Exact Globe+

Customizing columns for invoice or credit note lines

Menu path

Go to Invoice ➔ Entries ➔ Invoices, Invoice ➔ Entries ➔ Direct invoices, or Invoice ➔ Entries ➔ Recurring Invoices ➔ Enter, and then click Open or New.

Introduction

This screen is displayed once you click Columns in the Sales invoices, Direct invoices, Recurring invoices, or Enter credit notes screen. To display the Enter credit notes screen, click the Credit Note button available in the Sales invoices or Direct invoices screen.

This section refers to the columns in the invoice or credit note lines. If you want certain columns to be available in the invoice or credit note lines, select the relevant check boxes for the columns. For example, if you want the Long description column to be available in the invoice or credit note line, select the Long description check box.

Fields

Description

Type a description of the selected item. By default, the description displayed is defined at Description at the item maintenance (go to Invoice ➔ Items ➔ Maintain, select the relevant item, and then click Open). The description can be edited.

Long description

The long description displayed is based on the description defined under the Text section at the item maintenance (go to Invoice ➔ Items ➔ Maintain, select the relevant item, and then click Open), in the Basics tab. This column cannot be edited.

Extra description

The extra description displayed is based on the description defined at Extra description at the item maintenance (go to Invoice ➔ Items ➔ Maintain, select the relevant item, and then click Open), in the Basics tab. The Extra item description box will be displayed when you click to show the extra description. will be available in the invoice or credit note line only if you have filled in the information at Extra description under the Invoice data section (click Conditions in the invoice and/or credit note entry screen) and if the extra description is filled in at the item maintenance for the item.

Warehouse

Type or select the code of the warehouse where the selected item is issued. This information is mandatory. By default, the warehouse code displayed is the warehouse based on the warehouse defined at Warehouse in the direct invoice header.

Note: The Warehouse check box is available only if you have E-Warehouse Management in your license and if you are defining the columns for direct invoices.

Pricelist

Type or select a price list of the selected item. This information is mandatory. For more information, see Creating and maintaining price lists.

Note: If a price agreement has been created for the debtor who placed the order, the Pricelist for the selected item will be defaulted to the price agreement (only if the selected item is included in the price agreement). If there are three or more price lists for the item, a list of all the price lists for the item will be displayed for selection. If there is no price agreement for the selected debtor or no price list is created for the item, the Pricelist will be defaulted to the sales price of the item (based on the Sls. price at Invoice ➔ Items ➔ Maintain, in the Basics tab).

Quantity

Type the quantity of the selected item ordered by the customer. By default, “0” is displayed.

Unit

This column cannot be edited. The unit displayed is based on the unit defined at Sls. unit at the item maintenance (go to Invoice ➔ Items ➔Maintain, select the relevant item, and then click Open), in the Basics tab.

Fulfillment date

Type or select the date that the selected item will be delivered to the customer. By default, the fulfillment date follows the current date (system-generated).

Sales price

By default, this column displays the sales price of the selected item, which is based on the Sls. price defined at Invoice ➔ Items ➔ Maintain, in the Basics tab. This column can be edited if the Sls. price is not defined or is set at 0.00, and the user has the function rights To change the gross price. The function rights can be given to users at System ➔ HR & Security ➔ User rights.

Disc. %

This column displays the discount for the selected item. By default, the discount displayed depends on the Pricelist selected. This column cannot be edited.

Disc. % (Extra)

Type the extra discount to be given to the customer for the selected item. By default, the extra discount displayed is based on the Discount defined at the debtor maintenance (go to Finance ➔ Accounts receivable ➔Maintain, select the relevant debtor, and click Open), in the Financial tab under the General section for the Advanced mode.

Note: The Disc. % (Extra) column for the selected item is enabled only if the No discount check box at Invoice ➔ Items ➔ Maintain, in the Purchase/Sales tab is not selected.

Total discount %

Type the total discount given to the customer for the selected item.

Note: The calculation of the total discount depends on the method of calculation defined at Discount calculation under the Entry section at System ➔ General ➔ Settings, in Order settings, or in Invoice settings if you do not have E-Sales Order in your license.

Net price

Type the net price of the selected item. By default, the net price is the sales price of each item minus the total discount for each item.

Note: The Net price column for the item is enabled only if the No discount check box at Invoice ➔ Items ➔ Maintain, in the Purchase/Sales tab is not selected.

VAT

Type or select the tax code of the selected item. This information is mandatory. By default, this check box is selected to display the tax amount of the selected item. The tax amount is specified at VAT at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain , select the relevant debtor, and then click Open) in the Financial tab under the VAT section. Otherwise, the tax defined at Sales VAT code at Invoice ➔ Items ➔ Maintain, in the Basics tab will be the default selection. For more information, see Creating and maintaining tax codes.

Amount

This column displays the amount of the selected item based on the net price of the item excluding VAT amount multiplied by the quantity of the items. This column cannot be edited.

Amount = Net price x Quantity

Note: The Amount column for the item is enabled only if the No discount check box at Invoice ➔ Items ➔ Maintain, in the Purchase/Sales tab is not selected.

