Enter a Sales Order Invoice

You can use S/O Invoice Data Entry to enter an invoice with or without an existing sales order.

When invoices are created from existing sales orders, all header, address, line item, and totals information is automatically retrieved from the sales order and can be modified. When invoices are directly entered without an existing sales order, all header and customer information is automatically retrieved from the Customer file in the Accounts Receivable module.

You can enter an invoice without a sales order in one-step invoicing situations when the shipped (filled) quantity is immediately known at the time of sale. The same quantity on-hand checking used in Sales Order Entry is also available in S/O Invoice Data Entry.

Price schedules in Inventory Management are accessed to provide automatic pricing of inventory line items. Quantities of inventory items are updated in sales orders when quantities are shipped. Charges for other items such as services and special items are maintained in Miscellaneous Item Maintenance. If the Job Cost module is integrated with Sales Order, job cost and job type information is accessed for jobs associated with the invoice.

Use one, all, or a combination of the following methods to enter a sales order invoice:

To enter an invoice for an existing sales order
To enter a cash sales invoice for an over-the-counter sale

To enter an invoice for an existing sales order

Select Sales Order Main menu > Invoice Data Entry.
To set or change invoice defaults for the next invoice number, invoice date, invoice type, ship date, warehouse, ship via, and FOB, and to determine whether invoices are printed, click the Defaults button. For more information, see Save Default Values for Sales Order and Invoice Data Entry.
In the Invoice No. field, enter the invoice number. For more information, see S/O Invoice Data Entry - Fields.
Enter the invoice date, invoice type, and sales order number if appropriate. In the Customer No. field, enter the customer this invoice will be billed to.

NOTE To view or maintain customer information, click the Customer button. To view customer credit information, click the Credit button.

To print the invoice when the invoice is accepted, select the Print Invoices check box.
Enter the rest of the Header tab order and customer information as appropriate.
Click the Address tab and verify the customer bill-to and ship-to address information.
Click the Lines tab. Enter or adjust the items to invoice as necessary.

Note To view customer purchase history and/or use the customer’s last purchase price, click the Customer Last Purchase History button on the Lines tab. For more information, see Use the Last Purchase Price on an Order.

To enter an extended description for an inventory item in the Item Text Maintenance window, click the Extended Item Description button.

Note Extended descriptions cannot be entered for miscellaneous and special items.

Distribute lot and serial numbers for items that require them. For more information, see Distribute Lot/Serial Items.

Note Lot/serial distributions will update the quantity committed for the selected lot/serial number.

Click the Totals tab. Enter any discounts, shipping and freight, payment information, and commission rate if applicable. To view tax information, click Tax Detail.
Click Accept and print the invoice.
Print and update the Daily Sales Journal and Daily Transaction Register.

The invoice is created. Print and review the Sales Journal before completing the update. Any invoices that require changes can be reprinted. Following the invoice update process, inventory on-hand quantities are adjusted accordingly.

To enter a cash sales invoice for an over-the-counter sale

Select Sales Order Main menu > Invoice Data Entry.
In the Customer No. field, type CASH. If you are using divisions, enter the division number before the word CASH (for example, 01-CASH).

Note If the sale is for a permanent customer and you want to record it in the Customer master file to track year-to-date sales, enter a customer number in the Customer No. field.

When prompted, enter the customer name. The name prints on the invoice, but the sale is not recorded in the Accounts Receivable module.
To print a paid receipt for the customer, click the Quick Print button. An invoice titled CASH SALE INVOICE is printed.

Note The invoice can be printed only if the Print Invoice check box is selected on the Header tab.

Click Accept. Print and update the Daily Sales Journal and Daily Transaction Register.

When the sale is recorded, the cash sales account is debited instead of the accounts receivable account, and the customer's balance is not increased.