Introducción al Registro Facturas

El registro de Factuas es el registro de las ventas de su empresa. Cada vez que se realiza una venta, una Factura será ingresada, impresa y enviada al Cliente. El registro de Facturas tiene varias funciones:
Los siguientes tipos de transacciones de ventas pueden ser registradas en el registro de Facturas:
  1. Facturas Estándar, o requerimientos de pagos, son emitidas cuando los bienes ya han sido entregados o si el trabajo ya ha sido realizado antes de que se haya recibido el pago. Los Pagos para este tipo de Facturas deberán ser ingresados en el registro de Recibos.

  2. La Factura - Contado es emitida cuando se recibe el pago al mismo tiempo que se realiza el trabajo. Cuando una Factura Contado es ingresada en el registro Facturas, Hansa la considerará como si ya hubiese sido pagada, de forma que no haya necesidad de ingresar el pago de forma adicional en un registro de Recibo. Hansa también puede encargarse de todo lo referente a la parte contable (debitando la Cuenta Efectivo en lugar de la Cuenta Deudores).

  3. Un Depósito es un pago realizado de forma anticipada por concepto de los bienes que serán entregados o el trabajo que tendrá que será realizado. Las Facturas por los depósitos (en algunos casos descritos como "Anticipos de Facturas") pueden ser ingresados de la forma en que se describe en el punto (1). Donde el pago es recibido antes de que la Factura haya sido generada, este deberá ser ingresado en el registro Recibos como un Recibo de Anticipo. Estos pueden ser asignados a la Factura cuando esta sea generada a una fecha posterior. Otra alternativa, es ingresar una Factura al Contado como se describe en el punto (2).

  4. Las Notas de Crédito son utilizadas para corregir errores en las Facturas, o para cancelar las Facturas que han sido creadas por error. Son en efecto, Facturas negativas que reducen sus cifras de ingresos y cuentas por cobrar. Una vez más, Hansa puede encargarse de la parte contable de forma automática.
Si desea que Hansa se encargue del manejo contable de este tipo de Facturas como se ha descrito, active la opción Facturas en la opción Sub Sistemas del módulo Contabilidad.

Los archivos pueden ser ingresados en el registro Facturas utilizando los siguientes métodos:

  1. Estos pueden ser ingresados directamente en el registro Facturas. Este método es utilizado para todos los tipos de transacciones de ventas que se mencionaron antes.

  2. Pueden ser creado de forma remota desde otros registros, como ser Ordenes y Órdenes de Servicio. Este método posiblemente será utilizado para las Facturas estándar y Facturas de Anticipos . Las Facturas de Anticipos también pueden ser generadas desde los Recibos.

  3. Pueden ser creadas por grupos utilizando la función de Mantenimiento. Este método puede ser usado para crear Facturas estándar desde las Órdenes y Proyectos, y para crear Facturas de Interés (para el interés de los pagos retrasados).
Antes de que comience a ingresar Facturas, debe definir el año fiscal (contable) actual, usando la opción Ejercicio Contable en el módulo Sistema. También deberá haber definido un rango de números de serie para las Facturas utilizando la opción Nros. de Serie - Facturas .

Para abrir el registro de Factura, asegúrese de que se encuentra en el módulo Ventas, luego seleccione 'Facturas' desde el menú Registros o click en el botón [Facturas] del Panel de Control.

La ventana 'Facturas: Hojear' es abierta, mostrando las Facturas que ya se han ingresado.

. Las Facturas son numeradas consecutivamente, y el Número de Factura es generado usualmente por el sistema. El Número de Factura es seguido por una recuadro para marcar (si la Factura es aprobada), por el Código y Número de Cliente y el monto total de la Factura. Las Notas de Crédito tienen la letra "C" (o "K" en el caso las Notas de Crédito más antiguas) en la columna Total, despues del monto, mientras que las Facturas de Interés están marcadas con una "I".

Como en el resto de las ventanas de hojear, puede ordenar las transacciones por cada columna por medio de clicks en los encabezados. Para revertir cualquier ordenación, solo haga click una vez en el encabezado de la columna. Puede utilizar el scroll en la lista usando la barra de scroll. Finalmente, puede buscar el registro ingresando una palabra en el campo superior de la derecha. Hansa buscará el primer registro acorde a los criterios de búsqueda en la misma columna que se seleccionó al momento de ordenar los datos.

Hay tres acciones que puede realizar en el registro de Facturas:

Ingresar una Factura

Hansa le proporciona varias accesos directos para simplificar su trabajo con el ingreso de las Facturas. Por ejemplo, Ud. puede ingresar la fecha actual en el campo fecha con la función 'Pegado Especial' . También puede ser utilizado para simplificar el ingreso de los Códigos de Ítem, Código de Clientes, Códigos de Pagos, etc.

Para ingresar una nueva Factura, click [Crear] en la Barra de Botones o usar Ctrl-N (Windows y Linux) o ⌘-N (Macintosh) accesos rápidos. Otra alternativa puede ser, seleccione una Factura similar a la que desea ingresar y click en [Duplicar] en la Barra de Botones.

La ventana 'Factura: Crear' se abre, vacia si Ud. hizo click en [Crear] o con un duplicado de la Factura seleccionada. En el caso del duplicado, la Factura y las Fechas de Transacción de la nueva Factura serán las de la Fecha Actual, no así las del registro original, y la Fecha de Vencimiento será recalculada de acuerdo a esto.

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No está obligado a utilizar los valores sugeridos por Hansa. Puede modificar la mayor parte de los valores pre-definidos en los campos por montos que se adapten mejor a su situación. Este tipo de cambios son válidos solo para la Factura específica.


Debido a que la cantidad de información almacenada en cada Factura, no podría entrar en una sola pantalla, la ventana de la Factura ha sido dividida en siete solapas. En la parte superior de cada una está el encabezado. Este contiene el Número de Factura, Código y Nombre del Cliente. Existen siete botones ('solapas') en el encabezado.

Al hacer clicks en los botones puede trabajar en las distintas solapas. El encabezado esta siempre visible, como un recordatorio sobre el Cliente en cuya Factura está trabajando.

Si posee el módulo Órdenes de Venta, es muy posible que la mayoría de las Facturas serán generadas de forma remota desde la pantallas de las Órdenes de Venta, utilizando la función 'Crear Factura' desde el menú Operaciones. Si este es el caso, se dará cuenta que la mayoría de los campos en la Factura contienen información ingresada en la Orden de Venta correspondiente. También puede crear una Factura arrastrando una Orden desde la ventana 'Orden: Hojear' hasta la ventana 'Facturas: Hojear'.

Cuando ha adicionado los ítems a la Factura, puede revisarla. Click en el botón [Guardar] para guardar la Factura y luego click en el ícono de Impresión desde la Barra de Botones para imprimir una muestra del documento de la Factura. Si desea imprimir en pantalla, click en el ícono de Vista Previa.

En los sistemas multi-usuarios, Hansa asignará el siguiente Número de Factura disponible a la Factura cuando esta sea guardada por primera vez. Aún le será posible realizar modificaciones hasta que apruebe la Factura por medio de un click en la casilla OK. Cuando haya realizado esto y la Factura sea guardada una vez más, un Asiento Contable será generado para la Factura y esta no podrá seguir modificándose.

Ingresar una Factura - Encabezado

Nro.
Pegado Especial    Seleccione otro desde Nros. de Serie
Al crear una nueva Factura, Hansa ingresará el siguiente número disponible desde la secuencia numérica asignada en la solapa 'Nros. Ser.' del registro Persona o desde la opción Nros. de Serie - Facturas.

Si ha ingresado un Idioma - vinculado a una secuencia numérica en la opción Nros. de Serie - Facturas, el Número de Factura puede cambiar cuando ingrese el Código de Cliente, dependiendo del Idioma de ese Cliente.

Si Ud. se encuentra utilizando la opción Números de Serie de Común en la opción Opciones de Caja del módulo Caja, el Número de la Factura puede cambiar al ingresar una Forma de Pago en el campo Términos de Pago, o si utiliza un Cliente con una Forma de Pago en su solapa Términos de Pago. Por favor revise la descripción del campo Términos de Pago en la solapa 'Términos' para obtener más detalles.

Puede llegar a modificar el Número de Factura por defecto, pero no por uno que ya este siendo utilizado. Si está trabajando en un ambiente multi-usuario, el Número de Factura es asignado cuando la Factura es guardada.

Cliente
Pegado Especial    Registro Cliente
Ingrese el Número de Cliente o utilice la función 'Pegado Especial', Cuando presiones Retorno, el nombre, dirección y el resto de la información del Cliente será ingresada en los campos apropiados.

Si el Cliente tiene asignado un registro de Item por Defecto en la solapa (on the 'Precios' del registro Cliente) todos los ítems en ese registro serán ingresados en la Factura de forma automática cuando el Código del Cliente sea ingresado. Tome en cuenta que estos Ítems no tendrán especificada la Cantidad, por lo tanto asegúrese de ingresar un número antes de imprimir y aprobar la Factura.

Si existe un Anticipo con el nombre del Cliente que aún no haya sido asignado a una Factura, un mensaje aparecerá en pantalla al ingresar el Código del Cliente. Los Anticipos son descritos aquí.

Nombre
El Nombre del Cliente es ingresado después de que ha colocado el Código del Cliente.

Ingresar una Factura - Solapa Términos

Fecha Fac.
Pegado Especial    Fecha Actual
La fecha actual de acuerdo al reloj de la computadora es ingresada por defecto.

Ntra. Ref.
Use este campo si necesita identificar la Factura por un medio diferente al Número de Factura. Un valor por defecto es tomado desde el campo Ntra. Ref. en la solapa 'Nros. Ser.' del registro de Persona del usuario actual.

Vendedor
Pegado Especial    Registro Persona , Módulo Sistema
Por defecto desde    Cliente o usuario actual
El vendedor responsable por esta venta debería ser ingresado aquí: existen muchos informes en el módulo Ventas que pueden ser ejecutados por Vendedor. También es posible asignar comisiones a los Ítems vendidos, utilizando la opción Comisión , el campo % Comisión en la solapa 'Precios' de la pantalla del Ítem o el campo Comisión en la solapa 'Comisión' en la pantalla de la Persona. El Vendedor puede ser intercambiado después de que la Factura ha sido aprobada.

Térm. Pago
Pegado Especial    Opciones Términos de Pago , módulos Compras/Ventas
Por defecto desde    Cliente
Los Términos de Pago ingresados aquí determinarán la Fecha de Vencimiento (abajo), adicionalmente solo asegúrese que el Térm. de Pago correcto aparece en las Facturas (en el Idioma que el Cliente considere necesario). Los Términos de Pago son registros ingresados utilizando las opciones de Ventas que le permiten al sistema establecer descuentos fijos por pronto pago.

Especificar los Términos de Pago para cada Factura proporciona la base necesaria para los informes de seguimiento de deudas que le proporciona Hansa.

Los Términos de Pago son también el medio por el cual las Facturas Contado y las Notas de Crédito pueden distinguirse de las Facturas normales. Utilizando 'Pegado Especial', seleccione un Término de Pago del tipo "Contado" o "Nota de Crédito" respectivamente. Cuando el registro es aprobado y guardado, el Asiento Contable respectivo será generado. En el caso de las Facturas Contado, estás debitarán la Cuenta Caja (especificada en la opción Manejo de Ctas. Ventas en lugar de la Cuenta de Deudores, mientras que en el caso de las Notas de Crédito, el Asiento será una revocación del Asiento original.

Las Facturas Contado son tratadas de forma inmediata como si estuviesen pagadas, por tanto no aparecerán en sus informes de cuentas por cobrar. No es necesario ingresar un pago para estas facturas.

Cuando un Término de Pago del tipo "Nota de Crédito" es seleccionado, un mensaje de acreditación es ingresado en la primer fila del área de la matriz. Ingrese el Número de Factura que será acreditada, utilizando 'Pegado Especial' si es necesario para abrir la lista de las Facturas abiertas(impagas). Si el uso de la opción Cuentas de Ventas para Notas de Crédito en la solapa 1 de la opción Manejo de Ctas. Ventas está siendo utilizada, las Cuentas de Ventas para acreditar y los Códigos de IVA serán utilizados en lugar de los normales. Estos serán utilizados desde la solapa 'Cta. Crédito' del registro correspondiente de Grupo de Ítem o desde la solapa 4 de la opción Manejo de Ctas. Ventas. Si la Nota de Crédito fue creada copiando una Factura, modificar el Término de Pago a "NC" ocasionará que las Cuentas de Ventas y los Códigos IVA de los Ítems existentes sean modificados automáticamente.

Si un Término de Pago "Contado" o "Nota de Crédito" es utilizado, la Factura no utilizará el documento de Factura estándar para la impresión. En lugar de ello, los documentos para la Factura Contado o Nota de Crédito (respectivamente) serán utilizados. Por favor revise la página de Impresión de Facturas para más detalles.

En los Estados Bálticos, en algunas circunstancias las Facturas deben seguir la misma secuencia numérica utilizada por los registros de Recibos y Entradas de Caja. Para que sea realizado de esta forma, defina las secuencias numéricas utilizando laos campos De y A en la pestaña C de la opción Formas de Pago y tilde la casilla Números de Serie Común enla opción Opciones de Caja en el módulo Caja. Luego, ingrese la Forma de Pago en este campo: el Número de Factura cambiará al de la secuencia correcta. Cuando la Factura sea aprobada, es tratada como pagada y no se realiza ningún registro a la Cuenta Deudeores. En lugar de ello se contabiliza a la Cuenta de la Forma de Pago (i.e. un banco o Cuenta de caja). En algunas implementaciones, las Formas de Pago son mostradas en la lista de 'Pegado Especial'.

Atn.
Pegado Especial    Opciones Personas de Contacto , Módulo Ventas
Por defecto desde    Cliente
Registre aquí a la persona a quien estará dirigida la atención de la Factura.

Vencimiento
Pegado Especial    Fecha Actual
Es calculado por Hansa utilizando la Fecha de la Factura y el Término de Pago. Es la fecha en que la Factura comienza a ser considerada pendiente de pago o vencida.

Si el Término de Pago es uno que vincule cuotas, la Fecha de Vencimiento de la cuota final será mostrada aquí.

Objeto
Pegado Especial    Registro Objeto , módulo Sistema
Hasta 20 Objetos, separados por comas, pueden ser asignados a esta Factura y a todos los Asientos generados a partir de la misma. Puede definir Objetos distintos para representar departamentos, centros de costos o tipos de producto. Esto le proporciona un método flexible de análisis que puede ser utilizado en los informes de Contabilidad.

En cualquier Asiento Contable generado desde esta Factura, cualquiera de los Objetos especificados aquí será asignado al lado del crédito de la Cuenta de Ventas, el lado del débito registra la Cuenta de Costos (si la contabilidad de costos está siendo utilizada), y registra al débito la Cuenta Deudores (si los Objetos en la opción Objetos en Cuenta Deudores en la opción Manejo de Ctas. Ventas está siendo utilizada).

Cualquier Objeto especificado para el Cliente será copiado aquí por defecto, al igual que cualquier Objeto especificado en el registro Persona del usuario actual.

Fecha Trans.
Es la Fecha de la Transacción para el Asiento Contable. Esta siempre es la misma que la Fecha Factura y no podrá ser modificada de forma independiente.

Nro. Serie Oficial
Pegado Especial    Siguiente número disponible en la secuencia numérica
En algunos países es un requerimiento legal asignar un número de serie oficial a cada Factura. Este número puede ser proporcionado pre-impreso en el papel de las facturas. La secuencia numérica asignada a su empresa deberá ser ingresada en la opción Números de Factura Legal : el siguiente número disponible de esa secuencia aparecerá aquí por defecto. Este puede llegar a ser modificado: Hansa revisará al momento de que la Factura sea guardada que el nuevo número este dentro de la secuencia, y las Facturas siguientes continuarán la secuencia a partir de este nuevo número.

El Número de Factura Legal es mostrado desde la ventana de 'Pegar Facturas Abiertas'. Por tanto, le será posible asignar pagos a las Facturas utilizando el Número de Factura o el Número de Factura Legal.

Ingresar una Factura - Solapa Ítems

Utilice la matriz en la solapa de 'Ítems' para listar los Ítems facturados. Esta matriz está divida en cinco pestañas horizontales. Cuando hace click en una de las pestañas (marcadas de la A-E), las últimas dos a tres columnas de la matríz son reemplazadas.

Antes de agregar las filas a una Factura, asegúrese que la Moneda y el Tipo de Cambio especificados sean los correctos. Si se ha especificado un Tipo de Cambio, todos los precios transferidos desde el registro de Ítem serán convertidos por ella. Sin embargo, si el Tipo de Cambio es modificado después de que las filas han sido ingresadas, los precios no serán convertidos.

Para agregar filas a una Factura, click en cualquier campo de la primer fila vacia e ingrese el texto adecuado. Para eliminar una fila, click en el número de la fila a la izquierda y presione la tecla Backspace. Para insertar una fila, click en el número de fila donde desea ingresarla y presione Retorno.

También puede ingresar los Ítems en una Factura al abrir la ventana 'Ítems: Hojear', seleccionar un rango de ítems por medio de clicks manteniendo presionada la tecla Shift, y luego arrastrándolos al campo Ítems en la primer fila vacia de la Factura.

Pestaña A

Ítem
Pegado Especial    Registro Item
Con el cursor en este campo, ingrese el Código de Ítem o el Código de Barra para Ítem ordenado. Precios, descripción y demás información será ingresada desde el registro del Ítem. Si deja este campo vacio, puede ingresar cualquier texto en el campo Descripción, quizá utilizando la fila para comentarios adicionales que serán impresos en el documento de la Factura.

Si el ítem es de tipo Ítem Compuesto con su casilla Pegar Componentes durante ingreso tildada, sus componentes serán listados en las líneas siguientes cuando ingrese la Cantidad. Si decide modificar la Cantidad, asegúrese también de cambiar las Cantidades de los componentes.

Si el Cliente tiene asignado un registro de Ítem por Defecto en la solapa (on the 'Precios' del registro de Cliente), todos los Ítems en ese registro serán añadidos a la Factura de forma automática cuando el Código de Cliente es ingresado. Considere que estos Ítems no tienen una Cantidad, asegúrese de ingresar algún número antes de imprimir y aprobar la Factura.

Cant.
Ingrese el número de unidades vendidas. Presione Retorno para calcular el Total, y el cursor pasará al campo ítem de la siguiente fila.

Necesita especificar una Cantidad antes de que el Total pueda ser calculado para la fila de la Factura.

En caso de que las Facturas sean generadas desde las Órdenes, la Cantidad por defecto será la que se haya entregado. Puede reducirla de ser necesario. Si necesita facturar una Cantidad mayor a la entregada, debe ingresar una nueva fila a la Factura. Asegúrese de que la casilla Actualizar Stock en la solapa 'Entrega' está tildada de forma que los niveles de stock son actualizados de acuerdo a estas cantidades, y de ser necesario, generar asientos contables para la contabilidad de costos en los Mayores de Contabilidad por la cantidad adicional del ítem. Esta casilla solo se aplicará a las filas de la Factura que no están vinculadas con la Orden.

