Invoice Shipments

Sage ERP Accpac Order Entry 6.0

Invoice Shipments

Overview

You can invoice goods as soon as you ship them or at any time afterward.

This means that you can create invoices using:

The Order Entry form.

Enter a shipped quantity and select the Create Invoice option to automatically create an invoice for the shipped quantities when you post the order.

You can choose to specify an invoice number or let Order Entry assign it for you.

The Shipment Entry form.

Select the Create Invoice option to automatically create an invoice for the shipped quantities when you post the shipment.

You can choose to specify an invoice number or let Order Entry assign it for you.

The Invoice Entry form.

Lets you select one or more shipments to invoice. (You cannot mix job-related and non-job-related shipments.)

Provides full control over invoice creation, so you can edit customer information, tax information, prices, discounts, sales splits, optional field information, currency exchange rates, etc.

You cannot invoice job-related shipments that use the Project Invoicing option. These shipments are invoiced from the Project and Job Costing program.

If you use Payment Processing, you must use the Order Entry or Shipment Entry form to capture or void any pre-authorized credit card prepayments for an order or shipment before creating an invoice. (You cannot post a shipment if it has one or more outstanding credit card pre-authorizations.)

To invoice shipped goods automatically on the Order Entry or Shipment Entry form:

Enter an amount in the Qty. Shipped field for at least one detail line.
Select the Create Invoice option on the Order/Shipment tab or on the Totals tab.
On the Totals tab, enter an invoice number if you do not want Order Entry to assign one automatically.
On the Totals tab, change the invoice date if you want to use a different date from the current date.
When finished, click Post to post the order or shipment.

The program will also create and post the invoice, and then display a message asking if you want to print the invoice.

To invoice one or more shipments using the Invoice Entry form:

Open Order Entry > O/E Transactions > Invoice Entry.

Click here for help on Invoice Entry fields.

Press the Tab key to accept *** NEW *** as the invoice number (in the Invoice No. field).

Order Entry will assign an invoice number when you post the invoice.

If you do not want Order Entry to assign the number automatically, you can type the new number yourself, and then press the Tab key.

Type the customer number or select it from the Finder.

If you are invoicing only one shipment, type the number of the shipment, or select the number using the Finder.

If you are invoicing several shipments, select the From Multiple Shipments option, then click the zoom () button beside the option. On the Create Invoice From Shipments form that appears select the shipment numbers using the Finder, then click the Invoice button.

The program will display all of the information from the shipments that you selected, allowing you to edit the existing information or post the default invoice.

Check the header information for the invoice to make sure that it is correct.
1. In the Invoice Date field, use the calendar to select the invoice date or enter the date manually.
2. Select the Calculate Tax option if you do not plan to enter taxes manually.
3. Select the posting date, if different. This is the date that you want to use for posting the transaction in the General Ledger. The posting date also determines the year and period to which the transaction is posted.
4. In the Location field, enter or select the location from which you shipped the items. (The program displays the location entered with the shipment.)
5. In the Ship-To field, enter or select the code for the address to which you are sending the invoice.
6. Enter a description and a reference for the invoice in the spaces provided.

You can edit invoice details right on the detail entry grid, or on the Items/Taxes form.
For each detail, you can adjust the:
- Quantity invoiced
- Unit price
- Extended price
- Discount percentage or discount amount
- Ship via method and tracking number
- Customer item number
- Comments and instructions.
If you need to change detail tax information, use the Items/Taxes form. (Select the detail on the detail-entry grid on the Invoice tab, then press F9 or click the Item/Tax... button.)
Click the Customer tab to check the payment terms, and to adjust any discounts or scheduled payments associated with the terms code.
If you are invoicing several shipments, click the Sales Split tab to check the allocation of the sale. If the shipments used various sales splits, you will have to change the allocation manually.
Click the Taxes tab to check the tax class and the tax registration number for the customer. If you are entering taxes manually, you can adjust the tax base and tax amount, if necessary.

If the tax currency differs from the customer currency, you can enter a reporting tax amount or let the program calculate it automatically.

Click the Totals tab to check the totals for the invoice.
Click Post to post the invoice and assign the invoice number, if you let Order Entry assign your invoice numbers.

When posting is finished, the program will let you print the invoice.