It is usually a business procedure to produce invoices for your customers when they purchase items or utilized services. An invoice is a legal document detailing the items or services sold to the customer and the total amount that your customer needs to pay for the items or services. It serves as a record of sales for you and a record of expenses for your customer. In Exact Globe Next, you can invoice your customers by creating sales invoices. The details of sales invoices can be modified at any time before the invoices are printed and processed.
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.
This document consists of the following sections:
- Sales invoice header
- Sales invoice lines
- Sales invoice process flow
This document describes creating a sales invoice. When you are creating a sales invoice, some of the columns are pre-filled with the information extracted from the debtor, item, or people maintenance. If the fields or columns are still enabled once they are pre-filled, you may edit the information by typing or selecting different information. You may also modify an existing sales invoice using the same method if the fields or columns can be edited.
Sales invoice header
A list of options appears if you click the Browse icon in the Ordered by, Person, and other fields. From the list, select an option and click Select.
Invoice code
Type or select the invoice code for the sales invoice. The invoice code will determine the type of invoice that you are creating and differentiate it from other types of invoices. The type of invoice with the selected invoice code will be shown in red text next to the box. This is mandatory. For more information on how to create and maintain invoice codes, see Creating and maintaining invoice codes.
Note: Upon typing or selecting the invoice code, this is disabled and thus cannot be edited. This is disabled if you are maintaining a sales invoice.
Ordered by
Type or select the ID or name of the customer who has placed the order. This is mandatory. If the status of the selected customer is Inactive and you have selected Ask user at Order debtor:Status in the columns settings, a message will be displayed asking whether you want to continue. Click Yes to continue or click No to select another customer. If the status of the selected customer is Blocked, a message will be displayed to inform the status of the customer. Click OK to continue. This applies to all legislations except the US and Canadian legislations. For more information on column settings, see Customizing columns for invoice or credit note lines.
Note: This is enabled only if you have selected an invoice code at Invoice code.
Delivery to
Type or select the ID or name of the customer to deliver the invoice to. By default, this is pre-filled with the customer at Ordered by. This is mandatory.
Note: This is enabled only if you have selected a customer at Ordered by.
Invoice to
Type or select the ID or name of the customer who will be receiving the invoice. By default, the debtor selected at Invoice debtor at the debtor maintenance of the customer who places the order (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant debtor, and then click Open, under the Logistics tab for the Simple mode, or under the Financial tab for the Advanced mode) is displayed. Otherwise, the customer selected at Ordered by is displayed. This is mandatory.
Note: This is enabled only if you have selected a customer at Ordered by.
Maintain
Click Maintain to view or edit the details of the selected customer.
Card
Click Card to view the transaction card of the selected customer.
Address
This displays the name and address of the contact person that are specified in the debtor maintenance of the selected customer. You can view or edit the contact person and address by clicking the Address icon. For more information on maintaining addresses, see Maintaining addresses in invoices or credit notes.
SO no., Our ref.
This displays the sales order number of the sales invoice upon typing or selecting the invoice code and pressing the TAB key. The number at SO no. follows the sequence defined at Sales order number at System ➔ General ➔ Settings, under Number settings.
Our ref. displays the internal reference number of the invoice and generated depending on the option selected at At entry at Assign invoice numbers at System ➔ General ➔ Settings, under Invoice settings:
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If you have selected At entry, the internal reference number will be automatically filled in when you create the sales invoice.
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If you have selected At trial print, the reference number will be generated when you start to print a trial copy of the sales invoice.
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If you have selected At final print, the reference number will be generated by the system when you start to print the sales invoice. When the invoice fails to be printed for any reason, the next invoice to be printed will be assigned to the next available invoice number.
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If you have selected At final print (Single-User mode), the reference number will be generated by the system when you start to print the sales invoice and only if the printing is successful. When this option is selected, simultaneous invoice printing will no longer be allowed.
Note: The internal reference number follows the sequence number defined at Invoice number at System ➔ General ➔ Settings, under Number settings if you clear the Invoice code/journal link check box under Invoice settings. If you want the number to follow the sequence number of the journal that is indicated in the invoice code, select the Invoice code/journal link check box.
Transaction date
Type or select the date of transaction. If you are creating a new invoice, this is pre-filled with the current system date defined at Default date (go to File, click Open company, and then click Advanced). If you are modifying an existing invoice, the transaction date is pre-filled with the date that the invoice is created.
Note: This is enabled only if you have selected a customer at Ordered by.
Your reference
Type the customer’s reference for the invoice. This is mandatory.
Note:
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This is enabled only if you have selected a customer at Ordered by.
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The field will display the customer reference number recorded in the Hour planning and realize, Travel expenses, or Material and expenses requests exported by the Exact.Timesheet.Core background up to 30 characters only, regardless of the number of characters in the original reference number.