Descripción
Por defecto desde    Item
Este campo muestra el nombre del Ítem, desde el registro del ítem. Si desea ingresar una descripción adicional, puede hacerlo: hay espacio para 100 caracteres de texto. También puede utilizar la línea siguiente de ser necesario.

Si ha especificado varias traducciones en la Descripción de la solapa 'Textos' de la pantalla del ítem, la traducción correcta será ingresada de acuerdo al Idioma de la Factura (especificado en la solapa 'Identificadores' ). Además, Hansa considera cualquier fila de texto que haya sido ingresada en la solapa de 'Textos' del registro de Ítem sin un Idioma y lo coloca en el campo de Descripción, utilizando la siguiente fila de ser necesario.

Precio Unitario
El Precio Unitario está de acuerdo a la Lista de Precios válida para este Cliente. Si el Cliente no tiene una Lista de Precios especificada, o si el Ítem no se encuentra en la Lista de Precios utilizada, el Precio Base desde la pantalla de Ítem es ingresada a este campo. Esta cifra incluirá IVA (e Impuestos) si la Lista de Precios especificada es una que Incluye IVA o si ha especificado en la solapa 2 de la opción Manejo de Ctas. Ventas que el Precio Base incluya IVA (o IVA e Impuestos).

Si se ha especificado una Moneda y un Tipo de Cambio, la cifra que se muestre estará en la Moneda respectiva (por ej. una vez que se ha realizado la conversión de moneda).

%
Porcentaje de Descuento. Si una Matriz de Descuentos que incluye este Ítem ha sido asignada al Cliente, esta cifra estará determinada por el Código del Ítem y la Cantidad. Puede ser modificada a un porcentaje personalizado de ser necesario. Si existe una Matriz de Descuento que este siendo aplicada a esta Factura, será mostrada en la solapa 'Entrega' .

Las Matrices de Descuento permiten que los descuentos por cantidad sean aplicados automáticamente, en base al valor, cantidad, peso o volumen. Si la Matriz de Descuento es una que utiliza Grupos de Ítem en lugar de Ítems y más de un Ítem del mismo Grupo de Ítem ha sido utilizado en la Factura, el descuento para estos Ítems será calculado desde la cantidad global para este Grupo de Ítem. Para hacerlo, seleccione 'Recalcular Descuento' desde el menú Operaciones una vez que la Factura este completa. Esta función también puede ser usada si el registro de la Matriz de Descuento ha sido modificado antes de que la Factura sea aprobada.

En la opción Redondeo del módulo Sistema, puede determinar si el descuento será aplicado al Precio Unitario antes de que este sea multiplicado por la Cantidad, o al Total. En algunas circunstancias (donde existe un precio unitario muy pequeño y una gran cantidad) esta opción puede ocasionar que el descuento calculado tenga variaciones, debido al sistema de redondeo utilizado en Hansa. Por favor revise aquí para tener más detalles y un ejemplo.

El porcentaje ingresado aquí puede actuar como un descuento, factor de margen o incremento. Es controlado usando la opción Opciones de Descuento en el módulo Sistema.

Total
Es el total de la fila: Cantidad multiplicada por Precio Unitario menos el Descuento. Modificar esta cifra ocasionará que el Porcentaje de Descuento sea recalculado. Este monto incluirá IVA (e Impuestos) si la Lista de Precios especificada es del tipo IVA incluído o si ha especificado en la solapa 2 de la opción Manejo de Ctas. Ventas que el Precio Base incluya IVA (o IVA e Impuestos).

Esta cifra será redondeada ya sea mayor o menor de acuerdo a las reglas de redondeo definidas en la Moneda en la opción Redondeo de Moneda del módulo Sistema.
Pestaña B
Cuenta
Pegado Especial    Registro Cuentas , Módulos Contabilidad/Sistemas
Este código determina la Cuenta Contable de Ventas para este Ítem. El Asiento contable generado por esta Factura acreditará la Cuenta especificada aquí. Un valor por defecto es ofrecido, tomado desde el registro Precio para la combinación Ítem/lista de Precios. Si no existe un registro, o no hay una Cuenta de Ventas especificada, el valor por defecto será tomado desde el registro del Item , el Grupo de Item o desde la solapa 3 de la opción Manejo de Ctas. Ventas. Este valor puede ser modificado para cualquier fila de Factura en caso de ser necesario.

Si el Término de Pago (arriba) es del tipo "Nota de Crédito" y la opción de Ctas. Ventas para Notas de Crédito en la solapa 1 de la opción Manejo de Ctas. Ventas está en uso, una Cta. de Ventas para crédito será utilizada en lugar de la estándar. Esta será tomada desde la solapa 'Cta. Crédito' del registro específico de Grupo de Ítem o desde la solapa 4 en la opción Manejo de Ctas. Ventas.

Deveng.
Pegado Especial    Opciones Devengamientos , Módulo Contabilidad.
Por favor revise la página Devengamientos para más detalles sobre este campo y un ejemplo ilustrado.

Objetos
Pegado Especial    Registro Objetos , Módulos Contabilidad/Sistemas
Por defecto desde    Item
Hasta 20 Objetos, separados por comas, pueden ser asignados a este ítem y a todas las transacciones generadas por el mismo. Puede definir Objetos separados que representen distintos departamentos, centros de costo o tipos de producto. Ello le proporciona un método flexible de análisis que puede ser usado en los informes de Contabilidad.

En el Asiento Contable generado a partir de la Factura, cualquier Objeto especificado aquí será asignado al crédito de la Cuenta de Ventas y, si se está utilizando la contabilidad de costos, el débito será registrado a la Cuenta de Costos. Esta asignación combinará estos Objetos con los de la Factura principal (que se muestran en la solapa 'Términos' ).

IVA
Pegado Especial    Opciones Cód. IVA , módulo Contabilidad
El Código IVA ingresado aquí determinará la tasa a la cual el IVA deberá ser cargado en este Ítem y que Cuentas IVA deberán ser acreditadas. Un valor por defecto es colocado, desde el registro del Cliente . Si no hay nada especificado, el valor es tomado desde el Item, el Grupo de Item o desde la solapa 4 de la opción Manejo de Ctas. Ventas. Este valor por defecto puede ser modificado para una fila de la Factura en particular en caso de que sea necesario.

Si el Término de Pago (arriba) es del tipo "Nota de Crédito" y la opción Usar Cuentas de Crédito en la solapa 1 de la opción Manejo de Ctas. Ventas está siendo utilizada, un Cód. IVA de crédito será utilizado en lugar del estándar. Este será tomado desde la solapa 'Ctas. de Crédito' del registro apropiado de Grupo de Ítem o desde la solapa 4 de la opción Manejo de Ctas. Ventas.

Si ha activado la opción Control de Cód. IVA en la solapa 1 de la opción Manejo de Ctas. Ventas, el Cód. IVA especificado aquí deberá ser el mismo que el especificado para la Cuenta Ventas en el registro Cuenta . Si el Cód. IVA no coincide, no le será posible guardar la Factura.
Pestaña C
Costo
Por defecto desde    Item (Precio Costo + Costo Extrat)
La unidad del Precio Costo es utilizado para los cálculos de Ingreso Bruto y Márgenes. Puede ser modificado de ser necesario.

GB
El Ingreso Bruto de la fila de la Factura es calculado restando el Precio Costo (multiplicado por la Cantidad) de el Total. Esta cifra por tanto es absoluta, no un porcentaje.

FIFO
El costo unitario promedio FIFO de los Ítems en esta fila. El valor de stock FIFO Total de los Ítems en esta fila de Factura es mostrado en la pestaña D. Estas cifras son ingresadas de forma automática cuando la Factura es aprobada, pero solo son mostradas para los Items en Stock en las Facturas que han sido generadas desde una Orden de Ventas, los valores FIFO semuestran en el registros específico de Entrega .
Pestaña D
Nro. de Serie
Pegado Especial    Números de Serie de los ítems en Stock
Si un Número de Serie es solicitado para el ítem, este puede ser ingresado aquí.

Los Ítems con Números de Serie deben ser registrados en filas de factura separadas cada una de ellas con la Cantidad de uno. Esto permite registrar los Números de Serie por separado y su correcta salida del stock.

Si no hay una Ubicación especificada, la lista de 'Pegado Especial' mostrará los Números de Serie de los Ítems en todas las Ubicaciones, con una indicación de la Ubicación donde se encuentra cada Ítem. Sin embargo, si ha especificado una Ubicación en la solapa 'Identificadores' , solo los Números de Serie almacenados en esa Ubicación serán mostrados.

Si desea que las Fechas de Vencimiento también sean mostradas en la lista de 'Pegado Especial', active la opción Mostrar Fechas de Vencimiento en la opción Opciones de Item del módulo Ventas. Las Fechas de Vencimiento son ingresadas utilizando la ópción Especificaciones de Lotes en el módulo Stock.

La lista de 'Pegado Especial' no será mostrada si está utilizando la opción Sin Nro. de Serie en Mercadería Recibida en la opción Opciones de Stock . En este caso, es necesario que ingrese un Número de Serie y la Cantidad aún deberá ser uno, pero no se realizará ningún tipo de revisión para verificar que el Nro. de Serie que ha utilizado es válido (por ej. uno que está actualmente en stock).

Considere que los Números de Serie deben ser asignados manualmente: no existe una asignación de FIFO automática.

El Precio Costo por Nros. de Serie en la opción Contabilidad de Costos en el módulo de Stock controla la forma en que la elección de un Número de Serie afecta al campo FIFO de la pestaña C y el valor de cualquier elemento de la Contabilidad de Costos en el Asiento Contable que resulte de la Factura. Si esta opción no está siendo utilizada, el Precio Costo más antiguo será mostrado en el campo FIFO, incluso si el Nro. de Serie escogido no es el más antiguo. Si esta opción no está siendo utilizada, el Precio Costo actual del Número de Serie seleccionado será mostrado en el campo FIFO.

P.Factor
Por defecto desde    Item
Un Precio Factor puede ser utilizado para recalcular el Precio Unitario de un Ítem. Por ejemplo, si el Ítem es comprado normalmente en cajas con 24 unidades, el Precio Factor 24 puede ser ingresado en el registro del Item. El Precio Unitario para el Ítem hará referencia a la caja con 24 unidades. El Precio Factor será ingresado en la Factura desde el Item y afectará el Total de forma correcta. Puede ser alterados y Hansa recalculará el Total de acuerdo a ello. La fórmula utilizada es Total = (Cantidad/Precio Factor) * Precio Unitario.

Receta
Pegado Especial    Opciones Recetas , módulo Stock
Por defecto desde    Item
Si el Ítem es un Item Compuesto, su Receta es registrada aquí, traída desde el registro de Item. Un Ítem Compuesto es esencialmente un Ítem que es ensamblado por su empresa desde componentes comprados: su Receta lista estos componentes y sus cantidades. Las Recetas son definidas usando una opción del módulo Stock.

Fila FIFO
El valor total FIFO de stock de los Ítems en esta fila de la Factura. Esta cifra es ingresada automáticamente cuando la Factura es aprobada, pero solo es mostrado para los Ítems de Stock en Facturas que no han sido generadas desde una Orden de Ventas. Para las Facturas que han sido generadas desde una Orden de Ventas, los valores FIFO son mostrados en el registros de Entrega apropiado.

Coef
Por defecto desde    Item
El Coeficiente de Unidad del Ítem es mostrado aquí, tomados desde la solapa 'Stock' del Ítem. Si está manteniendo las cantidades de stock utilizando diferentes unidades de medida, este coeficiente es un ratio entre estas unidades de medida.
Pestaña E
Unidad, Uni. Cant., P. Uni. de Unidad
Estos campos le permiten vender un ítem usando una Unidad diferente a la especificada en la solapa 'Precios' del registro Item.

Cuando una Unidad que tiene un Factor Cant. es ingresada aquí, la Cantidad y el precio para la fila de la Factura será modificada de acuerdo a esto. Por ejemplo, un ítem es vendido usualmente por unidades individuales. Si vende dos docenas del ítem, puede ingresar la Unidad que represente una docena (por ej. el Factor Cant. es "12") en este campo de Unidad y "2" en el campo Cant. Uni. La Cantidad en la pestaña A cambiará a "24" (por ej, 2 x 12) y el precio también será ajustado. El Precio Unidad del campo Unidad mostrará el precio por una docena (por ej. el precio de una de las nuevas Unidades).

Use 'Pegado Especial' desde el campo Unidad para escoger desde una lista de Unidades.

Use la función 'Recalcular Peso y Volumen' desde el menú Operaciones para actualizar la Cantidad Total, Peso y Volument en la solapa de 'Entrega' de la Factura.

Ancho, Alto, Prof.
Por defecto desde    Item
Estos campos contienen las dimensiones del Ítem. Pueden ser utilizadas junto con el campo Cant. Uni. si el Ítem es vendido por área o volumen. Por favor revise la descripción de la opción Unidades para más detalles y un ejemplo.
Pie de Página

Además de la Moneda, el Pie de Página de la Factura contiene varios totales como se describe a continuación. Siempre que una fila de Factura sea agregada o modificada, estos totales serán actualizados.
OK
Tildar esta casilla aprueba la Factura y ocasiona un ingreso en las Cuentas por Cobrar. Un Asiento contable será generado. Si el módulo de Stock se encuentra activado y la Factura fue ingresada directamente (en lugar de ser creada desde una Orden de Venta), los niveles de stock de cualquier Item de Stock en la Factura serán ajustados. Considerando estas consecuencias, una vez que esta casilla ha sido tildada y la Factura guardada, no le será posible realizar cambios en la Factura. Las excepciones a esta regla son los campos de Niveles de Recordatorio y Última Fecha de Recordatorio y las casillas de Sin Interés, Sin Recordatorio y En Disputa en la solapa 'Entrega' y el campo Vendedor en la solapa de 'Términos' .

Las referencias en estas páginas sobre las facturas aprobadas son para las Facturas cuyas casilla OK han sido tildadas.

Moneda
Pegado Especial    Registro Moneda , módulo Sistema
Por defecto desde    Cliente o Moneda Base p/Defecto
Es la Moneda de la Factura: el tipo de cotización que se muestra en la solapa 'Moneda' puede ser modificado para esta Factura en particular en caso de ser necesario. Asegúrese de que la Moneda correcta es mostrada antes de incluir los Ítem en la Factura de esta forma los precios serán convertidos correctamente. Si lo olvida, la función 'Actualizar Moneda de Lista de Precios de Ítem' está disponible dessde el menú Operaciones que convierte los precios de los ítems ingresados en la Factura antes de que se haya especificado la Moneda (guarde la Factura antes de utilizar esta función). Deje el campo en blanco para utilizar la Moneda local (a menos que tenga configurada la Moneda Base p/Defecto, en este último caso está será ingresada por defecto y será considerada su Moneda local).

Si el Cliente tiene un registro de Moneda especificado en la solapa 'Precios', solo esa Moneda podrá ser utilizada. En caso contrario, cualquier Moneda podrá utilizarse.

Flete
La opción de Flete puede ser usada para adjuntar un monto fijo por el Flete a cada Factura (o un monto calculado en base al peso total de los Ítems de la Factura). Si está siendo utilizado, el monto adecuado será colocado en este campo al ingresar el Nombre del Cliente (o cuando la Cantidad sea modificada en una de las filas). Esta cifra puede ser alterada en caso de ser necesario. El Código IVA y la Cuenta de Ventas para el cobro del flete serán tomadas dede el Ítem ingresado en la opción Flete .

Si la opción Flete no está siendo utilizada, ingrese el monto por flete que desea aplicar. En este caso, el IVA no será cobrado y el monto será contabilizado con la Cuenta de Ventas adecuada para la Zona del Cliente, configurada en la solapa 3 de la opción Manejo de Cuentas..

P.IVA
Al definir los registros de Códigos IVA utilizando la opción del módulo Contabilidad, es posible especificar un impuesto adicional, como el impuesto ambiental, para que sea aplicado. Si el Cód. IVA de cualquiera de las filas de la Factura tiene definido el impuesto adicional, el monto de este impuesto será mostrado en este campo. El monto será recalculado a medida que los Ítems son ingresados en la Factura. Cuando la Factura es aprobada, este Impuesto Adicional será acreditado a la Cuenta Imp. 1 especificada en el Cód. IVA adecuado.

IVA
El total del IVA para la Factura.

Esta cifra es redondeada de acuerdo a las reglas de redondeo definidas para la Moneda (en la opción Redondeo de Moneda del módulo Sistema). Si no se ha especificado una Moneda, o la Moneda no ha sido ingresada en la opción Redondeo de Moneda , las reglas de redondeo serán tomadas desde la opción Redondeo (también en el módulo Sistema).

En el Asiento Contable que resulta de esta Factura, cualquier monto ganado o perdido en este proceso de redondeo será registrado en la Cuenta de Redondeo especificada en la opción Manejo de Ctas. Ventas .

El IVA es calculado después de que la Suma de cada fila ha sido redondeada de acuerdo a las reglas de redondeo en la opción Redondeo de Moneda .

Base
Muestra el total de la Factura incluyendo el IVA en la Moneda local (o en Moneda Base 1 como haya sido definido en la opción Moneda Base del módulo Sistema. Solo es utilizado si la Moneda de la Factura no está en blanco y no es Moneda Base 1.

Sub-Total
Es el total de la Factura, excluyendo el IVA.

TOTAL
Es el total de la Factura, incluyendo el IVA.

La cifra está redondeada de acuerdo a las reglas de redondeo definidas para la Moneda (en la opción Redondeo de Moneda en el módulo Sistema). SI no se ha especificado una Monedao, o la Moneda en cuestión no ha sido ingresada en la opción Redondeo de Moneda , las reglas de redondeo serán tomadas desde la opción Redondeo (en el módulo Sistema). En el Asiento Contable generado por esta Factura, cualquier monto de pérdida o ganancia del proceso de redondeo es registrado en la Cuenta de Redondeo especificada en la opción Manejo de Ctas. Ventas .

Entering an Invoice - Items Card Part 2 (Flips C-G)

This page describes the fields on flips C-G of the 'Items' card of the Invoice record. Please click the following links for descriptions of the other cards:
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Flip C

Cost
The unit Cost Price of the Item used in Gross Profit and Margin calculations.

In an Invoice that you enter directly to the Invoice register, the default offered in each row will be chosen as follows:
  1. If an Item is Serial Numbered at the Batch or Unit level, you are using the Cost Price for Serial Number option for that Item and you are using the Use Actual Cost Price for GP Cost option in the Cost Accounting setting in the Stock module, the appropriate Cost Price for the Serial Number will be brought in to this field when you specify a Serial Number on flip D.

  2. If the Price List of the Invoice is one whose Type is "BuyBack", the Cost Price will be taken from the record in the Price register for the Item/Price List/Customer combination.

  3. The Cost Price from the Item record will be used.

    If you need the figure that is brought in to be the Cost Price of the Item plus its Extra Cost, select the Include Item Extra Cost in Cost option in the Cost Accounting setting in the Stock module.

In an Invoice that you create from an Order or a Delivery, the Cost Price of each Item will be chosen as follows:
  1. It will be copied from the originating row in the Order.

