Sales Order Processing - Invoice Entry
FunctionUse this task to invoice standard sales orders once orders are filled and the shipped quantity of the order items is known. The Invoice Entry process may be used to enter a direct or one-time invoice without first creating a sales order. If the Allow Backorders? field in the OP Parameters task is checked, a backorder is automatically generated for any out-of-stock items, as described later. The Invoice Entry form features appear in three tabs; Addresses, Basics, Totals.
Details on processing backorders.
The Display additional options dropdown tool provides access alternate access to the button functions on the form plus access to Shipment Tracking, Refresh Aging, and Recalculate Tax.
=> To access this task... Select Invoice Entry from the Sales Order Processing main menu.
When accessing this task, an Invoice Entry POS Station prompt appears:
Invoice Entry POS Station
In the Point of Sale Station field...
Addresses Tab (back to top)Invoice Entry Addresses tab
About the FieldsThe fields of the Invoice Entry task are nearly identical to those in the Order Entry task’s heading, ribbon, and detail sections.
In the Customer ID field...
A valid Customer ID entry results in a Customer Credit Status recap window if the OP Parameters are set for this action. Customer Credit Status
In the Order No. field... For a new entry, the order number is automatically assigned at the same time as the invoice number. For existing orders, the invoice number is retrieved and displayed following entry of the order number.
If the order number entered is a quote, it must first be converted to a sales order in the Order Entry task before it can be invoiced. the system displays the prompt:
If an order number is entered which has not had a pick list produced, the system displays the prompt:
If an open invoice exists for the order, it will be displayed. If the invoice has already been printed, but not updated, then the system displays the prompt:
In the Internal Customer Comments field... These comments are internal only (don't appear on reports or customer-facing documents), and follow the order all the way through invoicing and into history. They can be changed/amended at any time (even AFTER the invoice goes to history).
In the Internal Ord/Inv Comments field... These comments are internal only (don't appear on reports or customer-facing documents), and follow the order all the way through invoicing and into history. They can be changed/amended at any time (even AFTER the invoice goes to history).
Basics Tab (back to top)Invoice Entry Basics tab
From the Order Type dropdown...
Use a standard sales order to record information necessary for processing, shipping, and invoicing an order. Use a quote to produce an itemized quotation or bid containing the same information as that of a sales order. The quote may be printed and given to the customer and later converted to a sales order if desired.
An order type may be changed from S to Q (or vice versa) without any restrictions until reaching the detail line entry process. When recalling an existing order or backing up to the Order Type field from detail line entry, the order can be converted from Quote to Sale, but it is not possible to change from Sale to Quote. If this is necessary, the order must be deleted and re-entered.
In the Order Date field...
In the Ship Date field...
In the Expiration Date field... Active only when Quote (P) has been selected.
In the Invoice Date field...
In the PO Number field...
In the PO Release No field...
In the Free On Board (FOB) field... When entering a new order, this field is populated from the corresponding field on the Customer Master. This information flows through to the Invoice History Inquiry form when the Invoice is posted. It also appears on the Sales Order Picking List and Invoice Print documentation.
In the Customer Type field... Display only. Displays the Customer Type for the selected Customer. In the Misc Number field...
In the Sales Disc Code field...
In the Terms Code field...
In the Distribution Code field...
In the Territory Code field...
In the Ship Via field...
In the 3rd Party Shipping ID field... Display only. Displays the ID assigned to the customer by the shipper. This code is maintained in the AR Customer maintenance task.
In the Shipping Email Address field... Display only. Displays the customer contact email for shipping issues. This code is maintained in the AR Customer maintenance task.
In the Customer Pricing Code field... Display only. Displays the Customer Pricing Code of the selected Customer. This code is maintained in the AR Customer maintenance task.
In the Salesperson Code field...
In the Standard Message Code field... This code identifies a standard message to print on the order.
In the Tax Code field...
In the List Price Code field...
