Exact Globe+

Creating and modifying direct invoices

Menu path

Invoice ➔ Entries ➔ Direct Invoices.

Introduction

This document consists of the following sections.

Direct invoice header
Direct invoice lines
Direct invoice process flow

Click New to create a direct invoice or select an existing direct invoice and click Open to modify it. In this document, the description is for creating a direct invoice. When you are creating an invoice, some of the columns are pre-filled with the information extracted from the debtor, item, or resource maintenance. If the boxes 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 existing direct invoice using the same method if the boxes or columns can be edited.

Fields

A list of options will be displayed if you click at Ordered by, Resource, and other fields. From the list, select an option and click Select.

Direct invoice header

Invoice code

This box is disabled. It will be automatically filled in with the direct invoice code that has been defined at Direct invoice code at System ➔ General ➔ Settings, in Invoice settings. You can enable this box to change the direct invoice code if you have selected the Multiple: Direct invoice code check box in the settings. This information is mandatory. The type of invoice with the selected invoice code will be shown in red text next to the box. For detailed instructions on how to create and maintain invoice codes, see Related documents: Creating and maintaining invoice codes.

Ordered by

Type or select the ID or name of the customer that has placed the order. 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. By default, this box is automatically filled with the debtor selected at Direct invoice debtor at System ➔ General ➔ Settings, in Invoice settings.

Delivery to

Type or select the ID or name of the customer to deliver the order to. By default, this box is pre-filled with the customer selected at Ordered by. This information is mandatory.

Note: The Delivery to box is enabled only after the Ordered by customer is defined.

Invoice to

Type or select the ID or name of the customer who will be receiving the invoice. By default, the Invoice debtor defined for the ordered by customer at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain and select the relevant debtor), in the Logistics tab (when in Simple mode) or in the Financial tab (when in Advanced mode) is displayed. Otherwise, the Ordered by customer is displayed. This information is mandatory.

Note: The Invoice to box is enabled only after the Ordered by customer is defined.

Maintain

Click this to view or edit the selected customer’s details.

Card

Click this to view the transaction card of the selected customer.

Address

This box is pre-filled with the contact person and address specified in the debtor maintenance of the selected customer. You can view or edit the contact person and address by clicking Address. For detailed instruction on maintaining addresses, see Maintaining addresses in sales orders and invoices.

SO no.

Upon typing or selecting the invoice code and pressing TAB, this box is pre-filled with the sales order number of the invoice. The SO no. follows the sequence defined in Sales order number at System ➔ General ➔ Settings, in Number settings. This information cannot be edited.

Our ref.

This is the internal reference number of the direct invoice and will be automatically filled in if you have selected At entry in the Assign invoice numbers box at System ➔ General ➔ Settings, in Invoice settings. If you have selected At trial print, the reference number will be generated when a trial copy of the direct invoice is printed. If you have selected At final print, the reference number will be generated by the system during the processing of the direct invoice.

Note: The internal reference number follows the sequence number defined at Invoice number at System ➔ General ➔ Settings, in Number settings if you clear the Invoice code/journal link check box in 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 direct invoice, this box is pre-filled with the current system date. If you are modifying an existing direct invoice, the transaction date is pre-filled with the date the direct invoice was created.

Note: The Transaction box is enabled only after the Ordered by customer is defined.

Your reference

Type the customer’s reference for the direct invoice. This information is mandatory.

Note: The Your reference box is enabled only after the Ordered by customer is defined.

Resource

Type or select the name of the resource that handles the direct invoice. By default, this box is pre-filled with the representative specified in the Logistics tab (when in Simple mode) or in the Marketing tab (when in Advanced mode) of the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain and select the relevant debtor). Otherwise, the employee who logs in to Exact Globe Next is displayed. This information is mandatory. For detailed instruction, see Selecting resources in sales orders and sales invoices.

Note: The Resource box is enabled only after the Ordered by customer is defined.

Description

Type the direct invoice description. Once the direct invoice is processed, this description will be displayed in the debtor transaction card.

