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Entering an Invoice - Items Card

Use the grid on the 'Items' card to list the invoiced Items. To add rows to an Invoice, click in any field in the first blank row and enter appropriate text. To remove a row, click on the row number on the left of the row and press the Backspace key. To insert a row, click on the row number where the insertion is to be made and press Return.

You can also bring Items into an Invoice by opening the 'Items: Browse' or 'Paste Special' windows, selecting a range of Items by clicking while holding down the Shift key, and then dragging them to the Item field in the first empty Invoice row. You can also copy a list of Item Numbers from a spreadsheet or word processor and paste them in the Item field in the first empty row.

Item
Paste Special    Item register
With the insertion point in this field, enter the Item Number for each Item sold. Pricing, descriptive and other information will be brought in from the Item record. If you leave this field blank, you can enter any text in the Description field, perhaps using the row for additional comments to be printed on Invoice documentation.

Qty.
Enter the number of units sold. If you leave the field by pressing the Return or Enter key, the insertion point will move to the Item field in the next row.

Description
Default taken from    Item
This field shows the name of the Item, brought in from the Item register. If you want to add an extra description, you can do so: there is room for up to 100 characters of text. You can also use the next line if necessary.

Unit Price
The Unit Price according to the Customer's Price List is brought in. If the Customer does not have a Price List, or the Item is not on the Price List in question, the Price from the Item record is brought in. This figure will include VAT if the Price List is one that is Inclusive of VAT or if you have specified in the Account Usage S/L setting that Prices include VAT.

%
Discount percentage.

Sum
The total for the row: Quantity multiplied by Unit Price less Discount. Changing this figure will cause the Discount Percentage to be recalculated. This figure will include VAT if the Price List specified is one that is Inclusive of VAT or if you have specified in the Account Usage S/L setting that Prices include VAT.

V-Cd
Paste Special    VAT Codes setting, Nominal Ledger
The VAT Code entered here determines the rate at which VAT will be charged on the Item and the Output VAT Account to be credited.

The default offered in each row will be chosen as follows:
  1. The Sales VAT Code for the Customer will be used.

  2. It will be taken from the Item record.

  3. It will be taken from the Item Group to which the Item belongs.

  4. The VAT Code in the Account Usage S/L setting will be used.
You can change this default in a particular Invoice row if necessary.
Footer

The Invoice Footer contains various running totals as described below. Whenever you add or change an Invoice row, these totals will be updated automatically.
VAT
The VAT total for the Invoice.

Subtotal
The total for the Invoice, excluding VAT (including VAT if the Price List specified is one that is Inclusive of VAT or if you have specified in the Account Usage S/L setting that Prices include VAT).

TOTAL
The total for the Invoice, including VAT.
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