This code determines whether the current list prices from the inventory master file or the prior list prices are charged on this order. If the prior list prices are used, enter the prior list price code from the Inventory Item Maintenance task Warehouse Information option. If any code other than the correct prior list price code is entered, current list prices are used.
In the Job Number field... This field is available when the Use Customer Job Numbers? field in OP Parameters Maintenance is checked.
Job numbers are used for tracking customer sales by job. See the Flow of Processing section for more information.
Notes -
In the Line Cd field... Optional Step. If the Skip Line Code Entry? parameter is checked in the OP Parameters Maintenance task, this field is skipped during the input process. Select the field to make changes.
Different line types are assigned to line codes. Depending on the type assigned to the selected line code, accessibility to the remaining fields in the detail line differs.
Standard, non-stock, and special distribution items may be drop shipped. Drop shipped items receive treatment identical to other ordered items, with the exception that they do not cause inventory to be committed or relieved from the inventory master file. Before an item can be drop shipped, one or more drop ship line codes must be established in the Line Code Maintenance task.
NOTE: If an order of all N -Non-stock Item types is created, the order can only be printed from this task; it will not be part of the batch printing of pick lists. However, this item prints in batch printing if other items appear on the order.
If the Enter Warehouse on Dropship? parameter is checked in the OP Parameters task, the cursor stops at the Whse ID field for entry of a warehouse code.
If the Enter Cost on Dropship? parameter checked in the OP Parameters task, the cursor stops at the Cost field for entry of the item cost.
If the amount of the order causes the customer to go over their credit limit, the system displays the prompt:
Credit is checked in Order Entry whether the order is new or duplicated from an historical invoice. Credit is not checked in Invoice Entry because it is assumed the order has already been shipped.
In the Whse ID field...
In the Item No. field...
In the Description field... Display Only. Displays the description associated with the Item Number entered.
In the Memo/Non-Stock Desc field... Each detail line can have a comment associated with it using either the [Comments] button (or Alt-C) to invoke the detail line editor. These comments DO appear on Pick Lists and Invoices, i.e. customer-facing documents. The first 40 characters (or up to the first line feed) are stored in the Memo/Non-Stock Desc column so that the user has the visual clue that a comment has been entered. To see the entire comment, hover over the column or click with the mouse (Ctrl-F) to invoke the comment editor. Comments cannot be entered directly into the grid.
In the Prod field... Display Only. Displays the Product Type as reflected in the Inventory Item maintenance for the item.
In the UM Sold field... Displays the unit of measure used to sell the line item. When not disabled, the "UM Sold" field provides a list to be used to select either the Item's Sale UM or the Item's Purchase UM. Disabled, i.e. view only, unless both the IV Parameter "Allow Sales in Purchase UM" checkbox is marked and the Inventory Item maintenance "Allow Sales in Purchase UM" for the item is also marked.
In the Pick/Inv Cmts field... Display Only. Displays the comments text to appear on the Pick List and Invoice.
In the Unit Cost field... This field automatically displays the cost of the item for Standard Inv Item line code types.
There are several pricing methods from which a price is automatically entered in this field:
In the Qty Ord field...
In the Unit Price field... This field automatically displays the price of the item for Standard Inv Item line code types.
In the Back-Ord Qty field... This field automatically displays the quantity of any backorders.
In the Qty Shipped field... This field automatically displays the quantity to be shipped based on the quantity ordered less the quantity entered as backordered.
In the Extended Price field... This field is accessible for O line code types. Otherwise, it displays the extended price of the Order times the Price times the Ship.
When done making selections...
Duplicate Invoice
Historical Invoice grid
Invoice History Detail
Serial EntryLot/Serial Detail File
If the invoice item does not have serialized inventory assigned to it, it may be assigned by clicking . Selecting the button opens the Inventory Lot Lookup window where the item's locations can be selected for the invoice.
