Entering an Invoice - Terms Card
- Invoice Date
- Paste Special
Choose date
- The current date according to the computer's clock is entered as a default.
- Our Ref.
- Use this field if you need to identify the Invoice by means other than the Invoice Number. A default will be taken from the Our Ref field of the Person record of the current user.
- Pay Terms
- Paste Special
Payment Terms setting, Sales/Purchase Ledger
- Default taken from Customer (Sales Pay Terms)
- Payment Terms entered here will determine the Due Date (below), in addition simply to ensuring that the correct Payment Terms appear on Invoices. Payment Terms records entered using the Sales Ledger setting can enable a system of early settlement discounts to be established.
- Specifying Payment Terms for each Invoice provides the basis for the debt-chasing reports provided in FirstOffice.
- Payment Terms are also the means by which Cash Notes and Credit Notes are distinguished from ordinary Invoices. Using 'Paste Special', select a Payment Term record of the "Cash" or "Credit Note" type respectively. When the record is then approved and saved, the appropriate Nominal Ledger Transaction will be created. In the case of Cash Notes, this will debit the Cash Account (as specified in the Payment Term record or in the Account Usage S/L setting) rather than the Debtor Account, while in the case of Credit Notes, the Transaction will be a reversal of the original Invoice Transaction.
- Cash Notes are immediately treated as paid and so will not appear in your debtor reports. There is no need to enter a payment against them. If you need to reverse a Cash Note, use a negative Cash Note, not a Credit Note.
- When you select a Payment Term of the "Credit Note" type, a crediting message will be entered in the first row of the grid area. Enter the number of the Invoice to be credited, using 'Paste Special' if necessary to bring up a list of open (unpaid) Invoices.
- If an Invoice has a "Cash" or "Credit Note" Payment Term, the Invoice will not use the standard Invoice document when printed. Instead, the Cash Note or Credit Note (respectively) document will be used. Please refer to the Printing Invoices page for more details.
- Attn.
- Paste Special
Contact Person, Sales Support module
- Default taken from Customer
- Record here the person for whose attention the Invoice is to be marked.
- Due Date
- Paste Special
Choose date
- This is calculated by FirstOffice using the Invoice Date and the Payment Terms. It is the date on which the Invoice becomes due for payment.
- Salesman
- Paste Special
Person register, System module
- Default taken from Customer or current user
- The Salesman responsible for the sale should be registered here: there are many reports in the Sales Ledger that can be broken down by Salesman. It is also possible to assign commission on Items sold using the Bonus field in each Person record. You can change the Salesman after you have approved the Invoice.
- Trans. Date
- The Transaction Date for the Nominal Ledger Transaction. If you are not using the Allow Trans. Date Changing option in the Transaction Settings setting in the Nominal Ledger, this must be the same as the Invoice Date and cannot be changed independently.
- Object
- Paste Special
Object register, Nominal Ledger
- Default taken from Customer (Sales Objects)
- You can assign up to 20 Objects, separated by commas, to this Invoice and all transactions generated from it. You might define separate Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that can be used in Nominal Ledger reports.
- In any Nominal Ledger Transactions generated from this Invoice, any Objects specified here will be assigned to the credit posting to the Sales Account(s, the debit posting to the Cost Account (if you are using cost accounting), and the debit posting to the Debtor Account (if you are using the Objects on Debtor Account option in the Account Usage S/L setting).
- Service Del. Date
- Paste Special
Choose date
- The date the Items on the Invoice were delivered.
- If the Invoice was created from an Order, the date of the latest approved Delivery will appear here. If you entered the Invoice directly to the Invoice register without reference to a Sales Order, the Invoice Date will be placed here when you save the Invoice for the first time. In both cases, you can change the date if necessary. If you created the Invoice by duplicating a previous one, this date will not be changed to the current date (as will happen with the Invoice Date).
- Official Ser. No.
- In some countries it is a legal requirement to allocate an official serial number to each Invoice. This number may be supplied pre-printed on Invoice stationery.
