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This text refers to program version 4.2  

Operations Menu - Create Invoice

To raise an Invoice from a Service Order, select 'Create Invoice' from the Operations menu. For the function to have any effect, you must first save all changes to the Service Order (use the [Save] button), and there must be at least one invoiceable Work Sheet Transaction.

The function finds all invoiceable records in the Work Sheet Transaction register (i.e. those applying to the Service Order on screen which are of the Invoiceable Type and which are without an Invoice Number) and creates from them a new record in the Invoice register (in the Sales Ledger). This is 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.

If you wish to change the Invoice, you should do so before it is approved. However, such changes will not be fed back to the Service Order. If you would like this to happen, modify the Work Sheet Transactions from which the Invoice will be generated before creating the Invoice.

To print an Invoice, click the Printer icon. If the Invoice has not been approved, the printed Invoice will be marked as a test print, so that it cannot be confused with the final version of the Invoice.

When the Invoice is complete, click the OK check box. This signifies that the Invoice has been approved. When you save the Invoice, associated transactions in the Nominal Ledger will be raised and you will no longer be able to modify the Invoice. The Invoice Number will be copied back to the Work Sheet Transactions from which the Invoice was generated, and the Invoiced fields (showing invoiced quantity) on flip B of the Service Order and flip B of the Work Sheets will be updated accordingly.

The Update Stock box will not be checked in a Service Order Invoice, even if you are using the Invoices Update Stock option in the Account Usage S/L setting. This means the Nominal Ledger Transaction from the Invoice will not include a cost accounting element. If you are maintaining stock valuations in the Nominal Ledger, you will need such a cost accounting element, to update these stock valuations when you remove spare parts or other Stocked Items from stock to effect the repair. This cost accounting element has to come from the Work Sheet, so use the Sub Systems setting in the Nominal Ledger to ensure Nominal Ledger transactions will be created from Work Sheets.

To close the screen and return to the Service Order, click the close box. You will be asked if you want to save any changes.

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

1. There are no Work Sheet Transactions awaiting invoicing, or they are of Warranty or Contract Status.
   

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.

If you create an Invoice by mistake using this function, you can delete it using this procedure:

1. Set the value of the Invoice to zero. Do this by removing every row from the Invoice or by changing all quantities to zero.
   

2. Delete the Invoice using the 'Delete' command on the Record menu.
   

3. Run the 'Recalculate Invoiced' Maintenance function for the Service Order in question to reset the Invoiced figure in the Service Order.

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

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