    The Cost Price in an Order will have been chosen using the same three numbered points described above. However, if you are using the Update GP on Order when Delivering option in the Order Settings setting in the Sales Orders module, it will have been updated to the unit cost of sales value used in the Delivery. The actual cost of sales value of the delivered Item will therefore be copied to the Invoice

  2. It can be calculated by adding the Cost Price from the Item record to its Extra Cost. If you wish to use this option, select the Update GP at Invoicing option in the Cost Accounting setting in the Stock module. This can be more accurate if you are routinely updating Items' Cost Prices from Goods Receipts and are using back-to-back Purchase Orders. In this situation, you will probably enter a Sales Order and create a Purchase Order from it, and the subsequent Goods Receipt will update the Cost Price in the Item record, all before creating the Invoice. If you are using this option, this latest Cost Price will be copied from the Item record to the Invoice when you do create it.
If you duplicate an Invoice, the new Invoice will contain the latest Cost Price from the Item register, and the Gross Profit will be recalculated accordingly. The Cost Price in the original Invoice will not be transferred to the new Invoice.

You can prevent certain users from changing Cost Prices in an Invoice using Access Groups, by denying them access to the 'Change Cost on Invoice Rows' Action. You can also hide the Cost field altogether, by denying access to the 'View Item's Cost Price' Action. This will hide the GP % field, the Cost B2, GP and FIFO fields immediately below, the Row FIFO field on flip D and the GP % and Total GP fields in the footer, and will hide the same fields in Orders and Quotations as well.

Cost B2
The unit Cost Price of the Item, converted to Base Currency 2. This figure will be used in the GP Invoices report if you produce it using the Cost Price B2 option.

GP
The Gross Profit for the Invoice row is calculated by subtracting the Cost Price (multiplied by the Quantity) from the Sum. The figure is therefore absolute, not a percentage. You cannot change this figure yourself, but it will be recalculated if you change the Quantity, the Unit or Cost Price or the % discount.

FIFO
The average unit cost of sales of the Items in the row. The total value will be shown in the Row FIFO field on flip D.

In an Invoice that you enter directly to the Invoice register, these figures will be calculated automatically when you mark the Invoice as OK and save, but they will only be shown for Stocked Items (they will also be shown for Plain and Service Items if you are using the Cost Accounting for Plain and Service Items option in the Cost Accounting setting in the Stock module).

The calculation of this figure will usually use the Cost Model specified in the relevant Item or Item Group record. If that Cost Model is Default, the Primary Cost Model specified in the Cost Accounting setting will be used. Despite its name, the field will therefore show the unit FIFO, LIFO, Weighted Average or other value of the Item, depending on the Cost Model. The exception is when the Item requires Serial Numbers and you are using the Cost Price for Serial Number option in the Cost Accounting setting: please refer to the description of the Serial No. field on flip D below for details.

In the case of Invoices that you have generated from Sales Orders and Deliveries, cost of sales values will be copied from flip C of the appropriate Delivery record.

When you mark the Invoice as OK and save, the value in the Row FIFO field on flip D may be credited to the Stock Account and debited to the Cost of Sales Account in the resulting Nominal Ledger Transaction. These postings will be made if the Invoice row was not created from a Sales Order and if the Update Stock box on the 'Del. Terms' card is ticked. These postings will also be made if the Invoice row was created from a Sales Order or a Delivery and you have chosen to have cost of sales transactions created from Invoices and not from Deliveries. Please refer to the Cost Accounting Transactions from Deliveries and Invoices' page for more details.

Flip D

Salesmen
Paste Special    Person register, System module and Global User register, Technics module
If necessary, you can specify a different Salesman or Salesmen (separated by commas) for each row of the Invoice.

The Bonus, Salesman report will assign any commission for the row in question to the Salesman specified in the row only (i.e. not to the Salesman specified in the header). However, the 'Workflow Activity' function will not create Activities for the row Salesmen, and the Invoice will not be recognised as belonging to the row Salesmen by the Limited Access feature.

Serial No.
Paste Special    Serial Numbers of Items in stock
If the Item uses Serial Numbers at the unit or batch level, you must enter a valid Serial Number here.

For Items with Serial Numbers at the Unit level, you must enter an appropriate number of separate rows each with a Quantity of one. This enables you to enter Serial Numbers individually, and ensures their correct removal from stock.

For Items with Serial Numbers at the Batch level, you only need enter a single Invoice row with the appropriate Quantity. You can enter a single Serial/Batch Number, providing you have a sufficient quantity in stock with that Serial Number. If this is not the case, you will be told there is insufficient stock when you try to save the Invoice.

If you enter a Serial Number in a new row, other details such as the Item Number and Name, pricing information, Location and, if appropriate, Position will be brought in automatically.

If you have not specified a Location in the Invoice, the 'Paste Special' list will show the Serial Numbers of Items in every Location, with an indication of the Location in which each Serial Number is stored. However, if you have specified a Location on the 'Del. Terms' card or on flip B of the row, the 'Paste Special' list will only show the Serial Numbers stored in that Location.

If you would like the Best Before date and/or Batch Status of each Serial Number to be shown in the 'Paste Special' list, select the Show Best Before Dates and/or Show Batch Status options respectively in the Item Settings setting in the Sales Ledger. Please refer to the description of the Batch Specifications setting in the Stock modulefor details about Best Before Dates and here for details about Batch Statuses.

The 'Paste Special' list will not be available if you are using the No Serial No. on Goods Receipts option in the Stock Settings setting. In this case, you must still enter a Serial Number and, if the Item has Serial Numbers at the Unit level, the Quantity must still be one, but no check will be carried out that the Serial Number you have used is valid (i.e. one that is currently in stock).

No default Serial Numbers will be offered, so you will need to enter them yourself. There is no automatic FIFO allocation.

The cost of sales value of an Item with Serial Numbers is controlled by the Cost Price for Serial Number option. This option is in the Cost Accounting setting in the Stock module, but you can override it in individual Item and Item Group records ('Cost Model' card in both cases). If you are not using this option, the cost of sales value will be calculated using the usual Cost Model, even though this may not be appropriate for the Serial Number chosen (e.g. if you are using the FIFO Cost Model, the oldest cost of sales value will be used, even if the chosen Serial Number is not the oldest one). If you are using the Cost Price for Serial Number option, the cost of sales value will be the actual Cost Price of the selected Serial Number. The cost of sales value will be placed in the FIFO field on flip C when you mark the Invoice as OK and save.

An Invoice created from an Order can mirror the Order (i.e. it can contain a single row for the Serial Numbered Item with the Quantity from the Order and with no Serial Numbers) or it can mirror the Delivery (i.e. it can contain a number of rows each with a Quantity of one, showing each Serial Number). The latter case will be useful if you need to have the Serial Numbers printed on Invoices as well as on Delivery Notes. If you need the Invoice to mirror the Delivery, select the Invoice based on Delivery option in the Order Settings setting in the Sales Orders module or, if you don’t want to use this option, create the Invoice from the Delivery..

P.Factor
Default taken from    Item
The Price Factor is the quantity of the Item that can be bought by the Unit Price. For example, if the Unit Price of an Item refers to a box of 24 units, its Price Factor will be 24. Specifying a Price Factor for such an Item is only necessary if it will be sold in individual units (e.g. if you will break into the box of 24 to sell a single unit). The Price Factor will be used to calculate the price of a single unit (in this example, the Price Factor will be 24).

When you use an Item with a Price Factor in an Invoice row, the Quantity that you specify on flip A should be the quantity of individual units, not the quantity of boxes. When you enter a Quantity, the Sum will be calculated using the formula (Quantity/Price Factor) * Unit Price.

The Unit Price field on flip A (and the Base Price field in the Item record) can only support three decimal places. Using a Price Factor can be useful if you need to use more. For example, if the price per unit is 0.0001, you can enter 0.01 as the Unit Price and 100 as the Price Factor. This will result in a Sum of 0.0001 when the quantity is one.

Recipe
Default taken from    Item
If the Item is a Structured Item whose Paste Components During Entry box has not been ticked, its Recipe will be recorded here, brought in from the Item record. A Structured Item is essentially an Item that will be assembled by your company on the point of delivery from components held in stock: its Recipe lists those components with quantities. You should not change the contents of this field. Please refer here for more details about Recipes.

Row FIFO
The total cost of sales value of the Items on this Invoice row. The cost of sales value per unit is shown in the FIFO field on flip C: please refer to the description of this field above for more details.

In multi-user systems, you can prevent certain users from viewing Cost Prices in Quotations, Orders and Invoices using Access Groups, by denying them access to the 'View Item's Cost Price' Action. In an Invoice, this will hide the Row FIFO field, the Cost, Cost B2, GP and FIFO fields on flip C and the GP % and Total GP fields in the footer.

Flip E

Unit, Unit Qty, Unit Pr. of Unit
These fields allow you to sell an Item using a different Unit to the one specified on the 'Pricing' card of the Item record.

If you enter a Unit that has a Qty Factor, the Quantity and pricing for the Invoice row will change accordingly. For example, an Item is usually sold in single units. If you sell two dozen of them, you can enter the Unit representing one dozen (i.e. one whose Qty Factor is "12") in this Unit field and "2" in the Unit Qty field. The Quantity on flip A will change to "24" (i.e. 2 x 12) and the pricing will be adjusted accordingly. The Unit Price of Unit field will show the price for one dozen (i.e. the price of one of the new Unit).

Use 'Paste Special' from the Unit field to choose from a list of Units.

Width, Height, Depth
Default taken from    Item
These fields contain the dimensions of the Item. You can use them together with the Unit Qty field if the Item is sold by area or volume. Please refer to the description of the Units setting for details and an example.

Flip F

Cust. Item No.
If you know the Customer's code for the Item (i.e. the Customer's equivalent of the Item Number), you can enter it in this field. For a more permanent record, you can enter this code in the Customer Items setting in the Sales Orders module. After having done so, it will be brought in to this field in future Invoices automatically.

If you need this code to be printed on Invoice documentation, add the "Customer Item Code" field to the Form Template.

Coeff
Default taken from    Item
The Unit Coefficient of the Item is shown here, taken from the 'Stock' card of the Item. If you are maintaining stock quantities using different units of measurement, this coefficient is the ratio between those units of measurement.

Cred. Row
If an Invoice is a Credit Note that will update stock levels and the Nominal Ledger stock valuation, you should ensure the Cred. Row (Credited Row) field in each row is filled in. The Cred. Row field should contain the (row number - 1) of the corresponding row in the Invoice that is being credited. For example, this field should contain "0" when referring to row 1 in the Invoice being credited, while it should contain "1" when referring to row 2 in the Invoice being credited, and so on.

If you create a Credit Note from an Invoice using the 'Credit Note' function on the Create menu, the Cred. Row field in each row in the Credit Note will be filled in automatically.

If you create a Credit Note by duplicating an Invoice and changing the Payment Term, the Cred. Row field in each row in the Credit Note will remain empty. However, you can enter a row number yourself if you want to connect a row in the Credit Note to the corresponding row in the Invoice, and you must do so in every row if the Credit Note will update stock. Again, enter "0" to refer to row 1 in the Invoice being credited, enter "1" to refer to row 2 in the Invoice being credited, and so on.

A Credit Note will update stock (i.e. it will update stock levels and the Nominal Ledger stock valuation) if the Update Stock box on the 'Del. Terms' card is ticked. This box will be ticked by default if you are using the Credit Invoices Update Stock option in the Optional Features setting in the System module, and you can also tick it yourself in an individual Credit Note.

By connecting a row in a Credit Note to a row in the Invoice being credited, the Cred. Row field ensures the Item can be brought back into stock in a way that obeys the Original Cost on Returned Goods and options in the Cost Accounting setting in the Stock module. Without the Cred. Row field, it would not be possible to ascertain the original cost or position.

The Cred. Row field will also ensure that you cannot enter a Quantity or Sum in a row in a Credit Note that is greater than those figures in the corresponding row in the Invoice being credited. If you try to save a Credit Note in which the Quantity or Sum in a row is too high, the message "Too high quantity" or "Too high Amount" (as appropriate) will appear. The "Too high quantity" message will also appear when the Cred. Row field is empty (i.e. when the Credit Note will update stock and when you have not connected a row to a row in the Invoice being credited).

If a Credit Note will update stock but is not crediting a particular Invoice (i.e. you have not specified an Invoice to be credited in the "Credit of Invoice" row), then you can leave the Cred. Row field empty. The Items will be brought into stock as new items in the FIFO/LIFO Queue, and the cost will be the Cost Price from each Item record.

If a Credit Note will not update stock but the Cred. Row field in a row contains a value, the check that the Sum in that row is not greater than the Sum in the corresponding row in the Invoice being credited will still be carried out. However, the Quantity will not be checked.

Please refer here for more details about Credit Notes.

Environ. Tax
Please refer to the description of the Environment Tax setting here for a full description of this field.

Flip G


Customs No., Country of Origin
In some countries such as Argentina, Mexico and Russia, it is a legal requirement that the Customs Number and Country of Origin are attached to the sales document when an imported Item is sold.

If you sell an Item that is Serial Numbered (at the Unit or Batch level), the Customs Number and Country of Origin will be brought in from flip F of the Goods Receipt row that brought the Item into stock.

If you sell an Item that is not Serial Numbered, it will not be possible to bring this information in automatically but you will be able to enter it yourself. Use 'Paste Special' to choose the Country of Origin.

If you need this information printed on Invoices, add the "Customs Declaration Number" and "Country of Origin" fields to the Form Template design. In the case of a Serial Numbered Item, you can also have the Customs Declaration Date printed, taken from flip F of the Goods Receipt row that brought the Item into stock. This will be printed by the "Customs Declaration Date" field.
Flips A and B of the 'Items' card are described in Part 1 here, and the Footer is described here.

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The Invoice register in Standard ERP:

Go back to:

Entering an Invoice - Items Card Part 3 (Footer)

This page describes the fields in the Footer of the 'Items' card of the Invoice record. Please click the following links for descriptions of the other cards:
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Footer


In addition to the Currency, the Invoice Footer contains various running totals as described below. Whenever you add or change an Invoice row, these totals will be updated automatically.
Currency
Paste Special    Currency register, System module
Default taken from    Contact record for the Customer (Sales Currency) or Default Base Currency
The Currency of the Invoice: the exchange rate is shown on the 'Currency' card where you can change it for an individual Invoice if necessary. Leave the field blank to use your home Currency (unless you have set a Default Base Currency, in which case this will be offered as a default and should be treated as your home Currency).

If the Contact record for the Customer has a Sales Currency specified on the 'Pricing' card, you can only use that Currency. Otherwise, you can use any Currency.

If you change the Currency after adding Items to the Invoice, the prices of those Items will be converted automatically and immediately using the appropriate Exchange Rate for the date of the Invoice, providing you are using the Update Prices on records with Currency when changing Dates option in the Item Settings setting in the Sales Ledger. This option will also cause prices to be updated if the Exchange Rate changes when you change the Invoice Date. Prices will not be updated if you change the Exchange Rate itself. At any time, you can use the 'Update Currency Price List Items' function on the Operations menu to recalculate all prices in the Invoice.

GP %
The overall gross profit for the Invoice, shown as a percentage.

In multi-user systems, you can prevent certain users from viewing the GP % in Quotations, Orders and Invoices using Access Groups, by denying them access to the 'View Item's Cost Price' Action. In an Invoice, this will hide the Cost field, the Total GP field immediately below, the Cost Price, Cost B2, GP and FIFO fields on flip C of the matrix and the Row FIFO field on flip D.

Total GP
The total gross profit of the Items on the Invoice: this does not include any profit in the Freight value, as set in the Freight or Freight/Weight Calculation settings.

Tax2
This field is used in Argentina.

If the Invoice has a Region on its 'Inv. Address' card, and the Region is one where a Regional Perception Tax is charged on at least one of the Items on the Invoice, the amount of that tax will be shown in this field, in the Currency of the Invoice. That amount will be recalculated as you add Items to the Invoice.

When you mark the Invoice as OK and save it, the Tax2 will be credited to the Account specified in the appropriate Regional Perception Tax record. If you have specified a Min. (minimum Regional Perception Tax amount), and the Tax2 in an Invoice is less than this minimum amount, this field will be blank. This field will also be blank if the Customer is one whose No Region Perceptions box has been ticked ('Terms' card).

Ext. Tax
When you define VAT Code records using the setting in the Nominal Ledger, you can use the fields on flip B to specify that an additional tax, such as an environmental tax, is to be levied. This additional tax is usually termed "Extra Tax".

If the VAT Code in any of the rows of the Invoice is one that you have configured to include Extra Tax, the amount of that tax will be shown in this field, in the Currency of the Invoice. That amount will be recalculated as you add Items to the Invoice.

When you mark the Invoice as OK and save it, this Extra Tax will be credited to the Tax Account specified for the appropriate VAT Code. The debit posting will depend on whether you are using the Total not including Ext. Tax option on the 'VAT / Tax' card of the Account Usage S/L setting. If you are not using this option, the Extra Tax will be included in the TOTAL of the Invoice and will therefore be included in the debit posting to the Debtor Account. If you are using this option, the Extra Tax will not be included in the TOTAL, and it will be debited to the Tax on Sales Account, also as specified on the 'VAT / Tax' card of the Account Usage S/L setting. You will therefore need to use this option if the Extra Tax is one that will not be paid by Customers.

If you have specified a Tax Min. (minimum Extra Tax amount) for a VAT Code, and the Extra Tax in an Invoice is less than this minimum amount, this field will be blank. This field will also be blank if the Customer is one whose No Extra Tax box has been checked ('Terms' card).

Please refer to the description of flip B of the VAT Codes setting for more details about how the Extra Tax figure is calculated together with examples.

VAT, Tax
The VAT total for the Invoice (or tax total if you are using the Use Tax Templates for Tax Calculation option in the Transaction Settings setting in Nominal Ledger).

This figure will be rounded up or down according to the Default for Calculated Values rounding rules set in the Round Off setting in the System module.

In the Nominal Ledger Transaction resulting from an Invoice, any amounts lost or gained in this rounding process will be posted to the Round Off Loss or Round Off Gain Accounts specified in the Account Usage S/L setting, as appropriate.

Base
The Base is the Invoice total including VAT in your home Currency (or in Base Currency 1 as defined in the Base Currency setting in the System Module). The field will not be used if the Currency of the Invoice is blank.

Subtotal
The total value of the Invoice rows (i.e. the total of the values in the Sum field).

This figure will include VAT (and TAX) if the Price List specified is one that is Inclusive of VAT or if you have specified on the 'VAT / Tax' card of the Account Usage S/L setting that Base Prices include VAT (or VAT and TAX).

The Subtotal will be rounded up or down according to the Default for Calculated Values rounding rules in the Round Off setting in the System module.

TOTAL
The total for the Invoice, including VAT.

This figure will be rounded up or down according to the Total rounding rules set for the Currency/Payment Term combination in the Currency Round Off setting in the System module. If that setting does not contain an entry for that combination, the Total rounding rules in the Round Off setting also in the System module will be applied. In the Nominal Ledger Transaction resulting from an Invoice, any amounts lost or gained in this rounding process are posted to the Round Off Loss or Round Off Gain Accounts specified in the Account Usage S/L setting, as appropriate.

If you are using the Disallow Negative Totals on Sales option in the Account Usage S/L setting, you will not be able to mark an Invoice as OK and save it if the TOTAL is negative.
Flips A and B of the 'Items' card are described in Part 1 here, and flips C-G are described here.

