Creating a Sales Item Invoice

The nominals and ledgers in this topic may be different to those in your chart of accounts.

This topic assumes that you are familiar with the completion of document input forms. If you need more detailed instructions (such as the selection of dates, periods, and accounts, etc.) please see Completing Document Input Forms.

A sales item invoice is created by completing the Sales Invoice document input form. The sales item must have been previously added to the applicable Sales Items ledger.

  1. Select Documents, then select Document Input from the menu.
  2. The Document Input dialog is displayed. Select Drill (...) in Document type, then double-select to select ASSI- Sales Invoice document type (where AS represents the location code of the document type) from the Select a document type dialog.
  3. Select Drill (...) in Input form, then double-select to select Sales Item Invoice from the Select an input form dialog.
  4. The Number defaults to the next number in the sequence for the selected document type.
  5. The Date defaults to the current date and the Period defaults to the current accounting periods. These do not usually need to be changed, unless a sales invoice is being added retrospectively. If the date needs to be changed, select the down arrow and select the required date from the calendar. If the period needs to be changed, select Drill (...) in Period, then double- select the required period from the Select a period dialog.
  6. Select OK to confirm your selections.
  7. The Sales Item Invoice document input form is displayed populated with the details entered in the Document Input dialog.
  8. Double-select in Account, then double-select to select the required customer from the SelectAST_SALES account dialog (where AST represents the location code).
  9. The Header can include any reference the customer has given you (such as a PO number or contact name) and is displayed in the Your Ref section of the invoice.
  10. Double-select in Sales Item, then double-select to select the required sales item from the Select account dialog.
  11. The Nominal and Account default to the select nominal and account in the Sales Item account. If you need to change the nominal or account, double-select in the required field, then double-select to select the required option from the dialog displayed.
  12. Enter the QTY of items being invoiced.
  13. The Unit Price defaults to the amount entered in the Item Cost analysis field on the sales item account. To change the unit price, you can overwrite the value, e.g. 40, (do not enter any currency symbols, i.e. £, $, etc.)
  14. The VAT Rate defaults to the amount entered in the Item Vat Rate analysis field on the sales item account. To change the VAT rate, double-select in the field, then select the required VAT rate. The VAT amount and Gross are calculated automatically based on your selections.
  15. The Added Desc defaults to the description entered in the Item Description analysis field on the sales item account. To change the description, select in the field and overwrite the description with the required details.
    If the duration of the invoiced items exceeds more than one accounting period, it needs to be identified as deferred income by completing the Deferred Start Date and Deferred End Date (enter dates in dd/mm/yyyy format). In the following example you would enter the start and end dates of the hire period. This enables the system to accurately record the income in the correct accounting periods, irrespective of when the invoice is paid.
  16. Once posted, a preview of the invoice is displayed, which can be saved or printed (or emailed/printed using the Document Emailer module). Select the X in the top right-hand corner to close the preview.
  17. The Sales Item Invoice document input form remains open enabling any further invoices to be created. Any posted sales invoice are listed as a link in the Documents Posted panel. Selecting the required link displays a Document Enquiry window outlining the individual documents that have been posted relating to the sales invoice.