Overview of invoices and credit notes
Menu path
Invoice ➔ Entries ➔ Invoices
Introduction
You can create, edit, and delete sales invoices, credit notes, commission invoices and/or point-of-sales (POS) invoices. A sales invoice is created when a sales order has been completed. For more information, see Overview of sales orders. However, it is also possible to create an invoice before a sales order is completed or even without a sales order.
Meanwhile, a credit note (also known as a credit invoice) is created to correct a sales invoice that has been processed or when items from a sales invoice have been returned. A commission invoice is generated to allow the payment of commission to anyone who is entitled to it after completing a sales transaction, while a POS invoice is generated via E-POS.
This overview displays all sales invoices, credit notes, commission invoices, and/or POS invoices that have been created but not processed. From this overview, you can:
- record notes,
- view and/or add attachments to the selected invoice or credit note,
- view the debtor card of the customer,
- view the sales order of the selected invoice or credit note,
- change the invoice code of the selected invoice or credit note,
- create multiple copies of invoice or credit note to other customers,
- create duplicate copies of invoices based on processed invoices,
- modify the information of the selected invoice or credit note, or
- delete the selected invoices and/or credit notes.
What version are you using?
The information in this document is applicable to product update 390 and higher. If you have versions lower than this, certain features explained here will not be applicable.
How do I view the overview?
- In the Invoice / Entries / Invoices screen, define the relevant criteria.
- Click Search.
Fields
Search
Click this to search for sales invoices, credit notes, commission invoices, and/or POS invoices based on the defined criteria.
Clear
Click this to clear the defined criteria.
Number of rows
Type the number of rows to be displayed for each page. If you have set the default number of rows to 10, then 10 rows will be displayed. Therefore, if you have more than 10 rows listed, the Previous and Next buttons become available.
Previous
Click this to return to the previous page.
Next
Click this to go to the next page.
Warehouse
Select the warehouse to display invoices and/or credit notes belonging to the selected warehouse. Alternatively, you can select All to display invoices and/or credit notes belonging to any warehouse.
Note: This is available only if you have E-Warehouse Management in your license.
Selection code
Type or select the selection code to display invoices and/or credit notes with the selected selection code.
Our ref.
This refers to our reference number. Type a full or partial your own reference number (internal reference number) to display invoices and/or credit notes that match the entered reference number.
Order
Type or select a sales order number to display the invoices and/or credit notes of the selected sales order.
Trs.date, to
This refers to the transaction date. Type or select a transaction date or a date range in which the invoice and/or credit notes were created. Alternatively, you can select the All check box to display invoices and/or credit notes created on any date.
Note: Typing or selecting only the start date display invoices and/or credit notes that are created on and after the selected date. Typing or selecting only the end date will display invoices and/or credit notes that are created on and before the selected date.
Your ref.
Type a full or partial customer’s reference to display invoices and/or credit notes that match the entered reference.
Invoice to
Type or select the ID or name of the customer who will be receiving the invoices and/or credit notes.
Ordered by
Type or select the ID or name of the customer to display invoices and/or credit notes of sales order(s) placed by the selected customer.
Description
Type a partial or full description to display invoices and/or credit notes that match the entered description.
Type section
Sales invoice / Credit note / Commission invoice / POS
In this section, select the type of invoice you want to display. You can select more than one option. The following options are available:
- Sales invoice — Normal sales invoices registered at Invoice ? Entries ? Invoices
- Credit note — Credit notes registered when sold items are returned.
- Commission invoice — Commission invoices generated with E-Commission invoices. This option is only shown if you have E-Commission invoices in your license.
- POS — Invoices generated with E-POS. This option is only available if you have E-POS in your license.
Buttons
Note
Click this to type a note or view the notes that are recorded for the selected invoice or credit note. For more information, see Creating and maintaining notes.
Note: This is enabled only if you have selected a line.
Attachment
Click this to attach a new document or view the documents that are attached to the selected invoice or credit note. For more information, see Viewing attached documents.
Note: This is enabled only if you have selected a line.
Card
Click this to view the selected debtor’s transactions. For more information, see Viewing debtor cards.
Note: This is enabled only if you have selected a line.
Change
Click this to change the invoice code of the selected invoice or credit note. When the Invoice codes screen is displayed, type or select the invoice code to be changed to, and then click Save.
Sales order
Click this to view the sales order that is linked to the selected invoice or credit note.
Note: This is only available if the invoice has been generated from E-Sales Order.
Credit note
Click this to create a new credit note. For more information, see Creating credit notes based on invoices.
Multiple
You can replicate invoices or credit notes with the same details for many debtors by selecting an existing invoice or credit note and then click Multiple. For more information, see Generating multiple invoices.
Copy
Click this to view the list of processed invoices from the invoice history. When the Invoice history screen is displayed, select the invoice you want to copy and then click Copy to copy the details in the invoice to a new invoice. For more information, see Copying invoices.
Delete
Click this to delete the selected invoice and/or credit note.
Note: This is enabled only if you have selected a line. To delete the EDI invoice, you will need to have function rights Delete invoices and To maintain EDI entry. Those with only functions rights Delete invoices will not be able to delete the EDI invoices, and when the Delete button is clicked, a warning message "No rights to delete the EDI invoice" will be displayed.
Open
Click this to view and edit the selected invoice or credit note. For more information, see Creating and maintaining sales invoices or Creating and maintaining credit notes.
Note: This is enabled only if you have selected a line.
New
Click this to create an invoice. For more information, see Creating and maintaining sales invoices.
Close
Click this to exit.
Related documents
| Main Category: |
Attachments & notes |
Document Type: |
Online help main |
| Category: |
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Security level: |
All - 0 |
| Sub category: |
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Document ID: |
30.046.421 |
| Assortment: |
Exact Globe
|
Date: |
01-04-2021 |
| Release: |
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Attachment: |
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| Disclaimer |