A Sales Invoice is created when stock has been sold to either external customers or officers.
To add a Sales Invoice click Sales Invoices.
Click New Sales Invoice and enter the following information into the sales invoice header:
- Staff code
- Delivery location - this will default to the delivery address of the officers location. To change the delivery location click the field and select an alternative.
- Delivery Notes - these notes will be printed on the sales invoice.
- Remarks - these are for internal use only and will not be printed on the sales invoice.
- Date created - will default to today's date. This can be changed if required.
Click Ok to add the Sales Invoice header.
The next step is to add the lines to the sales invoice.
From the bottom grid click Add Sales Line.
There are 2 sales line types:
- Variable - this is a variable £ amount that is applied to the unit price of the stock item. It is classed as a variable because you can apply a mark up or mark down to the unit price.
- Fixed - this is a fixed £ amount for example an administration or handling charge
To add a Variable Line Type (a stock item) enter the following information:
- Line Type - the default line type will be displayed. To select an alternative line type click the field and reselect.
- Item Code - this field will only be displayed for lines that are NOT fixed. Choose a stock item by clicking the field.
- Qty - enter the quantity you have sold.
Click OK to add the line to the sales invoice.
To add a Fixed Line Type (an administration/handling charge) enter the following information:
- Line Type - the default line type will be displayed. To select an alternative line type click the field and reselect.
- Description - this will be automatically populated but you can change it.
- VAT Rate - this field will only be displayed for lines that are fixed. Select a VAT rate by clicking the field.
- Qty - enter the quantity you have sold.
Click OK to add the line to the sales invoice.
To add another fixed or variable line repeat the above process. You can have a mixture of fixed and variable line types on the same sales invoice.
Once you have added all of the lines the next step is to Issue the invoice. From the top grid click Issue. The header and line statuses will go to Complete.
You can then print a sales invoice by clicking Print Sales Invoice from the top grid.
Before Issuing the invoice you can check to see if there is sufficient stock to issue. In the top grid click Check.
If insufficent stock is available a warning note will be displayed.
You can then Edit the line and amend the quantity **
Stock levels are updated and a stock transaction is created when the sales invoice has been Issued.
** - If you do not amend the quantity and click Issue the line will be Cancelled and the sales invoice header record will go to red to highlight that there was a problem with that invoice. Any valid lines on the sales invoice will be processed, the the sales invoice will be marked as complete.