Cost price

Type or edit the cost price of the selected item. By default, the cost price displayed is based on the Cost price at Invoice ➔ Items ➔ Maintain, in the Basics tab.

Markup %

This column displays the markup percentage of the selected item. This column cannot be edited.

Line charges

This column displays the total line charge amount that is applied to the respective invoice or credit note line based on the criteria defined at System ➔ Logistics ➔ Charges/Discounts. This column cannot be edited. For more information, see Creating and maintaining charges or discounts.

Note: This check box is available only if you have E-Charges & Discounts included in your license and if you are defining the columns for sales invoices, direct invoices, and credit notes.

Charge details

Select this check box to display the Charges column in the Sales invoices, Direct invoices, or Enter credit notes screen. You can click displayed in the Charges column to display the Line charges screen and view the details of the relevant line charge(s) that has been applied to the respective invoice or credit note line.

Note: This check box is available only if you have E-Charges & Discounts included in your license and if you are defining the columns for sales invoices, direct invoices, and credit notes.

Destination country

This column displays the destination country of the selected item. If the Intrastat settings have been enabled and the country filled in is from another European Union country, the INTRASTAT data screen will be displayed. For more information, see Creating and maintaining intrastat for direct invoices.

Note: The Destination country column is available only if you are defining the columns for direct invoices.

Project code

Type or select the project code of the selected item.

Person

Type or select the person who is in charge of the invoice for the selected item. This information is mandatory. By default, the person defined at Person in the invoice or credit note header is displayed.

Cost center

Type or select the cost center of the person who is in charge of the selected item. By default, the cost center displayed is specified in the General tab in the people maintenance (go to HR ➔ People ➔ Maintain, select the relevant resource, and then click Open). For more information, see Creating and maintaining cost centers.

Cost unit

Type or select the cost unit of the resource who is in charge of the selected item. By default, the cost unit displayed is specified in the General tab in the people maintenance (go to HR ➔ People ➔ Maintain, select the relevant resource, and then click Open). For more information, see Creating and maintaining cost units.

Serial/batch numbers

Type or select the serial or batch number of the selected item. This column is enabled only if the selected item is a serial or batch item.

Note: The Serial/batch numbers check box is available only if you have E-Serie/Batch in your license.

Sales order

This column displays the sales order number of the invoice or credit note. This number is system-generated and is set at System ➔ General ➔ Settings, in Numbers settings. This column cannot be edited.

Amount incl. VAT

This column displays the price of the item after taking into consideration the discount, the quantity, and the VAT amount. This column cannot be edited.

Assortments

Click this if you want the assortment columns of the selected item to be displayed in the invoice or credit note lines. Select the assortment(s) that you want to display, and click OK. The assortment column(s) cannot be edited. For more information, see Creating and maintaining assortments.

EDI

This EDI check box displays five new columns, EDI line sequence number, Customer PO line number, Cancel date, Early ship date, Requested ship date, SAC amount, and Details. These coumns with the relevant information are available only in the Enter invoice screen when an EDI sales order is fulfilled but the information cannot be edited. You can also view information on the SAC discounts/charges when you click the Zoom icon in the Details column in the Enter invoice screen.

Request ID

Click this if you want to display the Request ID column. If the invoice is generated by exporting the Hour planning and realize, Invoice terms, Travel expenses, or Material and expenses requests from Exact Synergy Enterprise to Exact Globe Next by the Exact.Timesheet.Core background, the column will display the ID of the request.

Settings: Dialog section

Under this section, you can set the messages that you want to be displayed in the invoice/credit note entry screen for certain changes made to the invoices/credit notes to warn the person creating/modifying the invoices/credit notes of the changes before proceeding with the changes. Select Always to always proceed with the changes without displaying a message, select Never to never proceed with the changes and no message will be displayed, or select Ask user if you want the message to be displayed for the changes made to the invoice or credit note before proceeding with the changes.

Update: Debtor data?

The Update: Debtor data message is displayed if the information at Invoice to, Currency (under the Payment data section when you click Conditions), Person (in the invoice or credit note header), Shipping via, and/or Selection code (under the Analytical group section when you click Conditions) differ from the information that have been defined for the debtor at Finance ➔ Accounts receivable ➔ Maintain. Click Yes if you want the changes made to be updated to the corresponding debtor maintenance, or click No to change the details only in the invoice or credit note.

New price list : Create?

The New price list : Create message is displayed if changes are made to the Disc. % (Extra), Total discount %, Net price, and/or Amount columns. Click No if you do not want to create a new price agreement. If you click Yes, the Price agreement screen will be displayed for you to create a new price agreement. For more information, see Creating price agreements via invoice or credit note entry screen.

Calculate: Discount?

The Calculate: Discount message is displayed if changes are made to the Quantity column for items with discount. This function adds up the quantities of all the invoice/credit note lines to get the correct discount for the invoice/credit note lines that have the same item and same price list. Click Yes to calculate the discount for the selected item.

Reset Discount

The Reset: Discount message is displayed if the Ordered by or Invoice to debtor of an invoice/credit note with one or more item is changed. Click Yes to change the pricelist in the Pricelist: Debtor box (if you change the Ordered by debtor) or click Yes to change the pricelist in the Pricelist: Invoice debtor box (if you change the Invoice to debtor).

