Even if you have access to the Sales Ledger volume, it will be common if not universal practice to create and print Invoices remotely from the Order Processing volume. This section should be followed by users wishing to make use of this linking between volumes. The Sales Ledger must be present for the creation of Invoices.
Goods have arrived and have been allocated to an order placed by one of your clients, London Pride. Now you can arrange delivery and invoicing. This part of the Tutorial covers despatch and invoicing.
If you have a current period open, you can now go ahead and create an invoice. If you have not opened a period to which you can post transactions, please refer to the General Ledger set-up chapter.
You can prepare the invoice in several ways, but the quickest way is to go to the Orders screen and create and print from there. Select ‘View Sales Orders’ from the Orders menu to bring up the London Pride order, Order Code 1/4.
The final columns of the Items included list show the Invoice Number, Invoice Date, Delivery Date, and Serial Number.
You may already have followed the procedure for creating Delivery Notes as part of the Stock Control tutorial. If you need further practice, you can also produce delivery notes for this Order. Delivery Note functions are contained on the Print menu. Now, it is time to create an Invoice. Go to the Print menu and select ‘Invoice All Items not Invoiced’.
Enterprise 6 will ask wehter you want ot check the invoice.
As you are running through the tutorial, it is advisable that you check the Invoice, so click [Check]. The Invoice appears.
Note that Enterprise 6 has automatically created an Invoice Number and has taken all the details it needs from the Sales Order screen. You may decide to enter some free text on the line below the product information (click the [+] button, but don’t enter a Product Code). You could add some details about payment terms or a special offer. Change the quantity to zero (the zero will not be printed on the hard copy). Select ‘Print’ from the Functions Menu. Enterprise 6 may ask, prior to printing the Invoice, if you would like to print a Delivery Note. In both cases, if you preview to screen, remember to click [Next Page] rather than [Stop Printing]. After printing, Enterprise 6 will ask whether you want post the Invoice.
If you click [Post now], the Invoice will be posted to the General Ledger. As a result of this process, the balances of the appropriate accounts will be altered accordingly. Because of this, once this has taken place you will no longer be able to modify it. If you click [Batch it], it will be batched. Batched Invoices can be posted at one go at a later date by using the ‘Batch Post Invoices’ function.
Click [OK] and you will return to the Sales Order. Note that the Invoice Number and Invoice Date fields of each Order Item have been amended by Enterprise 6 to reflect the Invoice on which they now appear.
(Note: There are various methods available to invoice only certain items. Usually, you would ensure the Order Items list is in selectable mode. Having clicked on the Items to be invoiced, select the ‘Invoice Selected Items’ function on the Print menu. Alternatively, if you have allocated stock to some Order Items, you could use the ‘Invoice Allocated items’ function.)