{"id":21355,"date":"2021-08-19T16:08:04","date_gmt":"2021-08-19T15:08:04","guid":{"rendered":"https:\/\/bigredcloud.com\/?post_type=docs&#038;p=21355"},"modified":"2022-11-09T16:54:36","modified_gmt":"2022-11-09T16:54:36","password":"","slug":"sales-invoice-entry","status":"publish","type":"docs","link":"https:\/\/bigredcloud.com\/en\/documents\/sales-invoice-entry\/","title":{"rendered":"Sales Invoice Entry"},"content":{"rendered":"<p><iframe loading=\"lazy\" class=\"lazy-loaded\" title=\"vimeo130966941\" src=\"https:\/\/player.vimeo.com\/video\/130966941?autoplay=0&amp;autopause=0\" width=\"600\" height=\"360\" allowfullscreen=\"allowfullscreen\" data-lazy-type=\"iframe\" data-src=\"https:\/\/player.vimeo.com\/video\/130966941?autoplay=0&amp;autopause=0\"><\/iframe><\/p>\n<p>Sales Invoices\u00a0have a detail line for each item sold. \u00a0This is required to produce a Sales Invoice for the customer in the accounting software.<\/p>\n<p>At the Sales Book browse screen click on the\u00a0Add\u00a0button. \u00a0You will then be asked to Select Entry Type,\u00a0select\u00a0Sales Invoices and click\u00a0OK. \u00a0A screen similar to the one below is displayed.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-21356\" src=\"http:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/SalesInvoice.jpg\" alt=\"\" width=\"520\" height=\"523\" srcset=\"https:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/SalesInvoice.jpg 520w, https:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/SalesInvoice-298x300.jpg 298w, https:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/SalesInvoice-150x150.jpg 150w, https:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/SalesInvoice-100x100.jpg 100w, https:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/SalesInvoice-140x140.jpg 140w\" sizes=\"auto, (max-width: 520px) 100vw, 520px\" \/><\/p>\n<p><strong>Notes On Producing A Sales Invoice\/Credit Note.<\/strong><\/p>\n<p><strong>Header Information.<\/strong><\/p>\n<p><strong>Copy Existing Entry.<\/strong><\/p>\n<p>This button allows the information from a different Sales Book entry to be taken and used in a new entry. \u00a0When the button is pressed you are asked for both the Reference Number and the Account Code of the invoice to be copied. \u00a0With this information the Big Red Cloud\u00ae\u00a0fills in the details of the new invoice which can then be edited if necessary and saved.<\/p>\n<p><strong>Date.<\/strong><\/p>\n<p>Enter the Invoice\/Credit Note date. \u00a0As described earlier, the program attaches more importance to the month of entry than it does to the date of the transaction. \u00a0However, the date you enter here can be important because in the Sales Ledger (unlike in the Sales Book) Invoices are listed in transaction date sequence.<\/p>\n<p><strong>Invoice\/Credit Note.<\/strong><\/p>\n<p>This box defaults to\u00a0Sales Invoice. \u00a0When entering a Credit Note change to \u2018Sales Credit Note\u2019 by clicking on the arrow to the right and selecting\u00a0Sales Credit Note.<\/p>\n<p><strong>Number.<\/strong><\/p>\n<p>The next sequential Invoice Number is displayed and can be overwritten.<\/p>\n<p>If you have chosen to have the Invoice Number assigned as the transaction is saved then \u2018AUTO\u2019 is displayed instead and cannot be changed. \u00a0To change this option see Setup \/ Reference Settings.<\/p>\n<p><strong>Note:<\/strong> When the Invoice Number is changed manually, the system will treat the \u2018new\u2019 invoice number as the new start point. \u00a0To return to the original \u2018next number\u2019 you should overwrite it and thereby \u2018reset\u2019 the sequence.<\/p>\n<p><strong>Your Reference.<\/strong><\/p>\n<p>This box may be used to record any Customer Reference Number or Name such as their Purchase Order Number, the Name of the person who ordered the goods <em>etc.<\/em>\u00a0 Depending on which Invoice Layout you select this may print out with the description \u201cP.O. Number\u201d or \u201cYour Ref.\u201d<\/p>\n<p><strong>Our Reference.<\/strong><\/p>\n<p>This box may be used for any additional reference you may wish to enter, <em>e.g.<\/em> your Delivery Docket Number or the Sales Representative who took the order <em>etc.,<\/em> details such as their Purchase Order Number, the Name of the person who ordered the goods <em>etc.<\/em>\u00a0 Depending on which Invoice Layout you select this may print out with the description \u201cDelivery Docket No.\u201d or \u201cOur Ref.\u201d<\/p>\n<p><strong>VAT Type.<\/strong><\/p>\n<p>If the Invoice you are creating is in respect of goods\/services supplied\u00a0within\u00a0the same state and is subject to VAT in the normal way, <em>i.e.<\/em> it is a\u00a0Domestic\u00a0transaction, then you need take no action, simply move on.<\/p>\n<p>If the Invoice is for goods\/services delivered\u00a0outside\u00a0the state then you will need to change it. From the drop-down list point-and-click at whichever of the two alternatives is appropriate:<\/p>\n<table>\n<tbody>\n<tr>\n<td>Other EU.<\/td>\n<td>Sale is to another EU state.<\/td>\n<\/tr>\n<tr>\n<td>Foreign \u2013 Non EU.<\/td>\n<td>Sale for export to anywhere other than the EU.<\/td>\n<\/tr>\n<tr>\n<td>VAT Exempt.