Creating a Sales Invoice
Creating a Sales Invoice
The diagram below represents the process flow for a creating an invoice.
Create
Invoice
Document Types
Complete
Doc Type
Incomplete
Doc Type
Each user will be supplied with
a document type which should
not be changed unless advised
by Finance.
UI University Invoice
II University Invoice
Incomplete
Prints Invoice
& Updates AR
Rejects
Amends
Invoice & Dept Invoice, Prints
Contacted
& Updates AR
Prints Invoice
& Updates AR
UR Research Grant – Dummy
Invoice
IR Research Grant – Dummy
Invoice Incomplete.
The Process
Sales Invoicing – Insert Invoice
Document Type: enter Document Type from the list
Ledger/Account: enter 01 and the Customer Account Number
Element: 101
Purchase Order Number: Enter PO Number where one has
been supplied
Unique Dept Reference:
Purchase
Order Number:
It is extremely important
to quote a PO on all
invoices to ensure your
customer pays
promptly. Always ask
your customer to supply
one.
Location: mandatory - prompt to display list
Enter Invoice Total: enter the total including VAT
Currency: will default to GBP unless customer is multicurrency where
you must select correct currency
Billing Address No: will default to address 0 but can prompt
to select another
Item: enter the item code or prompt to display list
Unique Dept
Reference: This is
a sequential reference
number unique to each
department which has
been agreed with
Finance.
Creating a Sales Invoice
Description: this is auto populated from the Item Code
Price: Enter the Net Price
Vat Value: This will automatically be calculated from the VAT code
chosen
Cost centre: Funding & Nominal: Maybe auto populated otherwise
enter
VAT
The VAT code is populated
by set up within Item Code
but may be overwritten.
Please ensure the correct
VAT code is used – if in
doubt check with Finance.
Analysis: In some cases mandatory
Line Description
Line Description: click on yellow button and enter line description.
When complete click on Return to Document .
Click Update. Your invoice number will be displayed at the bottom of
the screen.
It is extremely important to
enter a description which is
meaningful e.g. goods,
services, as this will print
on the customer invoice.
Find A Customer Account
Before you can enter an invoice or enquire on a customer account you must
know or be able to find the customer account number
•Main Menu Accounts Receivable  Customer Accounts
•Double Click on Customer List
There are a number of ways to search for a customer
SHORTNAME: searches the customer list based on the shortname or
part of the shortname if you use a wildcard
POSTCODE: searches the customer list based on the postcode or part
of the post code if wildcards are used
EXTENDED SELECTION: see below includes full name and other
details to search by – this search is case sensitive.
Wildcard (%)
This enables you to
enter part of a
word/phrase in order to
look for a specific
record when you can’t
remember enough
information to retrieve
just that one record.
Customer Enquiry
Facilities exist to enquire at customer account level showing all transactions in an account.
•Main Menu Accounts Receivable  Enquiries  Customer Level Enquiries
•Double Click on Account Enquiries
Ledger: 01 for University
Account No or Short Name: enter either if known
Select OK – this will give full list of transactions on account.
Select Action buttons to change view or perform another function
Ledger Number
Do not enter the Ledger
number if using short
name to search for
customer
Action Button
Detail
O/S
Transactions
Will only display outstanding transactions
Allocations
By selecting a transaction you can see what has been allocated
against it
Reminders
Select a transaction – it will give you a list of all Credit Control
reminders
Query
Will list all queries against the transaction and also lets you create
a new one
Link to SI
Displays the original sales invoice or credit note
Link to CR
Displays the original receipt
View Plan
Shows the instalment plan
View
Customer
Views the customer’s address details
Cancel
Takes you back to the previous screen
Query Management
Queries will be used to hold notes against specific transactions and will be available for all users to access
and view. Where applicable ‘Action User’ and ‘Action Dates’ can be entered so that a user can be prompted
to do an action. The queries will hold info such as
• A dispute recorded on an invoice
• Results of follow up calls for payment
• Notification of promise to pay dates
• Request for a purchase order number before payment can be made
• Any other problem there may be with a transaction
Insert a Query from Enquiries Screen – (Query Tab)
Query Actions
Insert
View
Amend
Query Code
BR
DS
OT
PO
PP
RE
Description
Awaiting breakdown of invoice
Dispute charges
Other query
Missing Purchase Order Number
Promise to pay
Awaiting final report
Query Insert Tab
Narrative
Must be meaningful as will appear on
management debt report
Action Tab
Actions
Action User
Enter the action user you want to assign
this action to
Action
Description
& date
Enter description and date by which this
action should be completed
These will appear in the diary
list of the user selected on the
date entered and emailed to
them
Note: This query will be added to the Query Management list and will update in
the Transaction list screen in enquiries to show that a query has been added