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The Invoice register in Standard ERP:

Go back to:

Ingresar una Factura - Solapa Moneda

Moneda
Pegado Especial    Registro Moneda , módulo Sistema
Por defecto desde    Cliente o Moneda Base p/Defecto
La Moneda de la Factura (también mostrada en el pie de página de la solapa 'Items' es mostrada junto con el tipo de cambio que puede ser modificado de forma exclusiva para esta Factura en caso de ser necesario. Asegúrese de que la Moneda Correcta es mostrada antes de ingresar cualquier Ítem a la Factura de forma que los precios sean convertidos correctamente. Si lo olvida, la función 'Actualizar Moneda de Lista de Precios de Ítems' está disponible desde el menú Operaciones, el cual convierte retrospectivamente los precios de los ítems ingresados a la Factura antes de que la Moneda fuese especificada (guarde la Factura antes de usar esta función). Deje el campo en blanco para utilizar la Moneda local (a menos que haya configurado una Moneda Base p/Defecto, en cuyo caso esta será colocada por defecto y deberá ser tratada como su Moneda local).

Tipos de Cambio
Por defecto desde    Opción Cotización Moneda Base y/o el registro Tipos de Cambio , módulo Sistema
Los Tipos de Cambio actuales para la Moneda especificada serán ingresados en esta solapa por Hansa. Asegúrese de que son los correctos antes de ingresar los Ítems a la Factura para verificar que la conversión de moneda correcta sea realizada.

En el caso de las Facturas en Moneda generadas desde las Órdenes, los tipos de cambio que se muestran son los especificados para las opciones Orden si la opción Actualizar Moneda Base al Facturar y Actualizar Moneda Extranjera al Facturar cuando la opción Manejo de Ctas. de Ventas no está siendo utilizada. De otra forma, la última Base y Tipo de Cambio serán utilizados, no obstante los precios en la Moneda de los Ítems no serán modificados. Esto quiere decir que al Cliente se le seguirá cobrando el precio acordado, pero el valor de la Factura en la Moneda local (y por tanto en la Contabilidad( será distinto al de la Orden. Si desea actualizar el precio en la Factura para que refleje la nueva Base y Tipo de Cambio (por lo cual se mantendría el valor original en la Moneda local en la Contabilidad), guarde la Factura y luego seleccione 'Actualizar Moneda Lista de Precios de Ítem' desde el menú Operaciones.

Uno de los dos métodos de conversión serán utilizados. El sistema de Base - Doble será útil para las empresas que tienen oficinas en dos países y que necesitan generar informes en ambas Monedas, para las empresas que operan en países donde existe una segunda Moneda (generalmente el Dólar americano o Euro) en uso general además de la moneda nacional, y para las empresas en la zona del Euro que aún mantienen su Moneda nacional antigua por motivos de comparación. El segundo método es un conversión simple de la Moneda extranjera a la Moneda local, aplicable a la mayoría de las transacciones monetarias globales. Estas son descritas a continuación.
Tipos de Cambio (Sistema Base - Doble)
En el ejemplo anterior, la Moneda de la Factura es el Euro. La Moneda Base 1 es la Moneda local (GBP, Libras Esterlinas) y la Moneda Base 2 es el Euro. Los campos que se muestran en la izquierda como un ratio de intercambio entre las dos Monedas base (tomada desde el último registro de la opción Cotización Moneda Base). El gráfico muestra que GBP 0.63 compran un Euro.

Considere que las regulaciones de la Unión Monetaria Europea (EMU) especifican que los ratios siempre deben mostrar cuántas unidades de Moneda local o extranjera pueden ser compradas con un Euro.

Tipos de Cambio (Sistema de Conversión de Moneda Simple)
En el caso de un sistema de conversión de moneda simple, los campos del Tipo de cambio y la Moneda Base 1 ,a la derecha, estarán siendo utilizados para mostrar el tipo de cambio entre la Moneda extranjera y la local. En el ejemplo siguiente, la Moneda local es Dólares Americanos (USD) y la Moneda extranjera Yenes Japoneses (JPY). JPY 122.15 compran USD 1.00.

Por favor click aquí para más ejemplos.

Ingresar una Factura - Solapa Entrega

Térm. de Entrega
Pegado Especial    Opción Térm. Entrega , módulo Órdenes de Venta
Por defecto desde    Cliente
Especifique los Términos de Entrega para esta Factura aquí. Por lo general se utiliza este campo para Clientes Internacionales: ejemplos de esto pueden ser Costo, Seguros, Flete o FOB (Freight or Free On Board).

Por cada registro de Término de Entrega puede especificar una descripción adecuada en distintos Idiomas: el Idioma para la Factura (en la solapa 'Identificadores' ) determinará la traducción que será impresa en cualquier documento generado desde esta Factura.

Forma de Entrega
Pegado Especial    Opciones Formas de Entrega , módulo Órdenes de Venta
Por defecto desde    Cliente
Ingrese la forma de envío de este Factura. Por ejemplo puede ser por Correo o por Courier, o puede especificar el nombre del courier que utilizará para enviar los bienes de la Factura.

Por cada registro de Forma de Entrega puede especificar una descripción adecuada en distintos Idiomas: el Idioma de la Factura (en la solapa 'Identificadores' ) determinará la traducción que será impresa en cualquier papel de trabajo producido por la Factura.

También puede configurar distintas versiones del documento de la Factura para cada Forma de Entrega, quizá incorporando las instrucciones para el pago adecuadas para cada caso. Para hacerlo, ingrese la Forma de Entrega en el campo Idioma cuando defina los documentos. La definición de documentos está descrita aquí.

Nivel Record.
Este Nivel de Recordatorio indica cuántos documentos Recordatorios han sido impresos para esta Factura. Puede actualizar este campo, o puede ser actualizado siempre que un Recordatorio o un estado de cta. cte. del cliente es impreso.

Los recordatorios son impresos utilizando el documento Recordatorios. Un Recordatorio individual puede ser impreso por cada Factura impaga, y este podrá contener uno de tres mensajes con distinta severidad. Estos mensajes son definidos en la opción Textos Recordatorios . Cuando imprima el siguiente Recordatorio para esta Factura, el mensaje que contenga dependerá del Nivel de Recordatorio. Por ejemplo, si el Nivel de Recordatorio de la Factura es 2, el mensaje será tomado desde el campo Recordatorio 2 en la opción Textos Recordatorios , y así sucesivamente. Si el Nivel de Recordatorio de una Factura es mayor a 3, un documento de Recordatorio será impreso, pero sin que contenga ningún mensaje.

Para que los Recordatorios sean impresos, la casilla Sin Recordatorios (arriba) deberá estar desactivada.

Este campo podrá ser modificado incluso después de que la Factura haya sido aprobada.

Últ. Fecha Record.
La última fecha en que un recordatorio o un estado fueron impresos para esta Factura es registrada en este campo. Este campo puede ser modificado manualmente incluso después de que la Factura haya sido aprobada.

Lista de Precios
Pegado Especial    Registro Listas de Precios , módulo Precios y Descuentos
Por defecto desde    Cliente, Categoría de Cliente o Términos de Pago
Especifique aquí la Lista de Precios que determinará los precios que serán utilizados en este Factura. Asegúrese de haber escogido la Lista de Precios correcta antes de agregar filas a la Factura: si lo olvida, la función 'Actualizar Moneda Lista de Precios de Items' está disponible desde el menú Operaciones, el cuál puede ser usado para modificar los precios de los Ítems ingresados en la Factura antes de que la Lista de Precios fuera especificada (guarde la Factura antes de usar esta función).

Cuando se añade una fila a la Factura y se especifica un Ítem, Hansa busca en el registro Precios o en la opción Precios por Cantidad por el registro que represente la combinación Ítem/Lista de Precios y obtenga el Precio Unit. desde el mismo. Si no se encuentra este registro, el Precio Base del ítem será utilizado. Si una Lista de Precios con Descuentos es especificada, el registro Precios será utilizado. De otra forma la opción Precios por Cantidad será usada.

Si la Lista de Precios especificada es una con IVA Incluído, los Precios Unitarios y Sumas de cada fila de la Factura incluirán IVA.

Al crear una nueva Factura, Hansa en primer lugar revisa el registro del Cliente en busca de la Lista de Precios adecuada. Si no hay ninguna especificada, busca la Lista de Precios de la Categoría del Cliente a la que el Cliente pertenece. Si no existe, o si el Cliente no pertenece a ninguna Categoría, Hansa revisará el Término de Pago asignado al Cliente. Si el Término de Pago es modificado posteriormente solo para esta Factura, la Lista de Precios solo será modificada si estaba vacia.

Matriz de Descuento
Por defecto desde    Cliente o Categoría Cliente
Si existe una Matriz de Descuento que sea aplicada a esta Factura, esta será mostrada aquí. Este campo no puede ser modificado. Las Matrices de Descuento son utilizadas para manejar descuentos por cantidad.

Interés
Por defecto desde    Cliente u opción Interés , Ventas
Si el pago para esta Factura se retrasa, la función de Mantenimiento 'Crear Facturas de Interés' puede
ser usada para cobrar los intereses. Esta es la tasa anual que será utilizada para calcular el interés de esta Factura, si el interés va a ser calculado usando la tasa de interés que aplica a la Fecha de la Factura. La cifra será obtenida desde el Cliente o desde la opción Interés pero puede ser alterada para esta Factura. Las Facturas de Interés no serán generadas si la casilla Interés en la solapa 'Términos' de la pantalla del Cliente está desactivada o si la casilla Sin Interés (descrita más adelante) está activada. Por favor revise la descripción de la opción Interés para más detalles sobre las tasas de interés y los cálculos.

Cantidad Tot.
Muestra el número total de Ítems en la Factura. Si esta cifra se vuelve inexacta por algún motivo, utilice la función 'Recalcular Peso y Volumen' del menú Operaciones para actualizarla.

Peso Tot
Por defecto desde    Items
Este campo contiene un valor calculado en base a la Cantidad en la Factura y el Peso de los ítems. Si el Peso de uno de los Ítem es modificado o si esta cifra es inexacta por alguna razón, utilice la función 'Recalcular Peso y Volumen' en el menú Operaciones para actualizar este campo.

Volumen Tot.
Por defecto desde    Items
Este campo contiene un valor calculado en base a la Cantidad en la Factura y al Volumen de los Ítems. Si el Volumen de uno de los Ítems es modificado o esta cifra resulta inexacta por algún motivo, use la función 'Recalcular Peso y Volumen' desde el menú Operaciones para actualizar este campo.

GB Tot
La ganancia bruta total de los ítems en la Factura: esta cifra no incluye ninguna ganancia en el valor del Flete, como se configuró en las opciones Flete o Cálculo Flete/Peso .

Comisión, Total Inc. Com
Estos campos son usados en Rusia. Por favor solicite detalles a su representante local Hansa.

Actualizar Stock
Por defecto desde    Opción Manejo de Ctas. Ventas solapa 1, módulo Ventas
Use esta opción si necesita que los niveles de stock para los Ítems de la Factura sean reducidos cuando la Factura es aprobada. Solo afecta a los Ítems que son del tipo Ítems de Stock. No se realizará una revisión de la disponibilidad del stock, a menos que la opción No Permitir Sobre-Entregas de la opción Opciones de Stock del módulo Stock este siendo utilizada. Esta funcionalidad solo es utilizada si el módulo Stock está instalado.

Tildar esta opción ocasionará que se registren los costos contables (para ser usados cuando se mantengan los valores de Stock en los Mayores Contables) serán incluídos en el Asiento Contable generado cuando la Factura es aprobada.

Ambos efectos de esta casilla solo serán utilizados en los casos donde las Entregas son realizadas en el etapa de la facturación, desde Facturas que no están relacionadas con Órdenes de Venta.

En el caso de las Facturas generadas desde las Órdenes, si necesita facturar una Cantidad mayor a la entregada, esto debe ser realizada agregando una nueva fila a la Factura. Asegúrese de que la casilla Actualizar Stock este tildada de forma que los niveles de stock sean actualizados de la forma correspondiente, y si es adecuado, que ocasionen la generación de transacciones de contabilidad de costos en el Asiento Contable para la cantidad adicional. En este caso, la casilla solo aplicará a las filas de la Factura que no están relacionadas con la Orden.

En el caso de Facturas generadas desde Proyeectos, estya casilla deberá estar desactivada, y no podrá ser utilizada. Por lo tanto Ud. no deberá agregar nuevas filas a este tipo de Facturas.

Considere que al generar una Nota de Crédito, esta casilla será desactivada por defecto, sin importar el estado de la opción Factura Actualiza Stock en la opción Manejo de Ctas. Ventas . Si se encuentra utilizando contabilidad de costos (manteniendo la valuación contable del stock), debería estar desactivado ya que en caso contrario el valor de stock será actualizado con un monto FIFO incorrecto. Para detalles sobre la actualización del stock desde las Notas de Crédito, por favor revisar la página Notas de Crédito y stock.

Sin Recordatorios
Si la casilla Recordatorios en la solapa 'Términos' del registro Cliente está tildada, se le podrán enviar recordatorios por Facturas impagas a ese Cliente. Si un recordatorio no debe ser enviado para esta Factura, tilde esta casilla. Los Recordatorios son enviados utilizando el documento de Recordatorios .

Las Facturas marcadas como Sin Recordatorios pueden ser excluídas de algunos informes y documentos como el Resumen de Facturas Abiertas Cliente y el informe de Cuentas por Cobrar .

Sin Interés
Si la casilla Interés en la solapa 'Términos' del Cliente esta tildada, se podrán cobrar intereses a ese Cliente por todas las Facturas impagas. Si esta Factura no va a ser incluída en el cálculo del interés, tilde esta casilla. El interés es calculado utilizando la función de Mantenimiento 'Crear Facturas de Interés' .

Sin Colección
Esta casilla es utilizada en Finlandia. Por favor contacte a su representante local de Hansa para más detalles. Las Facturas marcadas como Sin Colección podrán ser excluídas de algunos informes y documentos como el Resumen Facturas Abiertas de Cliente y el informe de Cuentas por Cobrar.

En Disputa
Tilde esta casilla si la Factura está siendo cuestionada.

Las Facturas cuestionadas pueden estar incluídaso excluídas de algunos informes y documentos como el Resumen Facturas Abiertas de Cliente y el informe de Cuentas por Cobrar. No obstante, la Factura aún estará sujeta al cobro de Intereses y a la impresión de Recordatorios a menos que las casillas Sin Interés y Sin Recordatorios se encuentren tildadas a la vez. Las casillas Cuestionada, Sin Interés y Sin Recordatorios pueden ser tildadas después de que la Factura ha sido aprobada.

Si la Factura tiene un retraso en el pago demasiado extenso, la deuda puede ser transferida de la Cuenta Deudores a la Cuenta Deudores Morosos utilizando la función de Mantenimiento 'Transferir a Deudores Morosos'. Esta función marcará a la Factura como Cuestionada, para evitar que la deuda sea transferida nuevamente la próxima vez que la función sea utilizada. Si marca una Factura como Cuestionada por sí mismo, estará evitando que la deuda pueda ser transferida.

En un sistema multi-usuario, puede evitar que determinados usuarios marquen las Facturas como Cuestionadas utilizando los Grupos de Acceso (al negar el acceso a la Acción 'Permitir Facturas en Disputa').

Info Cliente Asiento
Cuando un Asiento Contable es generado de forma automática desde esta Factura, puede utilizar esta opción si desea que el Número de la Factura, Fecha de Vencimiento y Cliente sean mostrados en la pestaña E del Asiento. Esto aplica solamente al registro de la Cuenta Deudora.

La casilla estará seleccionada por defecto si se encuentra utilizando la opción Info Cliente en Asiento en la solapa 1 de la opción Manejo de Ctas. Ventas.

Entering an Invoice - Identifiers Card

Order No.
In cases of Invoices created from Sales Orders using the automatic invoicing function, Hansa will enter the Order Number in this field.

Cust. Ord. No.
Record the Customer's Purchase Order Number here. Where an Invoice has been created from an Order, the Customer's Order Number will be brought in automatically.

Org. Customer
Where an Invoice has been created from an Order and the Customer placing the Order is one for whom Invoices are sent to a third party such as leasing company, the Customer Number of the ordering Customer is placed here.

Sorting
This field contains the Sort Key from the originating Order or from the Customer. This is for information only.

Location
Paste Special    Locations setting, Stock module
If the stock which will be used to satisfy this Invoice is to be taken from a particular Location, specify that Location here. Otherwise, stock from all Locations will be available.

If a Main Location has been specified in the Stock Settings setting, leaving the field blank means that stock from that Location will be used. However, if, in the same setting, the Require Location option is on, this field must contain a value.

A default Location can be brought in from the 'Bonus' card of the user's Person record.

If the 'Item Status' window is on screen, the quantities shown will refer to the Location specified here.

Language
Paste Special    Languages setting, System module
Default taken from    Customer
The Language Code determines the text to be transferred from various registers and settings, for example the Item Name, text for Payment Terms and Payment Mode, the selection of document forms etc. Leave the field blank to use the base Language.

Project
In cases of Invoices created from Projects using the 'Create Project Invoices' Maintenance function in the Job Costing module, Hansa will enter the Project Number in this field. This field cannot be changed.

If this field contains a value, the Invoice will not use the standard Invoice document when printed. Instead, the Project Invoice document will be used. Please refer to the Printing Invoices page for more details.

The Update Stock box (above) will be switched off in Invoices created from Projects.

Serv. Ord. No.
This field contains a value if the Invoice was raised from a Service Order. It is only used if the Service Orders module is installed, and cannot be changed.

Note that Invoices associated with a Service Order should be raised from the Service Orders module, using the 'Make Customer Invoice' function on the Operations menu of the Service Order screen.

Credit Card
Paste Special    Credit Card register, Cheques module (if installed)
If the Invoice is being paid using a credit card, enter its number here. Known credit card numbers for each Customer can be stored in the Credit Card register in the Cheques module.

Authorisation
If the Invoice is being paid using a credit card, record the authorisation code here once it has been obtained.

Comment
Default taken from    Customer
Record here any comment about this Invoice: the comment can be printed on the Invoice document. The default is taken from the Order Comment field of the Customer record. This field can be changed after the Invoice has been approved.

Entering an Invoice - Price List Card

This page describes the fields on the 'Price List' card of the Invoice record. Please click the following links for descriptions of the other cards:
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Price List
Paste Special    Price List register, Pricing module
Specify here the Price List that will determine the prices used in the Invoice.

If you change the Price List after adding Items to the Invoice, the prices of those Items will be updated automatically and immediately. At any time, you can also use the 'Update Currency Price List Items' function on the Operations menu to update all prices in the Invoice.

When you create a new Invoice and specify a Customer, the Price List will be chosen as follows:
  1. If the Customer has a Loyalty Card, it will be brought in from the relevant row in the Loyalty Card Membership Level Structure setting in the Point of Sales module.

  2. It will be brought in from the 'Pricing' card of the Customer's Contact record.

  3. The Price List for the Customer Category to which the Customer belongs will be used.

  4. The Price List will be taken from the Sales Pay. Term record allocated to the Customer. If you change the Payment Term in an Invoice, the Price List in that Invoice will be changed if a Price List has been specified in the Payment Term.
If you are using dated Price Lists, a Price List chosen as specified above may be replaced by one that is valid on the Transaction Date of the Invoice. Dated Price Lists are described here, with an example here.

