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Fields in Sales Invoices

 

 

 

 

Fields Explained in Sales Invoices

 

 

Header

 

1.Sales Type:  drop-down list is in order status, user can choose from Quote, Order, Invoice, and Credit Notes.

2.Customer: User can select Customer by clicking the drop-down arrow. (The table below would only be activated after user has selected specific Customer or created a new Customer).

3.Ship To will load customer’s Shipping Address saved in Customer Details.

4.Customer PO # is the customer Sales order number, which will allow user to input any length character or number in this field.

5.Date is the date transaction has been created, formatted as DD/MM/YYYY.

6.Invoice # is displayed by default as an 8 digital number, and will be auto plus 1 with every new sales generated. Any character or other character and number combination are also accepted in this field. Background system was designed to ensure that this number should be unique in database.

7.Due Date is a mandatory field in Q6, which is the date due for payment action.

8.Amounts Include Tax is defaulted as selected.

 

Table

 

9.Inventory: User can search or add new inventory item through this field.

a.If user creates an inventory from here, it will immediately show in the Inventory list.

b.If user creates second Inventory here, the Create item screen must clear all the previous field here.

c.Inventory name can be blank, but the account name could not be left blank for non-inventory item.

d.When user is creating a quote, an order or an Invoice, only the Inventory item has been ticked Sale option will show in the drop-down list.

10.Account: If user selects an inventory item for the Inventory List, the linked Income Account and Sales price, which was input while creating the Inventory, will auto load.

If there is no Inventory item has been selected, the default display account would be the Default Account Settings for Sales under Customer Details (If it's not blank). Once user clicks account column, it will pop up full account list for user selection.

11.Description: It was defaulted to load from Inventory > Selling Information > Sales transaction description, if there is one previously saved.

a.User still can edit description manually.

b.Description column is optional, it can be left blank.

12.Quantity is the actual order quantity for each item.

13.Unit Price: Unit Price allows user to input number with maximum 6 decimal places.

When an inventory item has been selected, it will auto load the sales unit price pre-saved in Inventory Details.

Input tips: about the number input field, if user clicks once on the field for the first time or using the tab key, the whole field will be selected; second click will lead the cursor to specific point for modifying. If user double clicks the field, the whole field would be selected as well)

14.Disc%: If user has pre-set the discount rate in Customer details, the system will auto load the data once the Customer has been selected. However, user may specify the discount rate on each sales transaction in this field.

15.Tax: Tax codes must be selected, otherwise it will not allow user to save Quote.

Tax code will be auto loaded from saved Customer’s Default Tax Code (Sales Customer Details > Financial Details)

When an inventory has been selected, Tax code in Inventory details will be auto loaded when there is no tax code been saved in Supplier’s details. Supplier’s pre-saved tax code takes priority in the auto loading sequence.

15.Amount: This column is equal to the Quantity times Unit Price, which is the subtotal amount for each line of transaction.

16.Subtotal: It is sum up of the above Amount excluding tax.

17.Tax: It is the sum of total Tax amount.

18.Total Amount: It is the sum of all the data row’s Total column amount

19.Memo: Memo field is to let user input notes for future reference, which will be displayed in in General Ledger. It will display the transaction status and name of supplier or customer as default.

          

20.+: Clicking once, it will add one row in the table.

21.-: Clicking once, it will delete one row in the table.

22.Uploading File: User can upload one related document to be attached to the invoice with no more than 2MB size. Formats such as PDF, TIF, JPG, JPEG, PNG, BMP, are accepted in Uploading Files. Once uploaded, user may download, pop up, enlarge, and unlink the uploaded document through the small buttons beside the file.

 

 

 

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