Note: If the Pricelist column in the invoice/credit note lines consists of pricelist other than Salesprice (standard sales price), the Pricelist column of the item(s) will not be changed (the Pricelist column of the items with standard sales price will be blank).

Document: Already exists

The Document: Already exists message is displayed when you are closing an invoice or a credit note that has all invoice/credit note line(s) deleted but still has document(s) attached to the invoice/credit note. Click Yes to delete the invoice/credit note.

All installment information will be lost

The All installment information will be lost message is displayed if the Invoice to debtor is changed. Click Yes to continue or click No if you do not want to change the Invoice to debtor.

Invoice debtor:Status

The Invoice debtor:Status message is displayed if the status of the Invoice to debtor is blocked or inactive. Click Yes to continue with the invoice/credit note entry. If you click No, you will not be able to continue with the entry unless you select a different Invoice to debtor that is not blocked and active.

Project code:Validation

The Project code:Validation message is displayed if the Project selected (under Conditions under the Invoice data section) is not linked to the Ordered by or Invoice to debtor. Click Yes to continue or click No to select a different project.

Order debtor:Status

The Order debtor:Status message is displayed if the status of the Ordered by debtor is blocked or inactive. Click Yes to continue with the invoice/credit note entry. If you click No you will not be able to continue with the entry unless you select a different Ordered by debtor that is not blocked and active.

Change the date in the lines too?

The Change the date in the lines too message is displayed if the Fulfillment date (under Conditions under the Invoice data section) is changed. Click Yes to reflect the changed date in the invoice/credit note line(s) or click No if you do not want the changed date to be reflected in the invoice/credit note line(s).

Recalculate the currency amounts?

The Recalculate the currency amounts message is displayed if the Currency in the Conditions screen is changed. Click Yes to recalculate the sales price, net price, amount, and cost price of the invoice/credit note lines based on the defined currency, or click No to change the currency of the invoice/credit note but the invoice/credit note amount in the invoice/credit note lines will not be changed.

Update: Address

The Update: address message is displayed if Address in the Ordered by box, Delivery to box, or Invoice to box is clicked and changes are made to the debtor’s address.

Update: Price agreement

The Update: Price agreement message is displayed if the Pricelist column for the selected item (in the invoice/credit note lines) is linked to a price agreement, and changes are made to the Amount of the item. Click Yes if you want the price agreement to be updated with the new amount for the item, or click No if you do not want the price agreement to be updated with the new amount for the item. If you click No, the Price agreement screen will be displayed. Fill in the required boxes if you want to add a new pricelist to the price agreement, otherwise click Close.

Delete entry line?

The Delete entry line message is displayed when ESC is pressed at the selected invoice/credit note line. Click Yes to delete the invoice/credit note line, or click No to return to the invoice/credit note entry screen (the invoice/credit note line will not be deleted).

Copy item’s extra description to the long description?

The extra description filled in at Extra description at the item maintenance (go to Invoice ➔ Items ➔ Maintain, select the relevant item, and then click Open), in the Basics tab will be copied to the description under the Long description column. The extra description can be edited at the Enter text item box displayed when you press the TAB key in the Item column. This is applicable only if the Text check box at Invoice ➔ Items ➔ Maintain, in the Basics tab is selected and Always is selected under this section.

Header charge / discount evaluation

If Ask user is selected, a Header charge / discount evaluation message is displayed upon closing or saving an invoice or credit note entry. Click Yes to execute the header charge or discount evaluation at entry level. The relevant header charges or discounts will be calculated and displayed in the Discount / Extra charges screen if the information on the invoice or credit note header (entry) meets the criteria defined in the Conditions tab at System ➔ Logistics ➔ Charges/Discounts. Click No to exit and close the invoice or credit note entry screen (no evaluation for header charges or discounts will be executed).

Note: If Always is selected at Header charge / discount evaluation, the system will always execute the evaluation for header charges or discounts to be applied at entry level. Select Never if you want to execute the evaluation for header charges or discounts manually after closing or saving the invoice or credit note entry. You can trigger the manual evaluation for header charges or discounts by clicking the Charges/Discounts button in the Discount / Extra charges screen. For more information, see Calculating discounts or extra charges.

Note: This setting is available only if you have E-Charges & Discounts included in your license and if you are defining the setting for sales invoices, direct invoices, and credit notes.

Buttons

Restore defau…

This button refers to Restore defaults. Click this to restore all existing user-defined layout settings created by any user to the default layout settings created by the authorized user.

Note: If there is no default layout settings defined, the system default layout will be automatically defined. This button is available only if the authorized user has the Define default columns layout access right. For more information, see Creating and maintaining roles.

Set as default

Click this to set the default layout settings as the default for all users.

Note: Other users will still be able to change the layout settings. This button is available only if the authorized user has the Define default columns layout access right. For more information, see Creating and maintaining roles.

Default

Click this if you want the mandatory columns to be displayed.

OK

Click this to save the settings and return to the invoice/credit note entry screen.

Select all

Click this to select all the check boxes.