If the Price List specified is one that is Inclusive of VAT, the Unit Prices and Sums in each Invoice row will include VAT.

When you add a row to the Invoice and specify an Item, the Unit Price will be chosen as follows, assuming the Type of the Price List is "Discount":
  1. The Unit Price will be taken from the Price record with the relevant Item/Price List/Customer combination.

  2. It will be taken from the Price record with the relevant Item/Price List combination where the Customer field is empty.

  3. The Base Price from the Item record will be used.
If the Type of the Price List is "Qty Dep Values", the Unit Price will be chosen as follows:
  1. The Unit Price will be taken from the Quantity Dependent Price record with the relevant Item/Price List combination.

  2. The Base Price from the Item record will be used.
In multi-user systems, you can prevent certain users from changing the Price List in Quotations, Orders and Invoices using Access Groups, by denying them access to the 'Change Prices' Action).

Discount Matrix
Paste Special    Discount Matrix register, Pricing module
If there is a Discount Matrix applying to an Invoice, it will be shown here. You can use Discount Matrices to administer quantity discounts: please refer to here for more details..

When you create a new Invoice and specify a Customer, the Discount Matrix will be chosen as follows:
  1. If the Customer has a Loyalty Card, it will be brought in from the relevant row in the Loyalty Card Membership Level Structure setting in the Point of Sales module.

  2. It will be brought in from the 'Pricing' card of the Customer's Contact record.

  3. The Discount Matrix for the Customer Category to which the Customer belongs will be used.
By default, you cannot change this field. If you wish to allow users to be able to change the Discount Matrix in Invoices, assign them an Access Group in which you have granted Full access to the 'Change Discount Matrix on Invoice' Action.

If you change the Discount Matrix after adding Items to the Invoice, the discounts and sums for those Items will be updated automatically and immediately.

If the Discount Matrix is one that calculates quantity discounts based on Item Group quantities rather than Item quantities, the calculated discount for an Item may become incorrect if you specify another Item belonging to the same Item Group in a later row in the Invoice. To cater for this, be sure to select 'Recalculate Discount' from the Operations menu when the Invoice is complete. This will recalculate the discount percentage for each Item in the Invoice.

Original Customer
This field will be used in the situation where you have created an Invoice from an Order, Delivery or Quotation and the ordering Customer is one for whom Invoices are to be sent to a third party such as a leasing company. In this situation, the Customer in the Invoice will be the third party, and the Customer Number of the ordering Customer will be placed here. This field cannot be changed.

Credit Card
Paste Special    Credit Card register, Cheques module (if installed)
If the Invoice is being paid using a credit card, enter its number here. Known credit card numbers for each Customer can be stored in the Credit Card register in the Cheques module.

If you have entered a Payment Mode with the same Code as the Payment Term used in the Invoice, and the Type of that Payment Mode is "Credit Card", you will not be able to save the Invoice if this field is empty or if it contains a Credit Number that does not exist in the Credit Card register.

Authorisation
If the Invoice is being paid using a credit card, record the authorisation code here once it has been obtained.

Debtors Account
Paste Special    Account register, Nominal Ledger/System module
The Debtor Account specified here will be debited when you mark the Invoice as OK and save and it is then posted to the Nominal Ledger. The default will be chosen as follows:
  1. The Debtors Account specified in the Customer Category to which the Customer belongs will be used.

  2. The Debtors Account entered in the Account Usage S/L setting will be used.
If the Type of the Payment Term of the Invoice (shown on the 'Terms' card) is "Cash" (i.e. the Invoice is a cash Invoice), the Cash Account to be debited will be shown here, chosen as follows:
  1. The Cash Account will be taken from the Payment Term specified in the Invoice:

  2. The Cash Account entered in the Account Usage S/L setting will be used.
If an Invoice is greatly overdue, you can use the 'Transfer to Bad Debtors' Maintenance function to transfer its outstanding debt from the Debtor Account to the Bad Debtor Account. This function will place the Bad Debtor Account in this field. As a result, if the Invoice is then paid, the payment will be credited to the Bad Debtor Account instead of to the Debtor Account. The Bad Debtor Account will be chosen as follows:
  1. The Bad Debtors Account specified in the Customer Category to which the Customer belongs will be used.

  2. The Bad Debtors Account entered in the Account Usage S/L setting will be used.
Comment
Default taken from    Contact record for the Customer (Order Comment)
Record here any comment about this Invoice: it will be printed on the Invoice document if you have included the "Invoice Comment" field in your Form Template design. You can change this field after you have marked the Invoice as OK and saved.

Sales Group
Paste Special    Sales Groups setting, System module
Default taken from    Salesman
The Sales Group will be brought in from the Person record when you specify a Salesman (on the 'Terms' card). If you are using the Limited Access feature, you can use this field to prevent a user from seeing every Invoice in the 'Invoices: Browse' window by restricting their view to their own Invoices or to those of their Sales Group.

Please click here for full details about the Limited Access feature.

Language
Paste Special    Languages setting, System module
Default taken from    Contact record for the Customer
The Language determines the Item Descriptions that will be shown on the 'Items' card, and the text for the Payment Term, Delivery Term and Delivery Mode that will be printed on forms. Leave the field blank to use your home Language.

You can also use the Language to determine the Form Template that will be used when you print the Invoice, and the printer that will be used to print it. This can include sending the form to a fax machine, if your hardware can support this feature. Do this in the 'Form Definition' window for the Invoice form, as described here. You can change the Language before printing the Invoice even if it has been marked as OK, to ensure it is printed on the correct printer or fax machine.

Commission, Tot Inc Com
These fields are used in Russia. Please refer to your local HansaWorld representatives for details.

Interest
Default taken from    Contact record for the Customer or Interest setting, Sales Ledger
If payment for an Invoice is late, you can use the 'Create Interest Invoices' Maintenance function to charge interest. The figure in this field is the annual rate that this function will use to calculate the interest on the Invoice, if you have specified in the Interest setting that interest is to be calculated using the interest rate applicable at the Invoice Date. This figure will be brought in from the Customer or from the Interest setting but you can change it for an individual Invoice if necessary. Interest Invoices will not be created if the Interest check box on the 'Terms' card of the Contact record for the Customer is not ticked or if the No Interest check box in an Invoice (on the 'Identifiers' card) is ticked. Please refer to the description of the Interest setting for details about interest rates and calculation.

Org. No.
If an Invoice is a Credit Note, this field will display the Invoice Number of the Invoice being credited.

This field is for information only. It also helps ensure features such as the ability to print Credit Notes operate correctly. You should not change this field. If you need to change the Invoice Number of the Invoice being credited, you should not do so here and instead should do so in the first row of the matrix on the 'Items' card.

Reminder Level
This Reminder Level indicates how many Reminders have been printed for an Invoice and how many times it has been included in an Open Invoice Customer Statement.

The Reminder Level in an Invoice will be updated automatically whenever you print a Reminder for the Invoice or include it in a statement, providing you select the Increase Reminder Level option when printing. The Reminder Level will not be increased even if you use the Increase Reminder Level option if you print statements for a past date, or if the Invoice is not yet due for payment when you include it in a statement. You can also change the Reminder Level in an Invoice yourself, and you can do this after you have marked the Invoice as OK.

You can print Reminders using the Reminders form. When you print a Reminder for an Invoice, a reminder message will be included, provided you have added the "Reminder Text" field to the Form Template design and providing you have composed three reminder messages in the Reminder Texts setting. The message that will be printed will be of increasing severity depending on the Reminder Level of the Invoice. For example, if the Reminder Level of the Invoice is 2, the message will be taken from the Reminder 2 field in the Reminder Texts setting, and so on.

Reminders will not be printed for an Invoice in which you have ticked the No Reminder box on the 'Identifiers' card.

When you print a Debtors Letter or an Open Invoice Customer Statement for a particular Customer, that Customer's open Invoices will be listed together on a single page. The Reminder Levels of all the Invoices in the Letter or Statement will be checked and the reminder message for the highest Level will be printed on the form (in the "Reminder Level (remtext)" field).

Last Reminder Date
As mentioned above, the Reminder Level in an Invoice will be updated automatically whenever you print a Reminder for the Invoice or include it in a statement, providing you select the Increase Reminder Level option when printing. This field displays the date when the Reminder Level was last updated in this way. You can also change this field yourself, even in an Invoice that has been marked as OK.

Loyalty Card
Paste Special    Loyalty Card register, POS module/Loyalty Cards setting, Restaurant module
If the Customer has a Loyalty Card, it will be shown here. You can also choose a Loyalty Card using 'Paste Special', in which case the Customer details will be brought in automatically. If specifying a Loyalty Card changes the Price List and/or Discount Matrix, the prices of any Items already in the Invoice will be recalculated automatically. Please refer here for details about Loyalty Cards.

Membership Level
This field displays the Membership Level of the Customer's Loyalty Card. This is for information only and cannot be changed.

Loyalty Points
The number of Loyalty Points earned by the Invoice. Whenever you add or change an Invoice row, this figure will be updated automatically.

TREO No.
TREO (Tax Remission Export Office) Orders are used in Kenya and other East African countries. If a manufacturing company receives a Sales Order from an export Customer, then any components purchased for manufacturing the Items on the Sales Order will be exempt from tax and customs duties. Such a Sales Order must be marked with a Control Code supplied by the tax authority and with the expiry date of that Control Code, which you should enter in these fields. This Control Code will be copied this field in all Invoices resulting from the Order.
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The Invoice register in Standard ERP:

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Entering an Invoice - Inv. Address Card

Invoice to Address
Default taken from    Customer
The Customer's address, as entered on the 'Contact' card of the Customer record. If you need to change something for this Invoice only, you can do so. Permanent changes should be made in the Customer register.

Zone
Default taken from    Customer
These radio buttons show the Zone for this Customer, brought in from the Customer record. The Account Usage S/L setting allows different defaults for the Sales Account and the VAT Account to be set up for each Zone. The setting cannot be changed for this Invoice: any change should be made in the Customer register before entering Invoices.

VAT Reg.
Default taken from    Customer
The Customer's VAT registration number. It is important that this field contains a value if the Customer is in the "Within EU" Zone as this information is then required for EU VAT reporting purposes.

Hansa contains a feature whereby it will check that the VAT Number entered here is in the correct format for the Customer's Country. The correct format should be defined in the VAT Number Masks setting in the System module. If the Customer's Country is blank, the Country from the Company Info setting will be used. If that is blank, no validation check will be made.

Phone, Fax
Default taken from    Customer
The Customer's telephone and fax numbers, as entered on the 'Contact' card of the Customer record.

Entering an Invoice - Del. Address Card

Delivery Address
Default taken from    Customer
Enter the Delivery Address here, if different from the Invoice Address or the usual Delivery Address shown on the 'Delivery' card of the Customer record.

Address
Paste Special    Delivery Addresses setting, Sales Orders module
If the Customer is one with several Delivery Addresses (e.g. it has several branches), these can be recorded in the Delivery Addresses setting in the Sales Orders module. Select the correct one for this Invoice using the 'Paste Special' function. The full Delivery Address will be brought in to the fields above. Usually, only Delivery Addresses for this Customer and those with no Customer specified will be included in the 'Paste Special' list. If you would like all the 'Paste Special' list to contain all Delivery Addresses, check the Paste All Delivery Addresses box in the Order Settings setting in the Sales Orders module.

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.

Entering an Invoice - Settlement Discount Examples

You can offer a settlement discount to a Customer to encourage them to pay an Invoice by a specified date. Follow these steps:
  1. Create a record in the Payment Terms setting containing the details of the settlement discount. Enter the discount percentage in the Settl. Discount % field and the number of days for which the settlement discount offer is valid in the Settl. Disc Days field:

    The Type should be "Normal", and you should also specify the number of Net Days to allow Due Dates to be calculated.

    If you need to configure a two-stage Settlement Discount, use the Settl. Discount % 2 and Settl. Disc Days 2 fields as well. For example, you may need to offer a 10% Discount for payment within 10 days and a 5% Discount for payment within the following 20 days. If so, use the Settl. Discount % and Settl. Disc. Days fields for the first stage (10% Discount for payment within 10 days), and the Settl. Discount % 2 and Settl. Disc. Days 2 fields for the second stage (5% Discount for payment within the following 20 days). Settl. Disc. Days 2 counts from the Invoice Date, so in this example it should be 30.

  2. Specify Settlement Discount Accounts on the 'Sales' card of the Account Usage S/L setting. If necessary, you can enter different Accounts to be used depending on the VAT Zone of the Customer:

    The value of the settlement discount will be debited to the Settlement Discount Account when the Customer pays the Invoice.

  3. Enter the Invoice in the usual way.

    The settlement discount will be calculated using the formula:

    TOTAL x Settlement Discount %
    The settlement discount will not be shown in the Invoice record itself. In order to have settlement discount information printed on Invoice documentation, include the following fields in your Form Template designs as appropriate:

    Field in Form TemplatePrints
    Discounted VATVAT - VAT on Settlement Discount (i.e. the VAT total of the Invoice - the VAT element in the Settlement Discount) (will print the VAT total in Invoices with no Settlement Discount). You should only use this field if you have specified a Settl. Discount VAT Account (steps 7 and 8 below)
    If Settlement DiscountIf an Invoice qualifies for a Settlement Discount, this field will print the phrase that you enter as the Field Argument
    If Settlement Discount 2If an Invoice qualifies for a second Settlement Discount, this field will print the phrase that you enter as the Field Argument
    Settlement DiscountSettlement Discount amount
    Settlement Discount DatePrints the date on which the Settlement Discount expires
    Settlement Discount in Base 1Settlement Discount amount, converted to Base Currency 1
    Settlement Discount in Base 2Settlement Discount amount, converted to Base Currency 2
    Settlement Discount TotalTOTAL - Settlement Discount amount
    Settlement Discount 2 Second Settlement Discount amount
    Settlement Discount 2 Date Prints the date on which the second Settlement Discount expires
    Settlement Discount 2 in Base 1Second Settlement Discount amount, converted to Base Currency 1
    Settlement Discount 2 in Base 2Second Settlement Discount amount, converted to Base Currency 2
    Settlement Discount 2 TotalTOTAL - second Settlement Discount amount
    To Pay after Settlement DiscountTOTAL - Settlement Discount amount
    To Pay after Settlement Discount in Base 1TOTAL - Settlement Discount amount, converted to Base Currency 1
    To Pay after Settlement Discount in Base 2TOTAL - Settlement Discount amount, converted to Base Currency 2
    To Pay after Half Settlement DiscountTOTAL - (Settlement Discount amount / 2)
    Total VAT of Settlement Discount VAT on Settlement Discount (i.e. the VAT element in the Settlement Discount) (will be empty in Invoices with no Settlement Discount). You should only use this field if you have specified a Settl. Discount VAT Account (steps 7 and 8 below)

  4. Mark the Invoice as OK and save. The settlement discount will not affect the postings in the Nominal Ledger.

  5. When you receive payment from the Customer, create a new record in the Receipt register. When you specify the Invoice Number, an extra row containing the settlement discount will be added to the Receipt automatically, providing the Transaction Date is on or before the Discount Date. The Received and Bank Amount will be changed to the outstanding amount less the settlement discount:

    The Receipt register is described in more detail here.

  6. Mark the Receipt as OK and save. In the resulting Nominal Ledger Transaction, the settlement discount will be debited to the Settlement Discount Account that you specified in step 2:

  7. In some countries, the posting of the settlement discount from the Receipt should include a VAT element. If you need such a posting, specify a Settl. Discount VAT Account on the 'VAT / Tax' card of the Account Usage S/L setting:

  8. The existence of a Settl. Discount VAT Account means that the settlement discount less VAT will be debited to the Settlement Discount Account that you specified in step 2, and the VAT element will be debited to the Settlement Discount VAT Account:

    The VAT element will be calculated using the following formula (with example figures in brackets):
    Settlement Discount (10.00) * Invoice VAT Total (16.67)
    Invoice Total (including VAT) (100.00)
    The VAT total in this equation will be taken from the VAT field in the footer of the Invoice being paid.
  9. The settlement discount in step 3 was calculated by applying the settlement discount percentage to the Invoice TOTAL, as follows:
    total row Amounts (83.33) + VAT (16.67) = TOTAL (100.00)

    TOTAL (100.00) * Sett. Discount (10%) = 10.00
    In some countries (e.g. the UK prior to April 2015), settlement discounts do not include VAT. VAT is therefore calculated on the total of the row Amounts after subtracting the settlement discounts, as follows:
    total row Amounts (83.33) - Sett. Discount (10%) = 75.00

    75.00 * VAT (20%) = 15.00

    total row Amounts (83.33) + VAT (15.00) = TOTAL (98.33)
    If you need to issue Invoices with settlement discounts calculated in this way, you should tick the Exclude VAT on Settl. Discount option on the 'VAT / Tax' card of the Account Usage S/L setting in the Sales Ledger:

    You should also remove any Settl. Discount VAT Account from the Account Usage S/L setting so that there is no VAT element in the posting of settlement discount from a Receipt (as described in steps 7 and 8 above).

  10. Illustrated below is an Invoice with a settlement discount calculated as described in the previous step:

  11. When you receive payment from the Customer, the settlement discount will be deducted as already described in step 5:

  12. In the Nominal Ledger Transaction resulting from the Receipt, the settlement discount will be debited to the Settlement Discount Account, again as already described. There will be no VAT element as the Settl. Discount VAT Account field in the Account Usage S/L setting should be empty:

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The Invoice register in Standard ERP:

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Entering an Invoice - Reverse Charge VAT in Sales Invoices

The calculation of VAT in an Invoice depends on its VAT Zone, which in turn depends on the VAT Zone specified for the Customer in the Contact register. When you specify the Customer in an Invoice, the VAT Zone will be set accordingly, and will be visible on the 'Inv. Address' card:

Customers in the "Inside EU" and "Outside EU" Zones will not be charged VAT, irrespective of the VAT Code specified in the transaction row. If you want to charge VAT to such Customers, place them in the Inside EU (Post VAT)" and "Outside EU (Post VAT)" Zones.

When issuing an Invoice to a Customer in the "Inside EU" Zone, you will not charge VAT. The Customer will pay VAT to their tax authority at the domestic rate that would apply had they purchased the Items from a local Supplier. This is sometimes known as the "reverse charge" procedure.

There may be occasions when you need to use the reverse charge procedure in an Invoice that you issue to a domestic Customer. You will not charge VAT in the Invoice and will not account for the VAT to the tax authority. The Customer will account for and pay the VAT. This feature is only available in Lithuania, Poland and the UK (i.e. it is available when the VAT Law in the Company Info setting is "Lithuanian", "Polish" or "Default").

To use the reverse charge procedure in a domestic Invoice, follow these steps:

  1. In the VAT Codes setting in the Nominal Ledger, create a VAT Code for domestic reverse charge VAT (VAT Code 7 in the illustration below). The VAT percentage in this VAT Code should be the rate at which VAT would be charged in a normal calculation.