Inventory Lot Lookup
Totals Tab (back to top)Invoice Entry Totals tab
In the Total Sales Amount field... Display only. Shows the gross sales total for the order.
In the Discount Amount field... When entering a new cash customer, [F2] must be selected to access this field.
In the Subtotal field... Display only. Shows the gross sales amount minus the discount amount.
In the Tax field... Display only. Shows the total sales tax calculated for all applicable state, county, and local tax jurisdictions applied to this invoice.
In the Freight Amount field...
In the Net Sales field... Display only. Shows the amount of the subtotal minus the tax minus the freight.
When finished making entries to the fields...
Printing Invoices/Receipts (Back to Top) The Order/Invoice Processing module is fully capable of handling point-of-sale or over-the-counter transactions. If both the Cash Sales and Receipt Printer On System fields are checked in the OP Parameters task, cash and on-account sales may be processed and a tape receipt or invoice printed without leaving the sales counter. For suppliers to the industrial and construction trades, or for any business that handles a large volume of walk-in sales, this feature offers optimum speed, convenience, and accuracy.
To enable Print Now select .
On-demand Invoice
In the Customer ID field... Display only. Displays the customer ID selected in the previous step.
In the Sales Order Number field... Display only. Displays the order number selected in the previous step.
In the Message field... Enter a message to be added to the bottom of the on-demand invoice.
Send via Report Control checkbox...
When done making selections...
Sample On-demand Invoice
Closing the print preview of the on-demand invoice creates the following prompt:
Entering Cash Transactions (Back to Top)Cash sales can be processed when the Cash Sales field is checked in the Parameter Maintenance task. During invoice entry, at the completion of a cash sale additional information specific to that sale may be entered.
A cash sale may be a sale for which actual dollars are received, a sale for which a check is received, or a sale that is charged to a credit card. There are two ways to record them: entering the sale as cash "C" in the Customer ID field, or selecting the Cash Sale button.
When a cash sale is made, a general ledger cash account (rather than an Accounts Receivable account) is debited during the Sales Register update. No invoices are created in Accounts Receivable, although the month-to-date and year-to-date sales information is updated in the customer master file. If the Sales Analysis module is installed, sales analysis information is updated as usual.
In addition, information recorded for cash sales appears on the Cash Sales Register which is printed at the end of the Sales Register. The Cash Sales Register provides separate totals for cash, checks, and charge amounts received.
For most cash sales, use the [Cash Sale] button at the beginning of invoice entry to access the default Cash Customer number set up in the customer master file. You may quickly default through all or most of the heading and ribbon line information for the invoice.
When recording a cash sale for a regular on-account customer, use a regular customer number when creating the invoice. The sales history information is updated to the customer’s record in the customer master file.
As is the case with on-account sales, cash sales also update the customer sales history and all sales analysis files during the Sales Register update. However, cash sales do not affect customer aging and accounts receivable balance information, since these are not on-account sales.
Cash Sale Transaction
In the Cash Receipt Code field...
In the Check Number field... This field is accessible and required when a check code is entered in the Cash Receipt Code field.
In the Bank Routing No field... This field is accessible when a check code is entered in the Cash Receipt Code field.
In the Credit Card No field... This field is accessible when a credit card code is entered in the Cash Receipt Code field.
In the Expiration Date field... This field is accessible when a credit card code is entered in the Cash Receipt Code field.
A valid date must be entered in order to complete the transaction. If an invalid card number is entered the system displays the prompt:
Credit is not checked in Invoice Entry because it is assumed the order has already been shipped. Refer to Accounts Receivable Maintenance and Credit Management Parameters to ensure that all customer- and credit-related fields and flags are properly set up.
In the Cust Name field...
This information is printed on the Cash Sales Register.
In the Tendered Amount field...
If the amount entered is less than the amount that appears in the Invoice Amount field the system displays the prompt:
In the Change field... Display only. Shows the amount of any overage due the customer.
Print Invoice? checkbox...
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