Creating a Sales Invoice

Document Type: enter Document Type from the list

Ledger/Account: enter 01 and the Customer Account Number

Element: 101

Purchase Order Number: Enter PO Number where one has been supplied

Unique Dept Reference:

Location: mandatory - prompt to display list

Enter Invoice Total: enter the total including VAT

Currency: will default to GBP unless customer is multicurrency where you must select correct currency

Billing Address No: will default to address 0 but can promptto select another

Item: enter the item code or prompt to display list

The diagram below represents the process flow for a creating an invoice.

Creating a Sales Invoice

Document Types

Each user will be supplied with a document type which should not be changed unless advised by Finance.

UI University Invoice

II University Invoice Incomplete

UR Research Grant – Dummy Invoice

IR Research Grant – Dummy Invoice Incomplete.

The ProcessSales Invoicing – Insert Invoice

Unique Dept Reference: This is a sequential reference number unique to each department which has been agreed with Finance.

Purchase Order Number: It is extremely important to quote a PO on all invoices to ensure your customer pays promptly. Always ask your customer to supply one.

Create Invoice

Complete Doc Type

Incomplete Doc Type

Prints Invoice & Updates AR

Prints Invoice & Updates AR

Amends Invoice, Prints & Updates AR

Rejects Invoice & Dept Contacted

Creating a Sales Invoice

Description: this is auto populated from the Item Code

Price: Enter the Net Price

Vat Value: This will automatically be calculated from the VAT code chosen

Cost centre: Funding & Nominal: Maybe auto populated otherwise enter

Analysis: In some cases mandatory

Line Description: click on yellow button and enter line description. When complete click on Return to Document .

Click Update. Your invoice number will be displayed at the bottom of the screen.

Line DescriptionIt is extremely important to enter a description which is meaningful e.g. goods, services, as this will print on the customer invoice.

VATThe VAT code is populated by set up within Item Code but may be overwritten. Please ensure the correct VAT code is used – if in doubt check with Finance.

Find A Customer Account

Wildcard (%) This enables you to enter part of a word/phrase in order to look for a specific record when you can’t remember enough information to retrieve just that one record.

There are a number of ways to search for a customer

SHORTNAME: searches the customer list based on the shortname or part of the shortname if you use a wildcard

POSTCODE: searches the customer list based on the postcode or part of the post code if wildcards are used

EXTENDED SELECTION: see below includes full name and other details to search by – this search is case sensitive.

Before you can enter an invoice or enquire on a customer account you must know or be able to find the customer account number

•Main Menu Accounts Receivable Customer Accounts•Double Click on Customer List

Customer Enquiry

Facilities exist to enquire at customer account level showing all transactions in an account.

•Main Menu Accounts Receivable Enquiries Customer Level Enquiries•Double Click on Account Enquiries

Ledger: 01 for University

Account No or Short Name: enter either if known

Select OK – this will give full list of transactions on account. Select Action buttons to change view or perform another function

Ledger NumberDo not enter the Ledger number if using short name to search for customer

Action Button

Detail

O/S Transactions

Will only display outstanding transactions

Allocations By selecting a transaction you can see what has been allocated against it

Reminders Select a transaction – it will give you a list of all Credit Control reminders

Query Will list all queries against the transaction and also lets you create a new one

Link to SI Displays the original sales invoice or credit note

Link to CR Displays the original receipt

View Plan Shows the instalment plan

View Customer

Views the customer’s address details

Cancel Takes you back to the previous screen

Query Management

Queries will be used to hold notes against specific transactions and will be available for all users to access and view. Where applicable ‘Action User’ and ‘Action Dates’ can be entered so that a user can be prompted to do an action. The queries will hold info such as

• A dispute recorded on an invoice• Results of follow up calls for payment• Notification of promise to pay dates• Request for a purchase order number before payment can be made• Any other problem there may be with a transaction

Query Code DescriptionBR Awaiting breakdown of

invoiceDS Dispute chargesOT Other queryPO Missing Purchase Order

NumberPP Promise to payRE Awaiting final report

Query Actions

Insert

View

Amend

Insert a Query from Enquiries Screen – (Query Tab)

Query Insert Tab

Narrative Must be meaningful as will appear on management debt report

Action Tab

Action User

Enter the action user you want to assign this action to

Action Description & date

Enter description and date by which this action should be completed

ActionsThese will appear in the diary list of the user selected on the date entered and emailed to them

Note: This query will be added to the Query Management list and will update in the Transaction list screen in enquiries to show that a query has been added