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This text refers to program version 4.0  

Entering an Invoice - Examples

We shall now show how to use the various fields on the Invoice screen with the help of a few examples.

Open the Invoice register using the Master Control panel or the Registers menu in the Sales Ledger. The 'Invoice: New' window is shown, with Invoice Number and Date entered. The cursor is already in the Customer Number field. Press Ctrl-Return (Windows and Linux) or ⌘-Return (Macintosh) to activate the 'Paste Special' feature. This brings up the 'Paste Customer' window.

Select a Customer from the list by double-clicking on its name (or by using the cursor keys and pressing Return). Press Return again and Customer information such as Name and Address is placed in the appropriate fields on the Invoice screen.

Press Return again to move the insertion point to the Item field, the top left-hand field in the Invoice rows grid. Again, you can use 'Paste Special' to select an Item. Select an Item by double-clicking. Press Return to bring information such as the Item Name, Base Price, Sales Account number and VAT Code.

Then, enter the Quantity sold and press Return. The Amount, Tax, Sum and Totals are calculated automatically, and the insertion point moves to the next line. Repeat this procedure for each Item on the Invoice.

If the Invoice needs altering, edit the fields in the normal way. As the Invoice has not been saved, you can also cancel it entirely by clicking [Cancel] or the close box. In that case you will be asked to confirm the cancellation:

If the Invoice had been saved, but not approved, you would still be able to cancel it completely, using 'Delete' on the Record menu.

When all Items have been entered, you may want to check the Invoice. Click the [Save] button to save it and then click the Printer icon in the Button Bar to print a sample copy. If you want to print to screen, click the Preview icon.

Until the Invoice has been approved by checking the OK box, it is still possible to change it.

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