Menu path
Go to Invoice ➔ Entries ➔ Invoices, select a sales invoice or credit note and click Open. Then, click Conditions.
Introduction
This document provides the information on how to define payment conditions or add extra information to the sales invoices and/or credit notes. To define conditions for an existing sales invoice and/or credit note, go to Invoice ➔ Entries ➔ Invoices, select a sales invoice or credit note and click Open. Then, click Conditions. To define conditions for a new sales invoice or credit note, click Conditions when creating a sales invoice or credit note. For more information on how to create sales invoices and credit notes, see Creating and maintaining sales invoices and Creating and maintaining credit notes respectively.
You can also define conditions for direct invoices and/or direct credit notes. To define conditions for an existing direct invoice or direct credit note, go to Invoice ➔ Entries ➔ Direct invoices, select a direct invoice or direct credit note and click Open. Then, click Conditions. To define conditions for a new direct invoice or direct credit note, click Conditions when creating a direct invoice or direct credit note. For more information on how to create direct invoices and credit notes, see Creating and maintaining direct invoices and Creating and maintaining credit notes respectively.
Fields
The Invoice data screen will be displayed once you have clicked Conditions in the Sales invoices, Direct invoices, or Direct credit note screen. A list of options appears if you click 
at Currency, Payment condition, and other fields. From the list, select an option and click Select.
Payment data section
Currency
Type or select a currency code for the invoice or credit note to be processed. By default, the currency code displayed is based on the Currency defined for the invoiced debtor at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant invoiced debtor, and then click Open), under the Financial tab in the General section. This is mandatory. When creating a sales credit note based on an invoice, this is disabled for selection if you have selected the Credit note: Copy invoice Xrate check box at System ➔ General ➔ Settings, under Invoice settings. This means the currency and exchange rate for the credit note that you are creating will follow the currency and exchange rate of the original invoice.
Payment condition
Type or select a payment condition code for the invoice or credit note to be processed. By default, the payment condition displayed is based on the Payment condition defined for the invoiced debtor at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant invoiced debtor, and then click Open), under the Financial tab in the General section. This is mandatory. For more information on how to customize payment conditions, see Creating and maintaining payment conditions.
Credit line
Click this to view all the invoices and/or credit notes, payment history, and outstanding amount of the invoiced debtor.
Note: The amount of the current invoice is not included in these
amounts.
Edit
Click 
Edit to change the payment terms for the sales invoice. For more information, see Creating and maintaining payment conditions in invoices.
Note: This icon is available only if you are defining conditions for sales invoices.
Delete
Click 
Delete to delete the selected payment term line.
Note: This icon is available only if you are defining conditions for sales invoices.
Invoice data section
Description 1/2/3
Type the description to be printed on the invoice or credit note.
Note: The description(s) will be printed only if the layout for Description 1, Description 2, and/or Description 3 is defined for Invoice and Direct invoice at System ➔ General ➔ Settings, under Documents settings.
Extra description
Type or select the extra description item code to be printed on the invoice or credit note. By default, the extra description displayed is based on the Extra description defined at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant invoiced debtor, and then click Open), under the Financial tab (for the Advanced mode) or the Logistics tab (for the Simple mode).
Note: The extra description will be printed if the layout for Extra description is defined for Invoice and Direct invoice at System ➔ General ➔ Settings, under Documents settings.
Ordered
The ordered date is the sales order date for the invoice or credit note or the transaction date of the direct invoice. To edit this date, type or select a different date. The ordered date of a direct invoice is the same date as its fulfillment date (when the items are delivered to the customers).
Fulfillment date
The fulfillment date is the fulfillment date specified in the invoice or credit note. To edit this date, type or select a different fulfillment date. A dialog box will be displayed asking if you want to change the fulfillment date in the invoice or credit note lines.
EDI order
This check box will be available and selected by default when the EDI check box under the Sales order data section is selected and when the EDI sales order is fulfilled and it cannot be edited.
EDI information
This button will be available when the EDI check box under the Sales order data section is selected and when the EDI sales order is fulfilled and the EDI information cannot be edited.
Apply: Linked charges
Select this check box to include the amount of the environmental charges or tax in the invoice or credit note. This amount is applied only if one invoice line or more contains a sales item that is linked to a phantom item. The phantom item is defined at Extra charges at the item maintenance of the sales item (go to Invoice ➔ Items ➔ Maintain, select the relevant item, and then click Open, under the Extra tab in the Extra section). The amount will affect the total amount of the invoice or credit note and is calculated per item.
Sales employees
Select this button to view or maintain the sales employees linked to the invoice or credit note and edit the sales commission percentage.
Note: This is available only if you select the Use sales commission check box in the Sales commissions section of Order settings. For more information, see Order settings.
Analytical group section
Cost center
Type or select the cost center of the resource who handled the sales invoice, direct invoice, or credit note. By default, the cost center displayed is based on the cost center the resource was assigned to at System ➔ Finance ➔ Cost centers/units ➔ Cost centers, under the Resources tab.
Selection code
Type or select the selection code for the sales invoice, direct invoice, or credit note. By default, the selection code displayed is based on the Selection code defined at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant invoiced debtor and then click Open), under the Marketing tab (for the Advanced mode) or the Logistics tab (for the Simple mode). For more information on how to customize selection codes, see Creating and maintaining selection codes.
Project code
Type or select the project for the sales invoice, direct invoice, or credit note.
Note: The Project code box is available only if you have E-Project in your license.
Gross weight
Type the estimated weight of all the items in the invoice or credit note to be printed on the sales invoice, direct invoice, or credit note. By default, “0.00” is displayed in the box.
Note: The gross weight will be printed only if the layout for Gross weight is defined for Invoice and Direct invoice at System ➔ General ➔ Settings, under Documents settings.
Net weight
Type the total weight of all the items in the invoice to be printed on the sales invoice, direct invoice, or credit note. By default, “0.00” is displayed in the box.
Note: The net weight will be printed only if the layout for Net weight is defined for Invoice and Direct invoice at System ➔ General ➔ Settings, under Documents settings.
Route
Type the number of routes that will have to be taken from the warehouse to reach the customer for the items in the invoice. This will be printed on the invoice.
Note: The number of routes will be printed only if the layout for Route is defined for Invoice and Direct invoice at System ➔ General ➔ Settings, under Documents settings.
Packages
Type the total number of packages or items in the invoice to be printed on the sales invoice, direct invoice, or credit note. By default, “0” is displayed in the box.
Note: The number of packages will be printed only if the layout for Packages is defined for Invoice and Direct invoice at System ➔ General ➔ Settings, under Documents settings.
Free fields
Click this to define analytical values for the invoice or credit note to be printed on the invoice or credit note. For more information on how to customize free fields, see Maintaining free fields.
Button
Close
Click this to exit and return to the invoice or credit note entry screen.
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