Note: The Description box is enabled only after the Ordered by customer is defined.

Warehouse

Type or select the warehouse code or the warehouse that issue the item(s). By default, this box is pre-filled with the warehouse specified at Default warehouse at System ➔ General ➔ Settings, in Invoice settings. This information is mandatory.

Shipping via

Type or select a shipping method to deliver the item(s). By default, this box is pre-filled with the shipping method defined at Shipping via in the Logistics tab (when in Simple mode) or in the Financial tab (when in Advanced mode) of the debtor maintenance. Otherwise, the shipping method defined at Shipping via at System ➔ General settings ➔ Settings, in Invoice settings will be the default shipping method. This information is mandatory.

Note: The Shipping via box is enabled only after the Ordered by customer is defined.

Conditions

Click Conditions to define and view additional details for the direct invoice such as payment term or analytical group. For detailed instruction on how to define conditions, see Invoice conditions.

Note: The Conditions button is enabled only after the Ordered by debtor has been defined.

Pricelist: Debtor

This box is disabled and thus cannot be edited. This price list specified is the price list of the selected debtor defined in the Pricelist box in the Logistics tab (when in Simple mode) or in the Financial tab (when in Advanced mode) of the debtor maintenance. If there is a price list defined, you can view the items in the specified price list and other price lists by clicking .

Pricelist: Invoice debtor

This box is disabled and thus cannot be edited. This price list specified is the price list of the selected invoice debtor defined in the Pricelist box in the Logistics tab (when in Simple mode) or in the Financial tab (when in 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 .

Direct 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 direct invoice lines. A list of options will be displayed 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 are displayed. You can add or remove the columns as required by clicking Columns at the toolbar. For detailed instruction on how to specify the columns, see Customizing columns for invoice or credit note lines.

Columns

Item

Type or select the item(s) ordered by the customer. For detailed instructions on selecting items, see Selecting items in sales orders, Return to Merchant Authorization (RMA) orders, and sales invoices.

Note: If the selected item has the text attribute setting 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 click OK without changing the text.

For further details on other columns such as Description, Pricelist, and other columns, see Customizing columns for invoice or credit note lines.

Direct invoice process flow

Once a step is completed, you will see a green check mark and the completion date under the corresponding process step. You will see a red cross under the corresponding process step if a step is not completed.

Invoiced

Once you create a new direct invoice, you will see a green check mark under this process step.

Authorized

A direct invoice is automatically authorized when you start to fill in the items in the invoice line.

Note: Authorized is available if you select the Authorize invoices check box at System ➔ General ➔ Settings, in Invoice settings under the Authorize section.

Processed

Click Processed to begin printing and processing the direct invoice. You can also print and process direct invoices at Invoice ➔ Entries ➔ Print ➔ Process. For detailed instructions on how to print and process invoices, see Printing and processing invoices.

Paid

Paid is disabled. To receive payments, see Entering payments and receipts.

Net

Click Net 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 direct invoice.

Taxes

Click Taxes to view the information of the taxes. The amount next to this button is the total tax amount of the direct invoice.

Specific

Click Specific 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

This button is disabled. The amount next to this button is the total amount including the taxes and the extra charges of the direct invoice.

Buttons

Project

Click Project to view the project linked to the direct invoice.

Note: This button is available if you have E-Project in your license. This button is enabled only if you have linked a project to the direct invoice. For more information on how to link a project to the direct invoice, see Invoice conditions.

Group

Click Group to view the direct invoice lines that are grouped by item.

Debtors

Click Debtors to view the debtor of the direct invoice.

Note: This button is enabled only if you click the Ordered by, Delivery to, or Invoice to box.

Item

Click Item to view the corresponding item of the selected direct invoice line. For detailed instructions on how to create and maintain items, see Creating and maintaining items.

Note: This button is enabled only if you click one of the columns in the direct invoice line which has an item selected.

New

Click New to create a new direct invoice.

Close

Click Close to exit.