Entering an Invoice - Items Card
Use the grid on the 'Items' card to list the invoiced Items. To add rows to an Invoice, click in any field in the first blank row and enter appropriate text. To remove a row, click on the row number on the left of the row and press the Backspace key. To insert a row, click on the row number where the insertion is to be made and press Return.
You can also bring Items into an Invoice by opening the 'Items: Browse' window, selecting a range of Items by clicking while holding down the Shift key, and then dragging them to the Item field in the first empty Invoice row. You can also copy a list of Item Numbers from a spreadsheet or word processor and paste them in the Item field in the first empty row.
- Item
- Paste Special
Item register
- With the cursor in this field, enter the Item Number for each Item sold. Pricing, descriptive and other information will be brought in from the Item record. If you leave this field blank, you can enter any text in the Description field, perhaps using the row for additional comments to be printed on Invoice documentation.
- Qty.
- Enter the number of units sold. Press Return to calculate the Sum, and the cursor will move to the Item field on the next row.
You must specify a Quantity before a Sum can be calculated for the Invoice row.
- Description
- Default taken from
Item
- This field shows the name of the Item, brought in from the Item register. If you want to add an extra description, you can do so: there is room for up to 100 characters of text. You can also use the next line if necessary.
- Unit Price
- The Unit Price according to the valid Price List for the Customer is brought in. If the Customer has no Price List specified, or the Item is not on the Price List in question, the Price from the Item record is brought in. This figure will include VAT if the Price List specified is one that is Inclusive of VAT or if you have specified in the Account Usage S/L setting that Prices include VAT.
- %
- Discount percentage. It can be changed to an adhoc rate if necessary.
- Sum
- The total for the row: Quantity multiplied by Unit Price less Discount. Changing this figure will cause the Discount Percentage to be recalculated. This figure will include VAT if the Price List specified is one that is Inclusive of VAT or if you have specified in the Account Usage S/L setting that Prices include VAT.
- V-Cd
- Paste Special
VAT Codes setting
- The VAT Code entered here determines the rate at which VAT will be charged on this Item and the Output VAT Account to be credited. A default is offered, taken from the Item record. If none is specified, the default is taken from the Account Usage S/L setting. You can change this default in a particular Invoice row if necessary.
Footer
The Invoice Footer contains various running totals as described below. Whenever an Invoice row is added or changed, these totals are updated.
- OK
- Checking this box approves the Invoice and causes it to be entered in the Sales Ledger. A corresponding Nominal Ledger Transaction will also be created in the Transaction register. Because of this consequence, once this box has been checked and the Invoice saved, you will no longer be able to make changes to the Invoice.
- References in these web pages to approved Invoices are to Invoices whose OK check box has been switched on.
- VAT
- The VAT total for the Invoice.
- This figure is rounded up or down according to rounding rules set in the Round Off setting. In the Nominal Ledger Transaction resulting from this Invoice, any amounts lost or gained in this rounding process are posted to the Round Off Account specified in the Account Usage S/L setting.
- Sub-Total
- The total for the Invoice, excluding VAT.
- TOTAL
- The total for the Invoice, including VAT.
- This figure is rounded up or down according to rounding rules set in the Round Off setting. In the Nominal Ledger Transaction resulting from this Invoice, any amounts lost or gained in this rounding process are posted to the Round Off Account specified in the Account Usage S/L setting.