    If the use of the reverse charge procedure in an Invoice depends on the value of that Invoice, use the Min. and/or Max. Amounts on flip F to specify that value. For example, in the UK, a sale of mobile phones or computer chips can be subject to the reverse charge procedure if the value of the sale is greater than 5000.00. In this case the Minimum should be 5000.00, as shown in the illustration below:

  2. In the Item records for the Items that you can sell on a reverse charge basis, specify the reverse charge VAT Code on the 'A/C' card:

  3. In order to be able to issue a reverse charge Invoice to a Customer, the Contact record for that Customer must satisfy the following requirements:

    1. On the 'Company' card, the Type must be "Company". If the Type is "Person", VAT in Invoices will be calculated on a normal basis, not on the reverse charge basis.

    2. Also on the 'Company' card, you must specify a VAT Reg. No. It is a legal requirement that you must obtain a Customer's VAT registration number before you can issue a reverse charge Invoice to them.

    3. An option is to select the Reverse VAT option on the 'Terms' card. This option will mean that the use of the reverse charge procedure in an Invoice will not be dependent on the value of the Invoice. In other words, when you sell a reverse charge Item to the Customer, the reverse charge procedure will always be used (i.e. the Min. and Max. Amounts specified in the VAT Code (step 1 above) will be ignored).

      Continuing the UK mobile phone example, the reverse charge procedure can usually only be used in an individual Invoice if its value is greater than 5000.00. However, you can also use the reverse charge procedure if you have received an order whose value is greater than 5000.00 that you will deliver and invoice in stages, some or all of which have values of less than 5000.00. Selecting this option will allow you to invoice each stage using the reverse charge procedure.

      You can prevent users from the changing the Reverse VAT box in Contact records using Access Groups, by denying them access to the 'Qualify for Reverse VAT' Action.

    4. You can only use the reverse charge procedure in a Quotation, Order or Invoice in which prices exclude VAT. So, if your default setting (specified on the 'VAT / Tax' card of the Account Usage S/L setting) is that Base Prices include VAT (or VAT and TAX), you must assign a Price List in which prices exclude VAT to the Customer.

  4. When you print a Quotation, Order or Invoice in which you have used the reverse charge procedure, you must have a reference printed on the document to make it clear that the reverse charge applies and that the Customer is required to account for the VAT. You can do this by including the fields listed below in your Form Template designs:

    Field in Form TemplatePrints
    Header Fields (these print once per Invoice)
    Reverse VAT textIn Lithuania, this field will be printed on an Invoice or Credit Note if every row has a Reverse VAT Code (see step 5 below). It prints the text "Atvirkštinis PVM, PVMĮ 96 str.".
    In Poland, this field will be printed on an Invoice or Credit Note if any row has a Reverse VAT Code (see step 5 below). It prints the text "Odwrócony VAT".
    In the UK, this field will be printed on an Invoice or Credit Note as follows:

    1. In an Invoice in which every row has a Reverse VAT Code (see step 5 below), it will print the text "Reverse charge: Customer to account to HMRC for the reverse charge output tax".

    2. In an Invoice in which some rows have a Reverse VAT Code, it will print the text "Reverse charge: Customer to account to HMRC for the reverse charge output tax on the VAT exclusive price of items marked reverse charge".

    3. In a Credit Note in which every row has a Reverse VAT Code, it will print the text "Reverse charge: Customer to account to HMRC for the output tax adjustment".

    4. In a Credit Note in which some rows have a Reverse VAT Code, it will print the text "Reverse charge: Customer to account to HMRC for the adjustment to reverse charge output tax on the VAT exclusive price of items marked reverse charge".

    Reverse VAT amountThis field will print the amount in the Reverse VAT field in the Quotation, Order or Invoice i.e. it prints the VAT amount that the Customer should pay to the tax authority.
    Row Fields (these print once per row, so remember to specify a Line Height and to set the Format to "Matrix")
    Reverse VAT CodeThis field will print the Reverse VAT Code in each row.
    Row reverse VAT text In Lithuania and the UK, this field will print the text "Subject to Reverse VAT Charge" for each row that has a Reverse VAT Code, only in Invoices and Credit Notes in which not every row has a Reverse VAT Code.

  5. Enter Quotations, Orders and Invoices in the usual way. If you add an Item in which you have specified a Reverse VAT Code (step 2 above) to the transaction, that Reverse VAT Code will be brought in to the Rvrs field on flip B, providing the Sum in the row satisfies any minimum or maximum requirements specified in the VAT Codes setting (step 1 above) or providing the Customer is one where you have ticked the Reverse VAT option (step 3 iii above). The Reverse VAT field in the footer will display the VAT that the Customer should pay to the tax authority on the reverse charge basis:

    If the Item has a Reverse VAT Code but the Rvrs field remains empty, this will usually be because the Sum in the row does not satisfy the minimum or maximum requirements. It could also be because the Type of the Customer is "Person" (step 2 i above). If the Rvrs field is empty, the row will not be subject to the reverse charge procedure.

    The Rvrs and Reverse VAT fields will be updated whenever you change the quantity or price in a row and as you add or remove rows (the minimum and maximum requirements in the VAT Codes setting apply to the Invoice as a whole, not to individual rows, so adding a row could cause the Rvrs field to be updated in an earlier row).

  6. Usually, the Customer's VAT Reg. No. will be brought in to the Quotation, Order or Invoice. If you have not specified a VAT Reg. No. in the Contact record for the Customer (step 2 ii above), the VAT Reg. No. field in the Quotation, Order or Invoice will remain empty. This will mean that it will not be possible to save the record.

  7. If you are entering an Invoice and you mark it as OK and save, no VAT will be posted from the rows with Reverse VAT Codes (i.e. from the rows in which the Rvrs field is not empty). The Reverse VAT Code from each Invoice row will be copied to the Rvrs field in the corresponding Transaction row:

  8. If you need to create a Credit Note from an Invoice in which you have used the reverse charge procedure, you will not be able to change anything in the matrix in the Credit Note. In other words, you must credit such an Invoice in full, you cannot partially credit such an Invoice.
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The Invoice register in Standard ERP:

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Controlling Prices in Invoices

There are several methods that you can use to control prices in Invoices:
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The Invoice register in Standard ERP:

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Inspecting and Approving Invoices

Before an Invoice is sent to a Customer, it should be checked and approved, to ensure that the Customer is charged for the correct things. The approval causes the Invoice to be inserted into your Sales Ledger.

When an Invoice is approved, if so defined in the Sub Systems setting in the Nominal Ledger, a transaction is created and automatically transferred to the Nominal Ledger. This transaction will be assigned a journal number that is the same as the Invoice Number.

The Sales Ledger is organised so that only approved Invoices are available for the registration of incoming payments. There are three ways to approve an Invoice:

  1. With the Invoice on screen, click the OK check box.

  2. Select an Invoice by clicking on it in the 'Invoices: Browse' window, and select 'OK' on the Operations menu. By holding down the Shift key you can highlight a batch of Invoices to approve at a single stroke using this method.

  3. Use the 'OK Invoices' Maintenance function to approve a range of Invoices.

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After approving an Invoice, only the Salesman, Last Reminder Date, Reminder Level and Comment fields may be altered.


You can choose to have an Activity created automatically when each Invoice is approved. This is controlled using the Activity Types, Subsystems setting in the CRM module: please refer here for full details. The Task Type of each new Activity will be To Do, and the Symbol will be Other. The Start Date of the Activity will be the Due Date of the Invoice, and the Person will be the Sales Person from the Invoice. The initials of the current user will appear in the Cc field of the Activity.

Nominal Ledger Transactions from Invoices

When an Invoice is approved and saved, a Nominal Ledger Transaction will be generated automatically if you have so determined in the Sub System setting in the Nominal Ledger. Please refer here for full details of this Transaction.

Once the Transaction has been generated, you can look at it straight away using the 'Open NL Transaction' function on the Operations menu.

Error Messages

When you approve Invoices, if so defined in the Sub Systems setting in the Nominal Ledger, Nominal Ledger Transactions are automatically generated and put in your Nominal Ledger journal.

If an error message appears, it means that some Accounts or other settings are incorrect. All Account numbers used by the Invoice, which may have been offered as defaults from the Account Usage S/L setting, Items or Item Groups, or Customers or Customer Categories, must exist in the Account register (available in the System module and the Nominal Ledger). Number Series for the current period must also exist. The VAT Codes used must be defined.

While the Invoice is still on screen, you can correct the error by adding the missing Account(s) to the Account register or by changing the Account used in the Invoice.

The program cannot post transactions to non-existent Accounts, to prevent accounting errors.

Printing Invoices

There are several occasions when you may want to print an Invoice: to view a test print-out to check the Invoice before you finally approve it; to produce a copy for your own files, or to send the original Invoice to the Customer.

To do a test print-out, save the Invoice and then click on the Printer icon in the Button Bar before you approve the Invoice. The Invoice will then be printed with the text "Test Printout" diagonally printed across the page. This is to avoid the test being confused with the final version. As you have not yet approved the Invoice by checking the OK box, you can go back and correct any errors you may find in the printout. This is also true for Credit Notes.

If you want to print a range of final Invoices, follow the instructions below:

  1. Select 'Documents' from the File menu or click [Documents] in the Master Control panel. Double-click 'Invoices' in the resulting list.

    The 'Specify Invoices' window is shown.

  2. Enter the Invoice Number for a single Invoice, or the highest and lowest Invoice Numbers of a range of Invoices separated by a colon (:). The Status setting is used to control which Invoices are printed.
    Unprinted Only
    This option ignores any Invoices in the range that have already been printed.

    All
    Prints all Invoices in the range. Any Invoices previously printed will have the word "Copy" printed diagonally across the page.

    Original
    This option also prints all Invoices in range. However, any Invoices previously printed will be printed again as though they were original copies, without the word "Copy".
    Use the Invoice Type check boxes to limit your selection to specific kinds of Invoice, as described in step 7 below.

  3. Press [Run] in the Button Bar to start the printing, or cancel by closing the window.
You can also print a single Invoice by clicking on the Printer icon when that Invoice is shown on the screen. If you want to print to screen, click the Preview icon.

Invoices can also be printed automatically on approval. This is controlled using the Auto Actions setting in the System module.

Whichever method is used, the Form used is determined as follows:

  1. Using the Form register in the System module, design the invoice form and name it "INVOICE". Use the 'Properties' function on the Operations menu to assign a Document Type of "Invoice". A sample Invoice Form is supplied with Hansa: this can be modified to suit your requirements.

  2. Select the Sales Ledger using the Modules menu.

  3. Click [Documents] in the Master Control panel or select 'Documents' from the File menu. The 'Documents' list window is opened: highlight 'Invoices'.

  4. Select 'Define Document' from the Operations menu.

  5. In the subsequent window, enter "INVOICE" in the Form field of the first line (you can use 'Paste Special' to ensure the spelling is correct).

  6. Click [Save] to save the Invoice Form definition. From now on, the invoice form that you have designed will be used from the 'Documents' function and from the Printer icon, except as described in step 7 below.

  7. Repeat the previous six steps in turn for the Cash Note, Credit Note, Interest Invoice and Project Invoice documents. These will be used from the 'Documents' function and the Printer icon instead of the standard Invoice document in the following circumstances:
    Cash Note
    If the Invoice has Payment Terms of the "Cash" type, the Cash Note document is always used instead of the Invoice document.

    Credit Note
    If the Invoice has Payment Terms of the "Credit Note" type, the Credit Note document is always used instead of the Invoice document.

    Interest Invoice
    If the Invoice was created using the 'Create Interest Invoices' Maintenance function, the Interest Invoice document is always used instead of the Invoice document.

    Project Invoice
    If the Project field on the 'Identifiers' card of the Invoice contains a value, the Project Invoice document is always used instead of the Invoice document.
    In each of the four cases described above, if the document does not have an associated Form (steps 4-6 above), Hansa will give the warning "Can't find document". If you get this warning, check the type of the Invoice before looking to see which document is missing its Form.

Printing Invoices - Invoices in Different Languages

If you have Customers in England and France and thus require Invoices to be printed in the appropriate Language, follow this procedure:
  1. Using the Form register in the System module, design the English and French Invoices and name them "INVENG" and "INVFRE". Use the 'Properties' function on the Operations menu to assign a Document Type of "Invoice" (in both cases).

  2. Select the Sales Ledger module using the Modules menu.

  3. Select 'Documents' from the File menu or click [Documents] in the Master Control panel. The 'Documents' list window is opened showing a list of available documents. Highlight 'Invoices'.

  4. Select 'Define Document' from the Operations menu.

  5. In the first row, enter the name of the default Invoice for your local Customers ("INVENG"). Use the 'Paste Special' feature to see the available forms in your Form register and to ensure the spelling is correct. On the second line, specify French as the Language and the French Invoice ("INVFRE") as the Form.

    You can use classifications other than Language in the Language field, and use this feature for other purposes. One example is if you want to use Invoices with different layouts for different types of sales. You can then define a fictitious Language Code, and use it to select the correct form. You can also enter a Delivery Mode in this field, permitting different Invoice layouts to be used depending on the Delivery Mode.

  6. Click [Save] to save the Invoice definition. From now on, French-speaking Customers will automatically receive Invoices using the "INVFRE" Form and others will receive the "INVENG" Form with no user intervention. This process can be repeated for virtually all documents in Hansa.

Printing Invoices - Printing Delivery Notes if you are not using Sales Orders

If you do not have the Sales Orders module, you can use the 'Define Document' screen described here to print Delivery Notes together with Invoices. If you have the Stock module, the stock levels for the Items sold will be adjusted when the Invoice is approved, providing they are Stocked Items and providing the Invoice Update Stock check box on the 'Delivery' card of the Invoice is switched on. Follow this procedure:
  1. Using the Form register in the System module, check that you have a Form named "INVOICE" and one named "DELIVERY_NOTE". Re-design them to your requirements if necessary. Use the 'Properties' function on the Operations menu to assign a Document Type of "Invoice" (for the former) and "Delivery Note".

  2. Select the Sales Ledger module using the Modules menu and select [Documents] in the Master Control panel. Highlight 'Invoices' in the 'Documents' list window.

  3. Select 'Define Document' from the Operations menu.

  4. The Sequence column is used to determine the order in which the Forms will be printed. If, for example, you need a Delivery Note to be printed first, on the first line enter "1" as the Sequence Number and "DELIVERY_NOTE" as the Form (you can use 'Paste Special' from the Form field to ensure the spelling is correct). On the second line, enter "2" as the Sequence Number and "INVOICE" as the Form. The Printer column can be used to print the Forms on different printers if necessary.

  5. Click [Save] to save the Invoice definition. From now on, whenever the Invoice document is printed, the Invoice itself will be preceded by a Delivery Note. This feature can be used in any combination with the Language feature described here, and can be repeated for virtually all documents in Hansa.

Accruals

In normal circumstances the whole Sum for each Invoice row is posted to the Sales Account when the Nominal Ledger Transaction is generated. However, this might not be appropriate if the Invoice is for a service or contract that is spread over time. In this case, it might be appropriate for the Sum to be posted to the Sales Account gradually over the period of the service or contract.

For example, you issue an Invoice for a service contract for one year to the value of 120. You might not want the Sales Account to be credited with the 120 at once: it might be more appropriate if it is credited with 10 per month over the year (the contract period), especially if the contract period crosses over into a new fiscal year.

The N/L Accruals setting in the Nominal Ledger is used to define the formulae by which Invoice amounts are gradually credited to the Sales Account. For this example, we will use a record containing twelve monthly transfers, each of 8.33% (i.e. one twelfth of the total):

Enter the Invoice, and refer to the record in the N/L Accruals setting in the Accrual field on flip B:

When the Invoice is approved and saved, the Sum (i.e. excluding VAT) of the Invoice row will not be posted to the Sales Account in the normal way. Instead, it will be posted to the Prel. Account specified in the N/L Accrual record. The postings to the VAT and Debtor Accounts will not be affected:

A record will also be created in the Simulation register. This will contain twelve sets of balancing debit and credit postings, each of which debits the Accrual Account and credits the Sales Account with one twelfth of the total amount:

Once a month, the 'Generate N/L Accrual Transactions' Maintenance function in the Nominal Ledger can be used to create a Transaction from each pair of balancing debit and credit postings in the Simulation. The dates of these Transactions will be taken from the Transaction Date of the corresponding Simulation row. This will allow the Invoice amount to be moved gradually from the Accrual Account to the Sales Account.

The Simulation and any Transactions created so far can be viewed from the Invoice using the Attachments feature. Click the [Attachments] button (with the paper clip icon) in the Invoice record, and then double-click an item in the list to open the record:

When a Transaction is created from each pair of postings in the Simulation, the Status of these postings (shown on flip B of the Simulation) is changed from "Active" to "Transferred", preventing the creation of another Transaction the next time the function is used.

Cash Notes in the Sales Ledger

A Cash Note is an Invoice that is immediately to be treated as being paid. It differs from a normal Invoice in that it does not affect your Debtor Account or appear in any of your debt-chasing reports: instead, a debit posting for the Invoice value will be made directly to your Cash Account.

To enter a Cash Note, follow the usual procedure for entering Invoices, with just one exception: change the Payment Terms (using the 'Paste Special' function if necessary) to refer to a Payment Term record of Type "Cash":

If appropriate, you can register a "Cash" Payment Term in the Contact records for Customers who always pay immediately (in the Sales Pay. Terms field), so you don't have to make this change every time.

Click the OK check box when you are sure the Cash Note is correct. As with ordinary Invoices, you must approve Cash Notes by checking the OK check box and saving, for them to be posted to the Sales Ledger. In the resulting Nominal Ledger Transactions, the Cash Account will be debited:

The Invoice Status report for the Cash Note (obtained using the 'Invoice Status' function on the Operations menu) shows that it has been treated as paid immediately and therefore that nothing is outstanding:

Cash Notes will be printed using the Cash Note Form Template instead of the standard Invoice Form Template. Please refer to the Printing Invoices page for more details.

If you need to register a partial payment by cash or credit card when entering an Invoice, use the 'Add Cash Line' or 'Add Credit Card Line' functions on the Row menu.

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The Invoice register in Standard ERP:

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Credit Notes

If you want to credit an Invoice that has been sent you should do as follows:
  1. Select 'Invoices' from the Registers menu or click [Invoices] in the Master Control panel. The 'Invoices: Browse' window is opened, showing all registered Invoices.

  2. Click [New] or enter the appropriate keyboard command. Alternatively, find the Invoice to be credited in the list, highlight it and click [Duplicate].

    Note: if the Invoice to be credited is an Interest Invoice or a Down Payment Invoice created from a Project in the Job Costing module, you must click [New]. You cannot copy Invoices of these types in order to credit them.

  3. The 'Invoice: New' window is opened as described here. Enter the Invoice in the normal way, but change the Payment Terms to "CN" (Credit). In the first row of the specification area, a crediting message is entered. Enter the number of the Invoice to be credited, using 'Paste Special' if necessary to bring up a list of open (unpaid) Invoices. An Invoice Number must be entered if you are using the Do Not Allow Credit Invoices Without No. option on card 1 of the Account Usage S/L setting. The Invoice to be credited must be approved.

    Note: this assumes a Payment Term record with a Code of "CN" and of type "Credit Note" has been entered using the Payment Terms setting.

  4. On the remaining lines you can enter the Items to credit, and by what amount. If the Use Credit Sales Accounts option on card 1 of the Account Usage S/L setting is in use, credit Sales Accounts and VAT Codes will be used in place of the standard ones. These will taken from the 'Credit A/C' card of the appropriate Item Group record or from card 4 of the Account Usage S/L setting. If the Credit Note was created by copying an Invoice, changing the Payment Terms to "CN" will cause the Sales Accounts and VAT Codes of the existing Items to be changed automatically.

