then click on New Invoice. You will now be brought to the search form for Customers to enter your invoice. Click on Create New Invoices for help on how to use the New Invoice form. Once you complete the form, you may return to this Adding Invoices help to continue below at step number "2."
1.Click the New button to clear the form so you may enter a new record. You will now be brought to the New Invoice search form that will be labeled, "Find the Customer for this Invoice". Click on Create New Invoices for help on how to use the New Invoice form. Once you complete the form, you may return to this Adding Invoices help to continue below.
2.You will notice many of the fields on the General tab of the Invoice form like Bill To and Ship To will fill in with data based on that Customer. This can really help speed up data entry and is good reason why you should spend the time to enter data in key fields of the customer form like Name, Sales Tax ID's, Ship Via, Terms and Currency. Review and adjust the fields as necessary, pressing the TAB or ENTER key to move your cursor to the each field. A description of the General tab fields is listed in this Help section after step number "5."
3.Next, click on the Items tab of the Invoice form. Complete the filling in of the Item No, Qty, and Ship fields and reviewing the other fields to ensure they are appropriate for the particular invoice. Note that the form automatically draws in the information you have entered previously. As an example of when you may want to override a field that automatically draws upon information you have entered in other forms: You may want to give a customer a higher discount, therefore, you would type in a new discount over the discount listed in the form. You may click on the following link, Items Tab, for additional information on the Invoice Items tab.
4.Next, click on the Detail and Commission tabs, review/add/edit data as appropriate. You may click on the following links if you would like additional information on either tab: Detail or Commission.
5.Click back to the General tab. Here are some of the options you now have:
You may click on the Post button which will: post the invoice to the general ledger, decrease the inventory, and increase a receivable.
You may click on the X button at the upper right hand corner to close the form and post the invoice later, possibly because you batch post at the end of the day.
You may print the Invoice.
Another way of adding items in an Invoice is by importing these items from an Excel template.
1.After following steps 1 and 2 above, click on Import from Excel option from Tools dropdown list.
2.Open file window will prompt where you can select Orders listed in an Order Template. The Order Template is provided in your VisionCore installation folder > Template subfolder.
3.Click OK button from the open file window and all items listed in the Excel file will automatically be transferred on the Invoice form.
Description of General tab in the Invoice form
1.The Invoice Number field will be automatically filled in with a unique number based on the starting number that is assigned in the Starting Numbers form. This number is used as a reference for you and VisionCore to help find this transaction later if necessary. It can be manually changed on this form as long as it does not duplicate a previous Invoice Number.
2.The Customer ID field is used to show the Customer's Number.
3.The Date field will automatically be filled in with today's date. This can be changed to the date the customer placed the order, or a different date if you would like. Click the dropdown button next to this field to open the miniature calendar form where you can graphically enter the date.
Important: Whatever date is entered into the Date field will be the date the Invoice gets posted to the General Ledger when you Post the Invoice.
4.The Transaction Type field is used to determine what type of transaction you are intending on processing. Your choices are; Invoice or Finance Charge.
5.The A/R Account is automatically filled in with the setup default account for your Accounts Receivable. It is a combobox where you can override the Receivable account that will be affected when you post the Invoice.
6.The Currency field is used to assign a default currency for each Invoice. Normally, this will automatically fill in with your default Currency ID setup for the selected customer in the Customer form. You can override the Currency after it fills in if you need to. If the currency you want to use is not in the list you will have to add it to the Currency Exchange Rate form. You will notice that if you use a different currency other than the default currency set in the Company Preferences form, the Total fields will display a different background color as to what is setup in Company Preferences form.
7.The PO Number field is where you can enter the Customer's Purchase Order number your customer provided to you for this invoice.
8.The Bill To area will display all the details of the selected customer. You can click the Ellipse button next to this section to open the Customer Bill To Information form where you can change this information independent of the customer.
9.The Ship To area will display the default customer ship to information that is entered in the customer form. You can click the Ellipse button next to this section to open the Customer Ship To Information form where you can change this location.
10.The Due Date field will be filled in based on what you have selected in the Terms field. For example, if you select "net 30" as the terms and the invoice is dated 4/12/2006 then 5/12/2006 will be automatically entered into the Due Date field.
11.The Ship Date will be the date you enter to ship the items. You may click on the dropdown button located a the end of the ship date field to choose the shipment date.
12.The Store ID is automatically filled in with the setup default Store ID in the Security form. It is also a combobox where you can override the default Store ID in the Invoice.
13.The FOB (Free On Board) field is used to enter/review the site from which you usually ship your invoiced products. In traditional accounting terms, FOB is an acronym for "free on board" and refers to the terms between the buyer and seller regarding the transportation costs and the moment at which the buyer assumes ownership of an item.
14.The Type field is where you can select the Invoice Transaction type for the Invoice. You can click the Ellipse button to open the form where you can add an Invoice Transaction Type.
15.The Sales Rep field will fill in with the default salesperson entered for the selected customer. You can select from all the entered sales reps in the Sales Rep form. However, when Creating New Invoice with different selected Customer Ship To, Sales Rep set on the selected Customer Ship To will be used.
16.The Ship Via field will fill in with the default ship via setup for the selected customer. This field is used to assign a shipping method for the Invoice. If the shipping method you want to use is not in the list you will have to add it to the Ship Via form.
17.The Terms field will fill in with the default terms setup for the selected customer. This field is used to enter the payment terms for the Invoice, which details how that customer must pay for the merchandise. If the Terms you want to use is not in the list you will have to add it to the Terms form. Terms are directly connected to the receivables and will determine what discounts or interest that customer may receive.
18.At the bottom left of the form, the Stock Information section will display the Item Number, Weight, Volume, Location and how many items are In Stock, Committed, Allocated, Available, Back Ordered and On Order.
19.The Subtotal field will display the total before sales tax of all the line items entered in the Line Item Detail.
20.The Freight field can be used to enter shipping costs for the transaction. The combo box field to the right of this field is the Tax field where you can enter one from the different methods of charging sales tax for the Freight field.
21.The Tax field will display the sum of the calculated tax for the Tax fields. You may override the computed tax by double-clicking on the Tax field itself. A message will prompt you if you want to change the total tax manually. Clicking YES on the message will bring the cursor to the Tax field allowing you to manually change the tax amount. Once Tax is manually changed, double-clicking on the Tax field again will allow you to either change the tax amount or let the system compute the tax automatically. Clicking YES on this message will allow you to manually change the tax. Clicking NO will automatically compute the tax.
22.The Total field will display the total of the transaction which the customer owes you. This field adds the Subtotal, Freight, and Tax fields together to come up with the total amount. This is the amount that will be entered to the Accounts Receivable account in the General Ledger when you post this transaction. You will also see this amount in the Receivables form for this customer.
23.The Amount Due field will display the balance due of the transaction. This field subtracts any partial payments made against the invoice, enabling you to quickly know the amount still due. When the amount due = 0 it will read Paid in Full.
24.The Payment field will display the amount of money the Customer has paid against this invoice to date.
Related Topics
Enable Invoice Voiding (Disables Unpost)