Invoices Overview

The Invoice form allows you to create, edit and view transactions for the inventory items you sell to your customers.  This form is used to sell inventory items that you enter in the Inventory Items form.

You will notice that at the top of this form are nine tabs and one in the subform, which help group the customer invoice information better.  It is like having nine forms connected together for each customer's invoice.  You will also notice that the Invoice Number, Customer ID, Date, Transaction Type, Currency and PO Number fields at the top of the form remain there in all the tabs so you always know what customer's invoice you are working on when switching between the tabs.  The nine tabs are listed below and described in detail in other areas of the documentation.

•The General Tab shows you the general invoice information.  See: Adding Invoices

•The Detail Tab shows you the Package Weight & Size, Payment,  and Other Information.  See: Detail Tab

•The Payments Tab displays all the received payments from the selected customer and allows you to process payments like Cash, Credit Card, Check and other types of payments. See: Payments Tab

•The Commission Tab is where you review/change or add commission information.  See: Invoice Commission

•The Order History Tab shows you the history of your orders.  See: Order History Tab

•The Invoice History Tab shows you the history of your invoices.  See: Invoice History Tab

•The Item History Tab is where you can view all the items purchased by the selected customer. See: Item History Tab

•The Attachment tab is where you attach files and open it for future modifications.

•The SLA History tab shows the Service Level Agreement history of the items with SLA setup. See: Service Level Agreement

•The Items Tab is where you enter information to add in an invoice. It can be an Inventory Item, Miscellaneous Items or Services.  See: Items Tab and Adding Invoices.

The Invoice form can also be used to pull the details that were created from an Order.  This is a two step process used by some companies to track the history of an order to an Invoice.  Some companies may choose to use only the Invoice form consolidating the two-steps into one.  You can enter your order directly in the Invoice form, generate a Picking Ticket, or Packing Slip for your shipping department, generate an Invoice for your customer and then Post the Invoice to complete the process.

This form can be used to add, edit or delete records in the Invoice form.   To add new Invoices, simply click the New button at the top of this form. The Invoice search form will appear.  Click on the Enter Invoice words of this sentence for Enter Invoice search help.

If you need to edit existing Invoices, just select the record you want to edit and make any necessary changes to the fields for that record.  If the Invoice is posted it will be necessary to unpost it prior to making any changes.  For complete details on all the field descriptions for this form and a step by step guide on how to enter new Invoices. See: Adding Invoices

The record navigation buttons at the bottom of the form are used to move from one record to another.  It also displays how many records are in the Invoice form and what record you are currently on.  Clicking on one of the four buttons will navigate you through your existing data.  You may use the Find button to find a specific record.

There are several helpful options that can be set in the Company Preferences forms to help make data entry easier and faster.  One great feature in the Company Preferences form is to have the text fields displayed a certain way when you enter data so that it is easier to read and more consistent throughout the program.  You should also take a look at the Default Accounts under Security form > Default Accounts tab and the Starting Numbers form for other related options that can be set.

Toolbar Buttons

Toolbar Buttons perform an action on the current record like adding, deleting or saving.

•The New button will clear the form to allow a new Invoice to be added.

•The Save button will save the selected invoice.

•The Find button will enable you to Find Invoices.

•The Delete button will delete the selected Invoice.

•The Undo button will cancel out the last change/s done to the record reverting it to its older state.

•The Print button will open the Print Invoice form where you can adjust settings and print an invoice.

•The Post or Unpost button will Post or Unpost the Invoice and update the general ledger.

•The Tools button when clicked, displays the Duplicate Invoice, Message, Schedule, Void Invoice, Customer Notes, Import from Excel, Update Discount and Rapid Item Entry buttons.

•The Duplicate Invoice button under the Tools menu (click the Tools button to open the Tools menu) will create a duplicate of a specific Invoice.

•The Invoice Message button opens the Invoice Message form where you can enter a message for the Invoice and have it print on the printed invoice.

•The Schedule button under the Tools menu (click the Tools button to open the Tools menu) will open the Schedule Activities form when you can schedule a call, meeting, or to-do.

•The Void Invoice button under the Tools menu (click the Tools button to open the Tools menu) will allow you to void an Invoice whether it is Posted or Unposted.  See Voiding Invoices.

•The Customer Notes button under the Tools menu (click the Tools button to open the Tools menu) opens the Customer Notes form where you can view any notes about the selected customer.

•The Import from Excel button when clicked will open a dialog box where you can browse and select the file you want to import onto the invoice form.  See Import Order from Excel.

•The Update Discount button under the Tools menu (click the Tools button to open the Tools menu) when clicked will open the Update Discount mini form where you can enter new discount and update the current transaction to the new discount entered.

•The Rapid Item Entry button under the Tools menu (click the Tools button to open the Tools menu) when clicked will open Rapid Item Entry form where you can quickly enter items as long as they are already recorded on Inventory Items.

•The Service Level Agreement button under the Tools menu (click the Tools button to open the Tools menu) when clicked will open the Service Level Agreement form where you can add contracts related to the transaction.

•The Customer button will open the Customers form to the selected customer.

•The Inventory button will open the search form for Inventory Items.

•The RMA button will open create an RMA (Returned Material Authorization) for the selected customer. This form is used to provide your customer or potential customer with an RMA for items that you have sold them.

•The Credit Memo button will open the Select Items for Credit Memo form where you can choose which items to include in the Credit Memo.

•The Order button will open the Add Orders form where you may review Open Orders, or, you may click on the check box, then click on the button labeled Add Orders to select these orders to be added to the invoice prior to posting.

•The Invoice Notes button under the Tools menu (click the Tools button to open the Tools menu) will open the Notes form where you can enter any notes about the selected invoice.

•The Customer History button under the History menu (click the History button to open the History menu) will open the Customer History form where you can view all the posted transactions that a customer has placed in the past.

•The Item Purchase History button under the History menu (click the History button to open the History menu) will open the Item Purchase History form where you can view all the items purchased by the selected customer.

•The Sales Transaction History button under the History menu (click the History button to open the History menu) will open the Sales Transaction History form where you can view the complete history of the selected transaction.

•The Ship button when clicked will apply Freight Rates on Order/Invoice through ShipRush or predefined freight rates from Company Preferences > Freight Rates form.

•The Recap button will open the Recap form displaying a preview of what will be added to the general ledger when you click the Post button.

•The Close button will close the Invoice Overview  form.

Press F1 or click F1-Help at the bottom left corner of the form for help on what this form is all about.