  1. Click the OK check box when you are sure the Credit Note is correct. As with ordinary Invoices, Credit Notes must be approved using the OK check box to be entered into the Sales Ledger and, if so defined in the Sub Systems setting in the Nominal Ledger, for Nominal Ledger Transactions to be created.

Credit Notes - Crediting Part of an Invoice

Quite often you will need to credit only a part of an Invoice, rather than the whole Invoice. In most accounting systems, it would be necessary first to remove the entire original Invoice, and then to reenter the Items that will be invoiced.

Since most systems lack the option of copying an Invoice, part crediting can sometimes take a very long time. Hansa offers a very simple and intuitive way to do this.

To credit part of an Invoice, start by copying the original Invoice, and enter a "CN" in the Payment Terms field. Then proceed as follows:

  1. Simply remove all the rows you do not want to credit. Click on the row number to the left to highlight the whole row, and press the backspace key. You will then be left with the rows to credit.

  2. In the case of individual rows requiring a partial credit, simply alter the Quantity field to show the number to be credited.

  3. Click the OK check box when you are sure the Credit Note is correct and [Save] to save it.

Credit Notes - Including Details of the Original Invoice on a Credit Note

A Credit Note created using the method described here is a reversal of the original Invoice. In some countries (e.g. Poland), Credit Notes are not used to reverse Invoices but to correct them.

If you want to make use of this feature, create the Credit Note by duplicating the original Invoice. After you have entered "CN" in the Payment Terms field, press the Tab key and then select 'Correction Invoice' from the Operations menu. The Invoice rows are duplicated and divided into two sections, labelled "Before" and "After". The "Before" section contains the rows from the original Invoice. The "After" section contains the rows to be corrected (these rows are also marked with a "K"). Change these rows as appropriate, by entering the correct quantites and/or prices. In the example illustrated below, the original Invoice was for three Item 10101s and three Item 10102s. It should have been for two 10101s and one 10102, so the "K" rows have been changed appropriately. Item 10111 was correct on the original Invoice, so no change has been made to the final "K" row:

If an Invoice was issued in error, all quantities should be set to zero in the Correction Invoice.

On the first row, enter the number of the Invoice to be corrected, and approve, save and print the Correction Invoice in the usual way.

By default, a Correction Invoice will not change stock quantities and values (in this respect it is similar to a Credit Note). Please refer to the Credit Notes and Stock page for details. It is not recommended that you increase quantities in Correction Invoices, because stock values may not be updated correctly. Instead, a new Invoice for the increase should be issued.

Credit Notes - and Number Series

If you want to use a different Number Series for Credit Notes, follow these steps:
  1. Enter the Number Series to be used for Credit Notes on the first available row of the Number Series - Invoices setting.

    Note: if this setting is empty, you should enter the Number Series to be used for Invoices on the first row, and that to be used for Credit Notes on the second row.

  2. Enter the first number in this sequence in the Credit Notes field in the Number Series Defaults setting in the System module. You will need to quit Hansa and restart for this change to take effect.

  3. When you enter the Credit Note, the next number from the correct Number Series will appear when you change the Payment Term to "CN".

Credit Notes - and Stock

If you are using a FIFO stock system and/or cost accounting (maintaining stock values in the Nominal Ledger), two complications can arise from the issuing of a Credit Note:
  1. some Credit Notes will involve the return of goods to stock, whereas others may not; and

  2. FIFO becomes impossible to calculate, as it is difficult to establish the actual cost of the goods being returned. For example, if you buy three Items costing 10.00, 11.00 and 12.00, and sell two of them, their FIFO costs will be 10.00 and 11.00 respectively. If one is returned, without intervention the system has no way of knowing whether it is the 10.00 Item or the 11.00 Item.
For these reasons, it is recommended that you follow these steps when issuing Credit Notes:
  1. In a case where the Item being returned was originally issued on a Delivery raised from a Sales Order, return to the Sales Order and enter a record to the Returned Goods register using the 'Returned Goods' function on the Operations menu. Once this has been done, you can either issue a replacement with another Delivery or, if no replacement is required, raise a new Invoice for a negative quantity (effectively a Credit Note) using the 'Invoice' function, again on the Operations menu of the Order. Stock levels are updated by the Returned Goods record, as are stock valuations in the Nominal Ledger if you are using cost accounting (set using the Sub Systems setting in the Nominal Ledger).

  2. In a case where there is no Sales Order, the Item being returned would originally have been issued using an Invoice. This Invoice should first be credited, using the process described here. When the Payment Terms field is changed to "CN", the Update Stock check box on the 'Delivery' card is switched off. This should not be switched on again as doing so will mean that the Nominal Ledger stock valuation will become inaccurate: the wrong FIFO value (that of the next stock item, 12.00 in the example above) will be used. Instead, approve the Credit Note (to update the Sales Ledger and the Debtor, VAT and Sales Accounts in the Nominal Ledger). Then, receive the Item back into stock using the Goods Receipt register in the Stock module. This will correctly update stock levels and, if you have so determined in the Sub Systems setting, the Nominal Ledger stock valuation.
In both cases, because the system cannot obtain a FIFO valuation, it is recommended that you set the cost prices manually (in the Goods Receipt or the Returned Goods record): you may first need to find out the true value of the returned goods from flip C of the original Invoice (in the case where there is no related Sales Order) or from the flip C of the original Delivery record.

Credit Notes - Invalidating Invoices

In some circumstances it can be appropriate to invalidate an Invoice using the 'Invalidate' command on the Record menu of the 'Invoice: Inspect' window. This function will remove the Invoice from the Sales Ledger; any associated Nominal Ledger Transaction will be removed from the Nominal Ledger as well. An invalidated Invoice is easily distinguished because all fields have red lines drawn through them. These red lines are also shown in the 'Invoices: Browse' window.

The function is designed for use in situations where Invoice Numbers are pre-determined (perhaps through being printed on Invoice stationery) and where it is not desirable to raise a Credit Note. It is not recommended for use where it is intended that the cancelling of an Invoice should have implications for the stock system. In these circumstances, a Credit Note should be raised, and the goods received back into stock through the Goods Receipt or Returned Goods registers, as described here.

An Invoice cannot be invalidated if it has been paid, if it has not been approved or if its Invoice Date is earlier than the Lock S/L Inv date specified in the Locking setting in the System module.

Operations Menu - Invoices

The Operations menus for Invoices are shown above. The first illustration shows the Operations menu for the 'Invoices: Browse' window: highlight one or more Invoices (hold down the Shift key while clicking) in the list before selecting the function. The second illustration shows the Operations menu for the 'Invoice: New' and 'Invoice: Inspect' windows.

Menú Operaciones - OK

Este comando está disponible solo en el menú Operaciones de la ventana 'Facturas: Hojear'. Permite aprobar una Factura y es el equivalente a tildar la casilla OK en el archivo de la Factura. También puede seleccionar varias Facturas (manteniendo presionada la tecla Shift para seleccionar un rango de Facturas de la lista) y aprobarlas de una sola vez. Recuerde que, si está definido en la opción Sub Sistemas
del módulo Contabilidad, esta acción provocará que se genere un Asiento Contable por cada Factura de la selección y por tanto una vez que se hayan generado, no le será posible modificar estas Facturas.

Operations Menu - Invoices - Print Proforma Invoice

This function can be used to print a Proforma version of the Invoice on screen or highlighted in the 'Invoices: Browse' window. This might be necessary on occasions where it is necessary to get payment in advance. A Proforma Invoice differs from a normal Invoice in that the Invoice Number is preceded by the word "Proforma" and in that, even for Invoices that have not been approved, the words "Test Printout" will not appear.

The Form used by this function is determined as follows:

  1. Using the Form register in the System module, design the proforma and name it "PROFORMA_INVOICE". A sample proforma is supplied with Hansa: this can be modified to suit your requirements.

  2. Select the Sales Ledger module using the Modules menu.

  3. Select 'Documents' from the File menu or click [Documents] in the Master Control panel. The 'Documents' list window is opened: highlight 'Proforma Invoices'.

  4. Select 'Define Document' from the Operations menu.

  5. In the subsequent window, enter "PROFORMA_INVOICE" in the Form field of the first line (you can use 'Paste Special' to ensure the spelling is correct).

  6. Click [Save] to save the Proforma Invoice Form definition. From now on, the proforma invoice form that you have designed will be used, from the 'Documents' function and from the Operations menu function.

Operations Menu - Invoices - Invoice Status

This command creates a quick report, only available through this menu. This report summarises all aspects of the Invoice, including Items and payment history. In the illustration below, the Invoice in question has a Credit Note against it.

In the Invoice History section, you can click on a transaction number (Invoice Number or Credit Note Number in the example above) to view that Invoice, Credit Note or Receipt. You can also click on the Customer Number to open the Customer record.

Operations Menu - Invoice - Customer Status

The 'Customer Status' function prints to screen a Customer Status report, which shows the account status of the Customer in the Invoice currently on screen in a record window.

In its basic form, this report will first show the Customer Number, Name and telephone number. This information will be followed by a list of the Customer's Contact Classifications. The five most recently paid Invoices will then be listed, as will all open (unpaid) Invoices.

You can have much more information shown in the report, such as lists of recent Activities, Contract Quotations, Contracts, Quotations and Orders, and monthly sales figures for the past year. To have this extra information shown in the report, create a record for yourself in the Info in Customer Status Report setting in the CRM module. As you can create separate records in this setting for each user, you can control how much of this additional information will be shown to different users. You can effectively give each user a different report definition.

Simply creating a record for yourself in the Info in Customer Status Report setting will add the Customer's address, Warning on Sales if there is one, Credit Limit and turnover for the first period in the Reporting Periods setting to the top of the report. The remainder of the report will then follow the specification in your Info in Customer Status Report record. If you are using the Invoices Open until Due Date only option in the Credit Limit setting and a Customer has at least one overdue Invoice, their Credit Limit will be shown to be 0.00 in the report.

If the appearance of the Customer Status report is not as you expect (i.e. the Customer's address, Warning on Sales if there is one, Credit Limit and turnover are not shown, and the report only lists Invoices), the probable cause is you do not have a record in the Info in Customer Status Report setting.

As well as using the 'Customer Status' function described here, you can also produce a Customer Status report using the following methods:

In the first four cases, the report will follow the specification in your Info in Customer Status Report record. In the last case, there will be no reference to the Info in Customer Status Report setting and the basic version of the report as described in the second paragraph of this section will be produced.

The Customer Status report has the Standard ERP Drill-down feature. You can open many records such as Contact Persons, Activities, Quotations and Invoices from the report by clicking in the appropriate places (i.e. on Contact Person names, on Activity Dates and on Quotation and Invoice Numbers). You can also click on a Person's Signature to open an Activities, Persons report for that Person. Text with the drill-down feature is shown underlined in the report. If you have a record in the Info in Customer Status Report setting, the report will also contain a [New Activity] text button that you can click to create an empty new Activity and a [Credit History] text button that will open a separate report showing the Customer's credit history. This is a chargeable Cloud Service: to use it you must have registered your database in Estonia using the Automatic Internet Enabler method, as described on the Enabler Key page. You must also have entered a Reg No 1 on the 'Company' card of the Contact record for the Customer whose credit history you are interested in.

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The Invoice register in Standard ERP:

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Operations Menu - Invoice - Item Search

You can use the 'Item Search' function to search for Items that you can then add to the Invoice. This function is therefore an alternative to the 'Paste Special' feature. Place the insertion point in the Item field in any row and then select 'Search' from the Operations menu. The following window opens:

Search for
Enter here the string (e.g. part of an Item Number or Name) that you are looking for. You must make an entry in this field, otherwise no search will be carried out.

Classification
Paste Special    Item Classifications setting, Sales Ledger
If you enter an Item Classification here, the search for the string that you specified in the field above will be restricted to Items belonging to that Classification.

Search In
Specify the field in which you want to search.
Press [Run] to activate the search. A report will be printed to screen, listing the Items found. If you click on an Item Number in the report, the Item will be added to the Invoice in the first empty row.

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The Invoice register in Standard ERP:

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Operations Menu - Invoice - Add Environment Tax

Please refer to the description of the Environment Tax setting for a full description of this function.

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The Invoice register in Standard ERP:

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Operations Menu - Invoice - Change to Base 1

If an Invoice has been entered in a foreign Currency, you can convert all figures to the home Currency (Base Currency 1) quickly and easily using this function.

The function will have no effect if the Invoice has been approved, or if you have not defined a Base Currency 1 in the Base Currency setting in the System module.

Operations Menu - Invoice - Connect to Prepayment

Please refer to the On Account Receipts and Prepayments page for a full description of this function.

Menú Operaciones - Recalcular Descuento

Cuando un Ítem y una Cantidad están especificadas en una fila, si se ha asignado al Cliente una Matriz de Descuento que incluya a ese Ítem, un porcentaje de descuento será colocado en el campo %. Este será utilizado cuando se calcule la Suma. Si existe una Matriz de Descuento aplicada a la Factura, está será mostrada en la solapa de 'Entrega'.

Las Matrices de Descuento son utilizadas para aplicar descuentos por cantidades automáticos, basados en el valor, cantidad, peso o volumen. Si la Matriz de Descuento utiliza Grupos de Ítem en lugar de Ítems y más de un Ítem del mismo Grupo de Ítems ha sido utilizado en la Factura, el descuento para estos Ítems será calculado sobre la cantidad total para el Grupo de Ítem. Para hacer eso, seleccione 'Recalcular Descuento' desde el menú Operaciones una vez que la Factura este completa. Esta función puede ser usada si el archivo de Matriz de Descuento ha sido modificada antes de que la Factura haya sido aprobada.

Operations Menu - Invoice - Recalculate Weight and Volume

As Items are added to an Invoice, the Total Quantity and their total Weight and Volume are shown on the 'Delivery' card, calculated from the Invoice Quantity and from the Item records. If the Weight or Volume of an Item is changed or if these figures become inaccurate for any other reason, they can be recalculated using this function.

Operations Menu - Invoice - Update Currency Price List Items

Occasionally, a complex Invoice might be entered with the wrong Currency, exchange rate or Price List, or the exchange rate might change significantly in the time between entry and approval. In such a situation, it is not necessary to re-enter the Invoice. Amend the Currency, exchange rate or Price List as appropriate, save the Invoice and then select this function. All the prices will be converted correctly.

This function cannot be applied to approved Invoices.

Menú Operaciones - Impresión ENTRADAS/SALIDAS de Caja

El comando 'Impresión ENTRADAS-SALIDAS de Caja' se utiliza por lo general con Facturas que son Notas de Caja (i.e. su Término de Pago es "Efectivo"). Imprime un recibo de caja para sus registros y/o para entregarlos al Cliente. Existe un requerimiento de tipo legal en los Estados Bálticos para realizar la impresión de los registros de todas las transacciones de caja. La función necesita que el módulo Caja este activo.

Para imprimir recibos de caja en lotes, primero vaya al módulo Caja usando el menú Módulos. Luego, click en el botón [Documentos] del Panel de Control o seleccione 'Documentos' desde el menú Archivo. Doble-click 'Facturas de Entradas de Caja' en la ventana de la lista de 'Documentos'. Indique el Número de Factura (o rango de Números) a imprimir y presione [Ejecutar].

Ya sea que imprima individualmente o en lotes, el Formulario utilizado se definirá de la siguiente forma:

  1. Usando el registro Formulario en el módulo Sistema, diseñe el documento de caja y denomínelo "CASH_IN_INV". Use la función 'Propiedades' del menú Operaciones para asignar un Tipo de Documento a las "Facturas de Entrada de Caja".

  2. Seleccione el módulo Caja usando el menú Módulos.

  3. Click en el botón [Documentos] del Panel de Control o seleccione 'Documentos' desde el menú Archivo. La ventana con la lista de 'Documentos' se abrirá: resalte 'Facturas de Entradas de Caja'.

  4. Seleccione 'Definir Documento' desde el menú Operaciones.

  5. En la siguiente ventana, ingrese "CASH_IN_INV" en el campo Formulario de la primera línea (puede usar 'Pegado Especial' para asegurarse que la escritura es correcta).

  6. Click en [Guardar] para guardar la definición del Formulario. De ahora en adelante, el Formulario que ha diseñado será utilizado, desde la función 'Documentos' en el módulo Caja y desde el menú Operaciones en la pantalla de la Factura.
La Factura debe haber sido guardada antes de poder usar la función, no obstante no precisa estar aprobada.

Operations Menu - Invoice - Send to Fiscal Device

A fiscal printer is a device that prints receipts from point-of-sale and cash transactions, as well as recording those transactions in an internal memory. This information can later be read by tax authorities to ensure that a shop's sales have been registered and reported correctly. In countries where fiscal printers are used, they should be attached to every cash machine and till in a point-of-sale environment.

When you enter an Invoice that should be printed on a Fiscal Printer, you should tick the Fiscal Invoice box on the 'Del. Terms' card. This will usually be the case if the Type of the Payment Term is "Cash". This box will be ticked by default in an Invoice if you have ticked the Fiscal Invoices Only box on the 'Terms' card of the Contact record for the Customer.

When you mark as OK and save an Invoice in which you have ticked the Fiscal Invoice box, it will be sent to, printed by and recorded in the fiscal printer. If for some reason this process fails, you can repeat it by selecting this 'Send to Fiscal Device' function from the Operations menu.

In Sweden, it is a legal requirement that all cash or credit card payments in shops should be made through a certified POS solution that contains a fiscal control unit (CleanCash). Each time you approve and save a Cash Note, it will be sent to and recorded in the CleanCash device. The device will send back a control code that will be stored in the Official No. field. The Cash Note will then be printed automatically. The law allows you to print a single copy of a Cash Note. To print this copy, open the Cash Note and choose 'Send to Fiscal Device' from the Operations menu. The Cash Note will again be sent to the CleanCash device (this time with type "kopia"). The device will send back a second control code, which will be saved in the Official No. 2 field. The copy of the Cash Note will then be printed, with the second control code being printed in the "Official Serial Number" field. No further printing of the Cash Note will be possible.

You can use Access Groups to prevent certain users from reprinting Fiscal Invoices. To do this, deny them access to the 'Print to Fiscal Printer' Action.

Please refer to your HansaWorld representative for details about which fiscal printers are supported and about configuring Standard ERP so that it will communicate with fiscal printers.

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The Invoice register in Standard ERP:

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Operations Menu - Invoice - Edit Instalments

When you mark as OK and save an Invoice in which the Payment Term refers to a record in the Instalments setting, the relevant number of Instalments will be created automatically. This function allows you to edit those Instalments (e.g. change a value or a date). Please refer to step 7 in the example on the Instalments page for more details.

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Operations Menu - Invoice - Resend E-Invoice

In some countries and depending on configuration, you can have Invoices sent electronically automatically when you mark them as OK and save.

It is recommended that you check regularly to ensure that this process has been successful for every Invoice. You can do this using the following methods:

If an Invoice is shown in the Electronic Invoice Status or Invoice Media Status report as having been Rejected, you can open that Invoice from the report by drilling-down. Make any changes as necessary (typically you might need to change the Invoice Address), save and then select this 'Resend E-Invoice' function. The Invoice will be added to the Electronic Invoices Queue as a new record and will be given a new version number. You can only use the 'Resend E-Invoice' function if the Invoice was previously Rejected (i.e. if it is listed in the Electronic Record Statuses setting with a Status of "0").

