Sales invoices are created based on data from various parts of the system, the primary being shipments of goods to customers. The benefit of an ERP system is that it will not "forget" that invoices need to be made and to whom.
Sales invoices are based on:
- Sales dispatches (shipments)
- Payment schedules of sales orders (i.e. prepayments)
- Direct sales which are marked for invoicing
- Service work orders that are marked for invoicing
- Periodic invoicing based on agreements
- Not anything, which is referred to as "Miscellaneous invoicing"
Sales invoices will not be created for sales orders that have a payment term of "Full prepayment". This can be used for orders that have been prepaid through a web shop and invoicing from there is passed directly to accounts.
To successfully create and activate a sales invoice, the account needs to be set up with bookkeeping (nominal) accounts and the relevant tax codes from the linked accounting package. If the accounting package has not yet been linked and the data not imported it will not be possible to activate a sales invoice. (This can be the situation when Manu Online is being evaluated.)
Create a sales invoice
Go to the Invoicing main menu and press Create New Sales Invoice. Alternatively on the Sales invoice grid press the New button. Sales invoices can also be created by copying an existing invoice. In this case the lines will not be linked to any earlier deliveries etc.
A new invoice is created and the sytem will prompt to select the customer. By default this list will show customers that are due for invoicing for some reason. If a miscelanneous invoice is being created, change the value of Companies to be invoice to No and press retrieve. This will allow the selection of any partner in the system.
After selecting the partner, a second dialogue will open prompting to add the relevant lines. Select all or individual lines and press Add.
The processing of adding the partner and the lines will bring the relevant default information to the invoice and no further data entry should be required. Check the data before activating it.
Activate the sales invoice
Press Activate to activate the invoice. This will do the following
- Check the data of the invoice
- Allocate the next sales invoice number
- Enter today's date for the invoice if the user has not entered a date
- Change the status to Active
- If the E-invoice setting is set to "PDF by email", it will directly email a pdf of the invoice to the customer.
There are two formats for a sales invoice "Full" and "Simple". The full version has more information about dispatches.
After activating your own processes may require the transfer of invoices in batch to a third party e-invoices service or to your linked bookkeeping accounts package.
Credit invoices
A credit invoice is simply set by checking the box Credit invoice. Often a credit invoice is created by first copying an existing invoice. Do not set prices or quantities to be negative on a credit invoice. (A negative price line can be added to a normal invoice but not a credit invoice.)