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If the customer reference number is not available in the request, a new meaningful number will be proposed and displayed in the column, in the Exact Synergy Enterprise (ESE) invoice format. For example, if an ESE invoice number is "1234", then the column will display "Synergy invoice 1234". To ensure that the number is meaningful, if the invoice number exceeds 14 characters, the word "Synergy invoice" will be truncated while the invoice number will be displayed completely.
Person
Type or select the ID or name of the person that handles the invoice. By default, the person defined at Representative at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant debtor, and then click Open, under the Logistics tab for the Simple mode, or under the Marketing tab for the Advanced mode) is displayed. This is mandatory.
Note: This is enabled only if you have selected a customer at Ordered by.
Description
Type the description of the invoice. Once the invoice is processed, this description will be displayed in the debtor transaction card.
Note: This is enabled only if you have selected a customer at Ordered by.
Warehouse, Shipping via
If the sales invoice is generated from E-Sales Order, the Warehouse field is pre-filled with the warehouse that issues the item(s) and is disabled. However, if you are creating an invoice, this field is blank and disabled.
Type or select a shipping method at Shipping via to deliver the item(s). By default, the shipping method defined at Shipping via at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant debtor, and then click Open, under the Logistics tab for the Simple mode, or under the Financial tab for the Advanced mode) is displayed. Otherwise, the shipping method defined at Shipping via at System ➔ General settings ➔ Settings, under Invoice settings will be displayed. This is mandatory.
Note: Shipping via is enabled only if you have selected a customer at Ordered by.
Conditions
Click this to define and view additional details for the sales invoice. For more information, see Invoice and credit note conditions.
Note: The EDI order check box will be available and selected by default when the EDI order check box under the Sales order data section is selected and when the EDI sales order is fulfilled and it cannot be edited. You will also see the EDI information button but the EDI information cannot be edited.
Pricelist: Debtor
This displays the price list of the selected debtor selected at Pricelist at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant debtor, and then click Open, under the Logistics tab for the Simple mode, or under the Financial tab for the Advanced mode). If there is a price list defined, you can view the items in the specified price list and other price lists by clicking the Browse icon. This is disabled and thus cannot be edited.
Pricelist: Invoice debtor
This displays the price list of the selected invoice debtor selected at Pricelist at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant debtor, and then click Open, under the Logistics tab for the Simple mode, or under the Financial tab for the Advanced mode). If there is a price list defined, you can view the items in the specified price list and other price lists by clicking the Browse icon. This is disabled and thus cannot be edited.
Sales invoice lines
Type or select the item(s) ordered by the customer and fill in the necessary information under the respective columns when entering the sales invoice lines. A list of options appears if you press F2 in the Item column, Pricelist column, and other columns. From the list, make your selection and click Select.
Note: It is possible that not all columns in this example are displayed. You can add or remove the columns as required by clicking the Columns icon at the toolbar. For more information on how to specify the columns, see Customizing columns for invoice or credit note lines.
Item
Type or select the item(s) ordered by the customer. For more information, see Selecting items in invoices and credit notes.
Note: If the selected item has the text attribute setting turned on (the Text check box in the item maintenance is selected), the Enter text item box will be displayed with the text filled in once you press TAB. The text displayed is based on the text entered in the Basics tab under the Text section in the item maintenance. You have the option to edit the text, or just click OK without changing the text.
For more information on other columns such as Description and Pricelist, see Customizing columns for invoice or credit note lines.
Sales invoice process flow
Once a step is completed, you will see a green check mark and the completion date under the corresponding process step. However, it is not necessary to go through all steps in the process flow. For example, if you are creating a sales invoice manually, the process flow will begin from Invoiced and the steps before it will be skipped. You will see a red cross under the corresponding icon if a step is not completed.
Authorised
Click this to change the authorization status of the sales invoice. You can also authorize sales invoices at Invoice ➔ Entries ➔ Authorise. For more information, see Authorizing invoices.
Note: This is available if you have selected the Authorise invoices check box at System ➔ General ➔ Settings, under Invoice settings.
Processed
Click this to begin printing and processing the invoice. You can also print and process invoices at Invoice ➔ Entries ➔ Print / Process. For more information, see Printing and processing invoices.
Paid
This is disabled. For more information on how to make payments, see Entering payments and receipts.
Net
Click this to view the related information of the net price such as the cost price and margin. The amount next to this button is the total net price of the invoice.
Taxes
Click this to view the information of the taxes. The amount next to this button is the total tax amount of the invoice.
Specific
Click this to view the related information of the discounts or extra charges. The amount next to this button is the total discount or extra charges.
Total
Click this to view the related information of the sales invoice such as the payment reference and cash instrument. The amount next to this button is the total amount including the taxes and the extra charges of the invoice.