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 43)  Invoice Entry

To choose a customer from a list of all customers in the database, select the button with the binoculars or the down arrow to the left of the binocular button.  You may also begin typing the first couple of letters of the customer’s name in the box next to the word Customer until the customer’s name automatically pops up.  If you want to add a customer’s information into the system for the first time, select the button with the plus sign + on it and you will be able to fill in the necessary information.  This button is located to the right of the binoculars.  Be sure to Save before you exit the Customers screen.

To fill in the Company Address where the products must be shipped to you can select the >> button to insert the address that is listed to the left of this button and under Customer.  Or you can click the down arrow key located to the right of the words Ship To.  By clicking on the down arrow key, you will get a list of the addresses which are available for the customer.  When the correct address is highlighted, select it and it will be inserted into the boxes.

There are 2 types of transactions, Agency Sale and Buy Resell.  Select either Agency Sale or Buy Resell.  If the quote is an Agency Sale, make sure the black dot is in the radio button next to Agency Sale.  Type the name of the Principle or select the down arrow button to choose from a list of Principles.

To enter an Invoice Date different from the present date, enter  (without spaces) the 2 digit month, 2 digit day and 2 or 4 digit year.  You may also select the calendar button and choose the date then OK.

-The customer’s PO Number should be entered in the PO Number box below the Invoice Date.  This is an optional field. 

-To verify that the customer PO Number is not already being used for another Order, click on the ^ key.

-Ordered By is where the name of person who orders the shipment should be typed.

-You can type the name of the Sales Representative for this Order or you can select the down arrow button to choose from a list of sales representatives.

-Enter the city for the Free on Board location in the FOB box, if that applies.

-To enter the Promised Ship Date, enter the 2 digit month, 2 digit day and 2 or 4 digit year.  You may also select the calendar button and choose the date then OK.

-Enter method of shipment in the Ship Via box, or click the down arrow button to choose from a list.

-To enter the Terms of payment, click the down arrow button and choose from the list.  The options in the drop down list are user-definable.  To create the terms, select Sales/Receivables from the menu bar across the top of the screen then AR Defaults.

-If the customer was referred, type it in the Reference box.

-To add Line Items, select ADD then you can type in the item code or choose from a list (select either the down arrow key or the binoculars).  If this is an item which is not on the list, you can add it by selecting the plus sign + and filling in the necessary information.  After the new item is entered, Save it then exit.  Now you can enter the item in the QuoteLine screen by item code or from the drop down menu.  To edit a line item, highlight it then select EDIT or you can double click on the line item to edit it.

-To assign commission rates, select the Commission tab and choose the salesperson(s).  The dollar amount of the commission will automatically be calculated after the percent is entered.  The employees’ commission rates can be changed if necessary.  To change the commission rate for a single quote, delete the percentage rate in the box and enter the correct percentage.  To edit the employee’s commission rate for all future quotes, select Payroll from the menu bar across the top of the screen then select Employees.

-If there are any particular comments needed for the Invoice, they can be typed in Invoice Comments.

-The Invoice Footer is by default what is setup through selecting Sales/Receivables, then AR Defaults, and then the Quotes tab.  If you want to insert another footer, simply delete the default footer that is displayed in the Footer tab and type in your footer.

-The Notes tab functions as a post it note.  The Paste Date/Time button inserts the present date and time into the note.

-The Payments/Credits tab reviews payments and credits for the invoice.  The Payments/Credits will be blank for a new Invoice.

-Under the GL Distribution tab, you will be able to choose what GL Accounts the order must be posted to.  -The arrows at each account box will lead you to drop down menus.

-Next to the Shipping Charged is a box labeled Act.  After entering the Shipping Charged, enter the Actual Shipping cost to determine profits

To process an invoice from an Order, select the Order button. You can Find By Customer or Find By Quote Number.  Once you choose the customer name in Find By Customer, click Find Now, you will get a list of all orders for that customer.  Double click on the line of the order for which you need an Invoice and the information will be filled in at the AR Invoice Processing screen.  This process will not update the original order.  We recommend using the process order screen to for better audit control.


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