02 Invoices

Definition: What is it?

The default screen is 'Find Invoices' which allows the user to specify search criteria to locate an invoice. Invoices are divided into two types:

• Sales Invoice
• Purchase Invoice 

Sales invoices are generated when customers buy something from you. You need to provide a detailed list of the items bought and relevant taxes. They are often referred to a 'tax invoices' as they contain information relating to the amount of sales tax (eg VAT / GST) charged on the product or service.

Purchase invoices are generated by your suppliers when you order something from them. You may send them an order in the form of a Purchase Order. They will then send you the products and an invoice for payment. This invoice is the Purchase Invoice and it will contain details of the items bought plus any taxes.

Both of these documents are used as proof to various tax authorities (eg Inland Revenue, Customs etc) that the required tax has been charged or collected.

GENERAL NOTE: The following is an extract from Ian McNulty's documentation work on accounting:

• Invoices are created automatically by the system when certain criteria are met for each item on an order. The criteria will vary depending on the type of product associated with the order item, and the type of order (ie purchase/sales).
• For sales orders: For digital goods an invoice will be created when the order is placed, and that invoice will be for all digital goods in the order. If there are non-digital or physical goods they will go in a separate invoice.
• For those that need physical fulfillment, an invoice will be created for all items in a shipment when the shipment goes into the 'Packed' status. For purchase orders: an invoice will be created from a shipment when the shipment goes into the Received status.

What is it used for?

It is used to locate existing invoices that have been created automatically by the system or manually by the user. It can also be used to create a new Sales or Purchase invoice.

What's on the screen?

to do

How do I view all invoices?

Example: To view all invoices

1. Press the 'Search' button to view all invoices

How do I locate an existing invoice?

Example: To locate an existing invoice

1. Enter the 'Invoice ID' if known
2. Enter a word from the invoice description in the 'Description' field if known
3. Enter the 'Invoice Type' if known
4. Enter the 'From Party Id' if known (NOTE: In most cases for a Sales Invoices this will be Company. For Purchase Invoice it will be the supplier party id)
5. Enter the 'Billing Account Id' if known
6. Enter the invoice status in the 'Status Id' field if known
7. Enter the 'To Party Id' if known (NOTE: In most cases for a Purchase Invoice this will be company. For Sales Invoices it will be the customer party id)
8. Press the 'Search' button to view all invoices
9. All invoices that meet the search criteria will be displayed.

How do I create a new Sales invoice?

Example: To create a new Sales Invoice

1. Press the 'Create New' button
2. The New Sales Invoice / New Purchase Invoice screen is displayed
3. Using the top part of the screen, leave Invoice type with its default of 'Sales Invoice'
4. Leave 'Organization Party Id' with its default of 'Company' 
5. Enter or use the lookup to find the 'To Party Id'  (eg DemoCustomer)
6. Press the 'Create' button in the top part of the screen
7. The invoice header has been created and the default header screen will be displayed
8. Details on the invoice will need to be entered via the other sub menus (eg Items, Time Entries etc)

NOTE: The invoice prefix and numbering sequence is controlled via the configuration settings in Organization GL Settings.

How do I create a new Purchase invoice?

Example: To create a new Purchase Invoice

1. Press the 'Create New' button
2. The New Sales Invoice / New Purchase Invoice screen is displayed
3. Using the bottom part of the screen, leave Invoice type with its default of 'Purchase Invoice'
4. Leave 'Organization Party Id' with its default of 'Company' 
5. Enter or use the lookup to find the 'From Party Id'  (eg DemoSupplier)
6. Press the 'Create' button in the bottom part of the screen
7. The invoice header has been created and the default header screen will be displayed
8. Details on the invoice will need to be entered via the other sub menus (eg Items, Time Entries etc)

NOTE TO CHECK: Find out where Purchase Order sequence is controlled..... possibly ENUM entity but need to confirm.

How do I update an invoice?

Example : To update an existing invoice 

1. Locate the invoice using the 'Find Invoices' screen
2. Using the relevant sub menu make the required changes. The sub menus are as follows:

• Overview
• Header
• Items
• Time Entries
• Roles
• Applications
• Send Per Email

How do I delete an invoice?

Invoices cannot be deleted through the user interface. They can only be cancelled (eg if they have been entered or created by mistake).

NOTE: They can probably be deleted using Entity Data Maintenance in the Webtools menu but this is not recommended for 2 reasons:

1. it may cause data integrity problems.
2. In case of audit it would be a problem.