Purchase/sales ledger

In the Sales Ledger, I have used the ‘Enter ad hoc credit notes’ function, yet I only appear to be able to produce paperwork with an ‘Invoice’ heading. Enterprise 6 treats sales lLedger documents with a positive value as Invoices and those with a negative value as Credit Notes and prints headings accordingly. You can therefore enter Invoices and Credit Notes using either function, with negative figures in the Price field for the latter. I have entered an Invoice and posted it to the general ledger. I then realised it contains an error. How do I correct it? The only way to do this is to raise a Credit Note to the same value as the Invoice and then re-invoice. Use the ‘Enter Credit Notes’ function. Once you have selected the function, choose ‘Copy Previous’ from the Functions menu to copy the incorrect Invoice. Choose to reverse the Amounts. When you have printed and posted the Credit Note, use the ‘Invoice Receipt’ or ‘Purchase Payment’ function to balance the Credit Note against the Invoice (see below). Then, raise a new, correct, Invoice. Do not under any circumstances attempt to reverse the error by journal in the General Ledger or Enterprise 6 may not be able to handle the implications in the Sales and Purchase Ledgers.

Use the Invoice Receipt function on the Sales Ledger Menu (or the Purchase Payment function in the Purchase Ledger). Perform a query and, at the subsequent list, highlight the credit note and the invoice and click the [Receipt] (or [Payment]) button. Ensure the Amount in the subsequent Receipt (or Payment) dialogue is set at “0” (it will default to this figure) whether or not the Credit Note is to the same value as the Invoice.

Use the Invoice Receipt function on the Sales Ledger Menu (or the Purchase Payment function in the Purchase Ledger). Perform a query and, at the subsequent list, highlight the pre-payment/deposit and the invoice and click the [Receipt] (or [Payment]) button.

I have entered a receipt (or payment) and posted it to the general ledger. I then realised it contains an error. How do I correct it? You should make a correction by posting a negative Receipt (or Payment) against the original Invoice. To do this, select the ‘Invoice Receipt’ (or ‘Purchase Payment’) function as normal. If your original, erroneous, Payment set the Total Due of the Invoice to zero, you will need to go to the More Choices window and switch off the ‘Total Due Not Zero’ check box. At the subsequent list, click on the Invoice against which the incorrect Invoice was posted. Then, go through the Receipt (or Payment) process as normal, entering a negative figure to the Amount field in the Receipt (or Payment) dialogue box. Do not under any circumstances attempt to make such a correction by journal in the General Ledger.

Follow the same procedure as that described for correcting errors in Payments and Receipts described above. Issue a negative Payment or Receipt against the appropriate Invoice.

All unapplied Receipts should be entered as Deposits (or as Pre-payments for the equivalent in the Purchase Ledger). If you then find or raise an Invoice, you can use the ‘Invoice Receipt’ or ‘Purchase Payment’ function to balance it against the previously unallocated funds.

It must have an Invoice Date and be allocated to an open Period.

If you have not posted them they can be altered. They can be altered if they have been batched for subsequent posting, or left in an unprocessed state. In the purchase ledger, I have paid off some invoices and failed to print remittance advices. When I select the ‘remittance and cheques’ function, I am told I have no payments to make. If you wish to print remittance advices for previous payments, ensure you click the ‘Payments’ check box on the query dialogue box when using this function.

If the Invoice has been posted, you cannot alter this information. If it has not been posted, it is likely that the required Account Code falls outside the range of Accounts specified on the relevant Transaction Type.

Go into the Data Manager and select ‘Preferences’ from the Core menu. Then, select ‘Forms Settings 2’ from the Section menu. Here you can set the font and font size of the different parts of an invoice, if you are using the standard Enterprise 6 forms. These changes will apply to other forms as well, such as Purchase Orders, Delivery Notes and Order Acknowledgements. If you are using forms customised in SuperReport, you can activate SuperReport by clicking the [Edit Templates] button on this screen. Invoices usually have a posted date, which appears on the top right hand corner of the Invoice entry screen. However, some Invoices have the text ‘SL Only’ appearing in this location. These Invoices have been created to register an opening balance for the customer/supplier in Enterprise 6. The opening balance is a figure representing the state of the account at the moment you started using Enterprise 6 which is used for aged debtor analysis and statements.

Use the ‘Enter Ad hoc Invoices’ function in the Sales Ledger. As soon as the entry screen appears, select ‘Copy Previous’ from the Functions menu. Find the Proforma and click [√].