Invoicing Individual Orders/Contracts

If the status of the order is an invoiceable one, you can generate an invoice for a specific order/contract by :

  • In the Contract/Orders window,  Search  for the contract/order.
  • Click on the invoice button in the Hot Area of the record.
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    Orders and contracts can only be invoiced if :

    • The Accounting period is open
    • The status of the order is an invoiceable one
    • Invoice/Credit Suppression has not been activated
    • The order line is active
    • The line has a value (or zero value invoice option is set)
    • The line Invoice Qty is greater than zero
    • There is an invoiceable amount outstandig on the line
    • You have sufficient accounting rights
    • An invoice document has been set up
    The Invoice window brought up from clicking the invoice button on the contract/order screen will have some of the following fields added automatically.

     

    Publication/Event

    The publication/event code will already be filled in as it is taken from the order/contract.

    Transaction Date

    This field displays the date the transaction is created. This will default to the current date. If you wish to create an invoice for an old transaction, change the date in this field to the appropriate date of the transaction. You cannot go back more than two weeks.

    Company Code

    This field is blank by default as a specific order is being invoiced. However if you have multiple payers on an Order/Contract then you can limt the run to just one.

    Order/Contract Number

    This is automatically filled in with the order/contract number to be invoiced in both of the fields.

    Limit Button

    The Limit button allows you to limit the invoice to certain order/contract lines and not others, for example a service charge may be in dispute but the rest of the order can be invoiced.

    Invoiceable Lines Only Tick Box

    This tick box is automatically ticked as we want to include only order/contract lines that are invoiceable. To allow uninvoiceable lines, untick this box.

    Invoice tick Box

    UnTick this box if you do not want to include invoices in this run.

    Credit Notes Tick Box

    UnTick this box if you do not want to include credits in this run.

    Print In Foreign Currency Tick Box

    Tick this box if you wish the invoice to be printed in the selected foreign currency of the order/contract.

    Single Line Invoices

    Tick this box if you require the lines on an order/contract to be printed on separate invoices i.e. not on one invoice.

    Trial Run Tick Box

    Tick this box if you wish to produce a Trail Run. This will allow you to check the figures and address information before producing a final copy of the invoice. This option will scan the Order/Contract Lines to see what should be invoiced. It will then report its findings to either (by right clicking on the output button) Screen, Printer or Excel (Excel is best as it contains more detail). The trial run will not actually generate any invoices; it is used to verify the run prior to printing.

    The trial run is optional but is useful to check figures and you should not move on to the next stage until you are completely happy with the Trial Run Output. If there is anything wrong with the figures then this should be rectified by changing the corresponding order.

    Draft Transactions Tick Box

    Tick this box if you wish to do a draft run of the invoice, this option brings up the Word Icon to merge the information with the invoice document to check without having to finalise the invoice in the system or to raise a proforma invoice.

    If the draft option invoice is run, the system will create the invoice but it will not be final (If the Final Transaction box is then ticked after, the system will say there is nothing to invoice as it has already done so) The transaction can be finalised by:

  • Ticking the Final Transaction Required box in the transaction window, see Sales Invoice Transactions.
  • To finalise and reprint the invoice at the same time, go to theSales Transaction Print window, enter the transaction code in the Main Options tab, then in the Advanced Options tab, tick on the Draft Transactions and the Finalise First tick boxes.
  • You can then click on the Word Icon to print the invoice.
  • Final Transactions Tick Box

    Tick this box if you are finalising the invoice straight away or have done a trail run and are happy with the result. Ticking this box unticks the Trail Run box. The option to send to Word now becomes available and clicking on this button will merge the order/contract data to the document set up ready for printing.

    Once an invoice has been finalised, the figures cannot be changed, any corrections will now have to be done by crediting/re-invoicing.

    sends invoice to print preview
    exports to Excel
    exports to Word
    exports to Word and prints
    sends to printer

     

    Invoicing Multiple Companies
    Invoice Runs
    Payments Against an Invoice
    Reprinting Invoices or Credits