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Detta avser program version 4.2  

Operations Menu - Invoice

Just as with creating Orders, it is possible to create an Invoice record directly from a Quotation. The Invoice can be edited and approved in the usual way.

To do this, select 'Invoice' from the Operations menu. You can do this from the 'Quotations: Browse' window (highlight a single Quotation in the list before selecting the function) or from the 'Quotation: New' or 'Quotation: Inspect' windows (you must save all changes to the Quotation using the [Save] button before you can raise the Invoice).

A new record will be created in the Invoice register (in the Sales Ledger). It will be opened in a new window entitled 'Invoice: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

Virtually all the information entered for the Quotation is transferred to the appropriate fields of the Invoice, reducing the typing load and minimising the risk of error.

There is no restriction on the number of Invoices that can be created from a single Quotation record, but no Invoice will be created if the Quotation has been Closed or Rejected. You do not need to create an Order first. However if you have created an Order, it is recommended that you create the Invoice from the Order screen, to ensure stock levels remain accurate. If you do not follow this sequence, stock levels will be changed twice: on Delivery (from the Order screen) and on Invoice (from the Quotation screen). Stock levels will not be changed for the second time when you raise the Invoice from the Order screen.

Please click here for a full description of the Invoice screen, including detailed information about approving and printing Invoices and Nominal Ledger Transactions.

To close the screen and return to the Quotation, click the close box. You will be asked if you would like to save any changes that you may have made. The Invoice Number will be copied to each Quotation row: it will be visible on flip F.

If the function does not create an Invoice, the probable causes are:

1. The Quotation has been marked as Closed or Rejected.
   

2. There is no valid record in the Number Series - Invoices setting (in the Sales Ledger). This might be a fault in the setting itself, or it might be because the default Invoice Number on the 'Ser Nos' card of the current user's Person record or in the Number Series Defaults setting (in the System module) is not in a valid Number Series. This problem will usually occur at the beginning of a new year. If a change is made to the 'Ser Nos' card of the Person record, you will need to quit Hansa and restart for it to take effect.

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