<\/td>\n<td>Customer is VAT Exempt.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>It is important that all\u00a0Non-Domestic\u00a0transactions are correctly coded so as that the VAT Return figures for Other EU and Foreign Sales are correct.<\/p>\n<p><strong>Account.<\/strong><\/p>\n<p>You must enter a Customer\u2019s A\/C Code. \u00a0Press F7 or click on the arrow on the right to see a list of Customers or add a new one.<\/p>\n<p>Once you enter a Sales Ledger A\/C Code the relevant Customer\u2019s name will automatically display on the line adjacent to this box. \u00a0The remainder of the Address (or Delivery Address, where relevant) will display on the other lines.<\/p>\n<p><strong>Comments.<\/strong><\/p>\n<p>If required, type in whatever words or phrases you wish into this one line box. \u00a0Depending on which Invoice Layout you select, these Comments are printed in different places on the Invoice. \u201cTerms: Net 30 Days\u201d is a typical example.<\/p>\n<p><strong>User Defined Fields.<\/strong><\/p>\n<p>If relevant, complete either or both of these boxes.<\/p>\n<p><strong>Line Items.<\/strong><\/p>\n<p>To add a Line Item click on the\u00a0Add\u00a0button.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-21357\" src=\"http:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/sale_inv_lineitem.jpg\" alt=\"\" width=\"543\" height=\"328\" srcset=\"https:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/sale_inv_lineitem.jpg 543w, https:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/sale_inv_lineitem-300x181.jpg 300w\" sizes=\"auto, (max-width: 543px) 100vw, 543px\" \/><\/p>\n<p>The screen to Add a New Line Item to an Invoice.<\/p>\n<p><strong>Product.<\/strong><\/p>\n<p>Product code is not mandatory. \u00a0Details of a line item can be entered without a Product Code.<\/p>\n<p>Enter the Product Code directly or look up Products by clicking on the down-arrow to the right of the field.\u00a0 All the details entered when the product was set up will appear, and can be adjusted for this invoice, if necessary.<\/p>\n<p><strong>Details.<\/strong><\/p>\n<p>Enter up to eight lines of Detail to describe the Product or Service sold to the Customer. \u00a0If you entered a Product Code above, the stored description will be entered for you. \u00a0You can amend the displayed description if you wish.<\/p>\n<p><strong>Tip:<\/strong> You cannot leave blank lines in the middle of the description. \u00a0If you wish to leave a gap it is recommended you enter an asterisk<strong> *<\/strong> or a full stop at the beginning of an otherwise blank line.<\/p>\n<p><strong>Quantity.<\/strong><\/p>\n<p>The program defaults to showing a Quantity of one. \u00a0In all circumstances a Quantity must be entered.<\/p>\n<p>For Credit Notes the default Quantity must be a minus quantity.<\/p>\n<p><strong>Unit Price.<\/strong><\/p>\n<p>Enter the Unit Selling Price, excluding VAT, of the Product or Service sold. \u00a0If you entered a Product Code above the stored Unit Selling Price will be entered for you, though you can amend it if you wish. \u00a0If you have opted to allow a previously setup product to allow gross pricing, you will find that the net amount has been calculated into this box from the gross amount set for that product.<\/p>\n<p><strong>VAT Rate.<\/strong><\/p>\n<p>Accept the displayed VAT Rate for this Product Code or select the appropriate rate from the\u00a0drop-down\u00a0list.<\/p>\n<p>The\u00a0Net Amount,\u00a0VAT Amount\u00a0and\u00a0Gross Total\u00a0boxes are automatically updated.<\/p>\n<p><strong>Analysis Categories.<\/strong><\/p>\n<p>Analyse the Net Amount of this Product\/Detail line into one (or more) of the various analysis headings. \u00a0The program will not allow you to proceed until the total of the Analysis Category amounts equals the Net Amount.<\/p>\n<p><strong>Tip:<\/strong> When entering amounts in the Analysis Categories, the full or remaining unallocated amount can be entered into the box you are currently at by pressing the\u00a0Page Down (PgDn) key.<\/p>\n<p>If you have to add additional Line Items to the Invoice, repeat the procedure described above.<\/p>\n<p>The original Add a Sales Invoice\/Credit Note screen with the\u00a0Header\u00a0information will then display a line-by-line summary of the\u00a0Details\u00a0you have just entered. \u00a0Towards the bottom right-hand-side you will see the Invoice\u2019s Total Net, Total VAT and (Gross) Total. \u00a0If you require to\u00a0Add\u00a0further items you may do so. \u00a0To\u00a0Change\u00a0or\u00a0Delete\u00a0any of the items, highlight whichever line\/item is appropriate and proceed.<\/p>\n<p>You can now either\u00a0Save,\u00a0Print\u00a0or\u00a0Cancel\u00a0the Invoice:<\/p>\n<ul>\n<li>Save\u00a0has the effect of immediately entering the Invoice details into the Sales Book and the Sales Ledger.<\/li>\n<li>Print\u00a0saves the Invoice and then Prints the invoice directly to the default printer.<\/li>\n<li>Cancel\u00a0cancels this Invoice and makes no entries in the system.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Sales Invoices\u00a0have a detail line for each item sold. \u00a0This is required to produce a Sales Invoice for the 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