Note: this function should not be used in Argentina or Mexico. Instead, you should use 'Send Argentinean E-Invoice' or 'Send Mexican E-Invoice' as appropriate. These functions will be added to the Operations menu if the VAT Law in the Company Info setting is "Argentinean" or "Mexican".

Sending Invoices electronically is a chargeable Cloud Service: please refer to your local HansaWorld representative for details.

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Operations Menu - Invoice - Open NL Transaction

Once an Invoice has been approved and saved, if so defined in the Sub System setting in the Nominal Ledger, a Nominal Ledger Transaction is created. This function allows you to view that Transaction.

On selecting the function, the Transaction will be opened in a new window.

Operations Menu - Invoice - Manager's Discount Override

You can prevent users from saving an Invoice if they have entered a price (i.e. a unit price less discount) in any row that is below a specified minimum for the Item. To do this, follow these steps:
  1. Create a Price List (using the Price List register in the Pricing module).

  2. Create records in the Price register for each Item that is to have a minimum price, and specify the minimum price in the Price field in each one. Assign each Price record to the Price List from step 1.

  3. Open the Person records for each sales person and specify the Price List in the Minimum Price List field on the 'Sales' card.
When a Person with a Minimum Price List tries to save an Invoice, a check will be made that the Unit Price less Discount of each Item is not less than the figure in the relevant Price record (i.e. not less than the minimum). If there is no Price record for an Item, the Base Price in the Item record will be treated as the minimum. If the Unit Price less Discount of any Item is below the minimum, it will usually not be possible to save the record.

In some circumstances, you may wish to allow the saving of an Invoice with at least one row in which the Unit Price less Discount is below the minimum. In order to allow the Invoice to be saved, a manager must approve the price. A manager in this context is a Person with a Discount Password, set using the 'Change Discount Password' function on the Operations menu of the 'Persons: Browse' window.

To approve the price, the manager should follow these steps:

  1. Click in any field in the row in which the Unit Price less Discount is less than the minimum.

  2. Select this 'Manager's Discount Override' function from the Operations menu. The 'Manager's Override for Discount' window will open:

  3. Enter their Signature and Discount Password (not log-in password) and click the [Save] button.

  4. Repeat the previous steps for each row in which the Unit Price less Discount is less than the minimum.
This action will signify that the manager has approved the prices in the Invoice and it will now be possible to save it.

You can also specify a Minimum Price List in the manager's Person record. This will have two consequences:

  1. The manager will not be able to use the 'Manager's Discount Override' function to approve a price that is lower than the minimum specified in their Minimum Price List; and

  2. After the manager has approved a price in an Invoice row, the price specified in their Minimum Price List will become the new minimum for that row.
For example, the price of an Item is 25.00. The minimum allowed to a sales person is 20.00. The minimum allowed to a manager is 15.00. If a sales person tries to sell the Item for 19.00, they will not be able to save the Invoice. The manager will be able to use the 'Manager's Discount Override' function to approve the price of 19.00, after which it will be possible to save the Invoice. The new minimum for that Invoice row only will be set at 15.00. If a sales person tries to sell the Item for 14.00, the manager will not be able to approve it.

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Operations Menu - Invoice - Open Tax Matrix

In some countries, Tax Templates are used instead of VAT Codes. VAT Codes should be used where each sales and purchase transaction (e.g. each row in an Invoice) is taxed at a single rate, while Tax Templates should be used where different taxes and/or several tax rates are applied to one transaction (e.g. to one row).

If you need to use Tax Templates, you should first choose the Use Tax Templates for Tax Calculation option in the Transaction Settings setting in the Nominal Ledger. This option will cause a Tax Template field ("T-Cd") to appear on flip B of the matrix instead of the VAT Code field ("V-Cd").

Because a particular Tax Template can include several tax rates, it can be difficult to see at a glance how the tax figure in an Invoice is calculated. Selecting this function will cause a new window to be opened, displaying the tax calculation, as follows:

Selecting this function will have no effect if you are not using Tax Templates (i.e. you have not selected the Use Tax Templates for Tax Calculation option in the Transaction Settings setting).

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Operations Menu - Invoice - Request Approval

If an Invoice has to pass through an approval process before you can mark it as OK (and before you can print it), use this function to begin that approval process. Please refer to the description of the Approval Status field on the 'Inv. Address' card of the Invoice window for brief details about the approval process and here for full details.

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Operations Menu - Invoice - Cancel Approval Request

If an Invoice needs to go through an approval process before you can mark it as OK (and before you can print it) and you have started that approval process by selecting 'Request Approval' from the Operations menu, you will no longer be able to modify the Invoice. So, if you realise the Invoice contains an error, you must cancel the approval process before you can correct the error. To do this, open the Invoice and choose 'Cancel Approval Request' from the Operations menu. You will now be able to amend the Invoice and then restart the approval process by once again choosing 'Request Approval'.

If you cannot cancel the approval process, the probable reasons are:

Please refer to the description of the Approval Status field on the 'Inv. Address' card of the Invoice window for brief details of the approval process and here for full details.

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The Invoice register in Standard ERP:

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Create Menu - Invoices

The Create menus for Invoices are shown above. On the left is the Create menu for the 'Invoices: Browse' window. On the right is the Create menu for the 'Invoice: New' and 'Invoice: Inspect' windows.

'New' and 'Duplicate' are standard functions provided on the Create menu on every window that allow you to create new records, in this case in the Invoice register. Please click the links below for details about the other functions:

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Create Menu - Invoice - Workflow Activity

The 'Workflow Activity' function allows you to create Activities from Invoices. This can be useful if, for example, you need to schedule a call as the Due Date of an Invoice approaches, to check that it will be paid.

When you select the function, the following screen appears, where you can create a new Activity:

The new record will be opened in a window entitled 'Activity: Inspect'. This means that it has already been saved and is being opened for checking. The new Activity will contain the following information:
After amendment if necessary, save the record in the Activity register by clicking the [Save] button in the Button Bar and close it using the close box. Alternatively, if you no longer require the Activity, remove it using the 'Delete' function on the Record menu. In either case, you will be returned to the Invoice window.

The Invoice and the Activity will be connected to each other through the Link Manager and Workflow Manager. When reviewing the Activity, you can return to the Invoice quickly and easily using the Link Manager in the Activity, while you can open the Activity from the Invoice using the Workflow Manager.

You must save an Invoice at least once before you can create an Activity from it. This is to ensure that the links mentioned in the previous paragraph can be established.

You can choose to have Activities created automatically from Invoices when you save them after marking them as OK. This is controlled using the Activity Types, Subsystems setting in the CRM module. In the Generate Activities column in that setting, choose the Automatically option for Sales Invoices, and specify the Activity Type to be used:

Please refer here for full details about the 'Activity: Inspect' window.

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Operations Menu - Invoice - Create Cash In

In some countries, cash transactions need to be recorded using a sequential number series. This function is used to record such transactions in the Cash In register in the Cash Book module. When it is selected, the following window appears, by which a new Cash In record can be created:

A new record is opened in a window entitled 'Cash In: New'. This means that it has not yet been saved. After amendment if necessary, save the record in the Cash In register by clicking the [Save] button in the Button Bar and close it using the close box. If a Payment Mode has been entered in the Payment Terms field of the Invoice, this will be transferred to the Cash In record. Otherwise, a default Payment Mode will be brought in from the Cash Book Settings setting in the Cash Book module. A default Corresponding Mode will also be taken from that setting. If you have not specified any defaults in that setting, you will need to enter Payment and Corresponding Modes to the Cash In record before you can save it. Alternatively, if you no longer require the Cash In record, click [Cancel]. In either case, you will be returned to the Invoice window.

If you check the OK box before saving, this approves the Cash In record. If you have determined that Nominal Ledger Transactions are to be created from Cash In records, one will now be raised (this is specified in the Sub System setting in the Nominal Ledger). You will no longer be able to modify the Cash In record. The Transaction will not include a VAT element even if the Post VAT box in the Cash Book Settings setting has been checked, because VAT will already have been posted from the Invoice.

The Invoice must be saved and approved before a Cash In record can be created.

Cash In records can be created from Invoices of all kinds, but if you want them to be created from Cash Notes (Invoices with Payment Terms of the "Cash" type) only, switch on the Cash Collection option in the Cash Book Settings setting. The Cash Collection option also prevents the creation of more than one Cash In record from an Invoice, and prevents the value of the Cash In record from being changed (i.e. the values of the Invoice and the Cash In record must be the same).

Please click for full details of the Cash In window and of the 'Create Collection Cash In' Maintenance function. This function can be used to create Cash In records from Invoices in batches. It will only create Cash In records from Invoices that are Cash Notes.

The function requires the Cash Book module to be present.

Create Menu - Invoice - Credit Note

Use this function to create a Credit Note from an Invoice. Please refer to the Credit Notes page for details.

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Create Menu - Invoice - Credit Agreement

You can use this function to create a Credit Agreement from an Invoice. Please refer to your local HansaWorld representative for more details.

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Menú Operaciones - Crear Contrato

Esta función genera un Contrato desde una Factura. Será útil para empresas que venden tanto bienes como contratos de servicios para el mantenimiento de los primeros: siempre que se vendan bienes, los contratos de servicio podrán ser creados inmediátamente o en cualquier otro momento. Esta función transferirá toda la información relevante (Cliente, Ítems y Nros. de Serie) al registro del Contrato, ahorrando tiempo y disminuyendo las posibilidades de error. Para que la función tenga efecto, todos los cambios de la Factura deberán haber sido guardados (use el botón [Guardar] ), no obstante la Factura no necesita haber sido aprobada.

Cuando la función es seleccionada, un nuevo archivo es creado en el registro Contrato (en el módulo Contratos). Este se abre en una nueva ventana, llamada 'Contrato:Ver'. Ello implica que este ha sido creado y guardado y está siendo abierto para realizar cambios y dar la aprobación.

El Factor, Clase, Tipo Período e instrucciones de facturación en la solapa 'Fechas' del nuevo Contrato son copiadas desde el archivo del Cliente en la opción Contratos p/Clientes por Defecto en el módulo Contrato. Si no existe ningún archivo para el Cliente en esta opción, estos serán tomados desde la opción Contratos por Defecto del mismo módulo.

Cada Ítem del registro de Ítems puede tener especificado un Ítem de Contrato en la solapa 'Receta' del archivo del ítem. El Ítem de Contrato debe ser un archivo separado en el registro de Ítem que represente el costo por el cargo de mantenimiento para ese ítem. Solo los Ítems de la Factura que tengan un Ítem de Contrato especificado serán usados en el nuevo Contrato. Por cada uno de estos ítems, se incluirá su Ítem de Contrato en la lista de la solapa 'Items' del nuevo Contrato, junto con el Número de Serie del Ítem Facturado (pestaña E). La Cantidad Facturada también es transferida al Contrato. Si no existen Ítems en una Factura con un Ítem de Contrato especificados, no se generará ningún Contrato.

Considere que el nuevo Contrato está sin aprobar y no posee una Fecha Inicio, de forma que las Facturas no podrán ser generadas inmediatamente desde este.

Por favor, para mayores detalles haga click en la ventana Contrato y en crear Facturas para Contratos.

Operations Menu - Invoice - Correction Invoice

Please refer to the Credit Notes page for a description of this function.

Create Menu - Invoice - Debit Note

This function is designed for use in Argentina. A Debit Note is an Invoice that a company can issue when it needs to charge a Customer for costs such as finance costs for bounced cheques and charges for freight if they should be paid by the Customer. Usually a Debit Note will be related to a previous Invoice. A company can also issue a Debit Note if the prices in the previous Invoice were lower than they should have been.

Before using this function, you should first create a Payment Term in which the Type is "Manual Interest Invoice".

To create a Debit Note from an Invoice, first open the Invoice in a record window and then select 'Debit Note' from the Create menu. A new Debit Note will be created and opened in a window entitled 'Invoice Inspect'. This means that it has already been saved and is being opened for checking.

The Debit Note will be a duplicate of the original Invoice, with these exceptions:
Add or remove rows from the Debit Note as appropriate. Note that if the Update Stockbox was ticked in the original Invoice, it will also be ticked in the Debit Note. Be sure to untick it if there are any Stocked Items in the Debit Note if you do not want stock to be updated.

Click the OK check box when you are sure the Debit Note is correct and save it. As with ordinary Invoices, this will cause the Sales Ledger to be updated and, if so defined in the Sub Systems setting in the Nominal Ledger and in the Number Series - Invoices setting, a Nominal Ledger Transaction to be created.

As a Debit Note has a "Manual Interest Invoice" Payment Term, it will be printed using the Interest Invoice Form Template instead of the standard Invoice Form Template. Please refer to the Printing Invoices page for more details.

If the function does not create a Debit Note when expected, the probable reason is that the original Invoice has not yet been marked as OK.

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Menú Operaciones - Crear Factura EDI

El módulo EDI (Intercambio Electrónico de Datos) puede ser usado para recibir Órdenes y emitir Facturas electrónicas en formatos particulares. Si tiene este módulo, utilice esta función para convertir una Factura en una Factura EDI. El Cliente debe estar marcado como un Cliente EDI usando la casilla de la solapa 'Términos' en la pantalla Cliente. Por favor consulte con su representante local para mayor información.

Create Menu - Invoice - E-Mail

You can use this function to create a Mail containing details of the Invoice, which you can use to send the Invoice to the Customer by email.

When you select the function, the following screen appears, in which you can create a new Mail:

A new record will be opened in a window entitled 'Mail: Inspect'. This means that it has already been saved and is being opened for checking. The details in the Mail will be as follows:
You can reformat the main body of the Mail to suit your requirements, and change the recipient if necessary, perhaps to the Mailbox of a member of staff. If you are then ready to send the Mail, check the Sent box. Finally, save the Mail by clicking the [Save] button in the Button Bar. If you are using the Lock and Send E-Mails Automatically option in the Mail and Conference Settings setting in the E-mail and Conferences module and the Mail contains an external email address (i.e. one with the @ sign), it will now be sent automatically. If you are not using this option, select 'Send E-mail' from the Mail's Operations menu after you have saved the Mail. Finally, close the Mail using the close box. You will be returned to the Invoice window.

If the function does not create a Mail, the probable causes are:

  1. The current user does not have a Mailbox.

  2. No suitable recipient email address was found.

  3. The Invoice has not been saved.

  4. The Approval Status of the Invoice does not allow a Mail to be created from it. If you need Invoices to pass through an approval process before you can create Mails from them, you can configure such a process using the Approval Rules register in the Business Alerts module. Please refer to the description of the Approval Status field on the 'Inv. Address' card for brief details about the approval process and here for full details.
If you wish to use this function to send Mails to other members of staff, the intended recipients must have Mailboxes. If you need to send Mails to Customers, you must be using the External Gateway module, and you must have configured the E-Mail SMTP Server setting. Please refer here for full details about the mailing facilities in Standard ERP.

If you are using the Use External Mail Software option in the Mail and Conference Settings setting, the Mail will not be created inside Standard ERP as described above. Instead, it will be created in your default mail application (e.g. Eudora, Outlook, etc).

If you need to send several Invoices by email, use the 'Create Mails from Invoices' Maintenance function.

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Operations Menu - Invoice - Create Instalments

This function is used when it has been agreed with the Customer that an Invoice is to paid in instalments. When it is selected, the following dialogue box appears:

The fields are fairly self-explanatory and should be completed as required. When the [Run] button is clicked, the appropriate number of unapproved Receipts is created. These can be approved in turn on receipt of the funds. The Invoice will be treated as open (unpaid) and will thus appear on Open Invoice Customer Statements until the Receipts have been approved.

The Invoice must first have been approved before the function can be used.

Operations Menu - Invoice - VAT Correction

In some countries (e.g. Poland and Ukraine), once an Invoice has been posted to the Nominal Ledger, the posting to the VAT Output Account can be moved to a later month. This might be appropriate if the Invoice has been raised before the goods have been delivered. This is known as a "VAT Correction" or "VAT Movement". This function provides an easy way of doing this.

For the function to have any effect, all changes to the Invoice must first have been saved (use the [Save] button), and the Invoice must have been approved. You should also have defined an Output A/C Corr. (Output Correction Account) on flip C of each VAT Code used in the Invoice.

When the function is selected, a new record is created in the VAT Corrections setting. It is opened in a new window, entitled 'VAT Correction: New'. This means that it has not yet been saved.

Enter the new date for the VAT posting in the Trans. Date field on card 1. Then approve the VAT Correction record by checking the OK box in the footer and saving.

The results in the Nominal Ledger are twofold:

  1. In the Transaction created from the original Invoice, the posting to the Output VAT Account is replaced by one to the Output VAT Correction Account.

  1. A new Transaction is created from the VAT Correction record, reversing the posting to the VAT Correction Account and crediting the Output VAT Account.

You can view past VAT Correction records using the VAT Corrections setting in the Sales Ledger. You can also enter new records in the setting: type the Invoice Number into the new record to bring in the details of the Invoice.

Once the VAT Correction has been approved, its date can also be changed if necessary. To do this, open it, choose 'Update Trans. Date' from the Operations menu and enter the new date in the Trans. Date field.

Create Menu - Invoice - Add Customer

The 'Add Customer' function provides an easy way of creating a new Customer record in the Contact register while looking at an Invoice. When you select the function, the 'Contact: New' window will be opened immediately. The Customer check box will be ticked by default. Enter the new Customer's details and click [Save]. The new Customer will be saved, the window will be closed and the new Customer Number and other details will be entered in the Invoice. Please refer here for full details about the Contact register.

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Create Menu - Invoice - Add Item

The 'Add Item' function provides an easy way of creating a new Item record while looking at an Invoice. When you select the function, the 'Item: New' window will be opened immediately. Enter the new Item's details and click [Save]. The new Item will be saved, the window will be closed and the new Item Number and other details will be entered in the first empty row in the Invoice. Please refer here for full details about the Item register.

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Create Menu - Invoice - Receipt

This page describes the 'Receipt' function on the Create menu in the Invoice record window. If you are using iOS or Android, the 'Receipt' function is on the + menu.

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The 'Receipt' function allows you to create a Receipt from an Invoice. This Receipt will record the receiving of a payment against the Invoice from the Customer.

Before you can create a Receipt from an Invoice, you must mark the Invoice as OK and save. Then select 'Receipt’ from the Create menu (Windows/macOS) or + menu (iOS/Android). The following window will appear, in which you can create a new Receipt:

A new record will be opened in a window entitled 'Receipt: New'. This means that it has not yet been saved. The new Receipt will contain the following default values:
After amendment if necessary, save the record in the Receipt register by clicking the [Save] button (Windows/macOS) or tapping ‚àö (iOS/Android) in the Button Bar. You can then close it using the close box (Windows/macOS) or by tapping < (iOS/Android). Alternatively, if you no longer require the Receipt record, click [Cancel] or tap <. In either case, you will be returned to the Invoice window.

If you want to prevent particular users from creating Receipts from Invoices using this function, assign them to an Access Group in which you have denied access to the 'Invoice to Receipt' Action.

Please refer here for full details about the Receipt register.

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