Entering an Invoice - Items Card Part 2 (Flips C-G)
This page describes the fields on flips C-G of the 'Items' card of the Invoice record. Please follow the links below for descriptions of the other cards:
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Flip C- Cost
- The unit Cost Price of the Item used in Gross Profit and Margin calculations.
- In an Invoice that you enter directly to the Invoice register, the default offered in each row will be chosen as follows:
- If an Item is Serial Numbered at the Batch or Unit level, you are using the Cost Price for Serial Number option for that Item and you are using the Use Actual Cost Price for GP Cost option in the Cost Accounting setting in the Stock module, the appropriate Cost Price for the Serial Number will be brought in to this field when you specify a Serial Number on flip D.
- If the Price List of the Invoice is one whose Type is "BuyBack", the Cost Price will be taken from the record in the Price register for the Item/Price List/Customer combination.
- The Cost Price from the Item record will be used.
If you need the figure that is brought in to be the Cost Price of the Item plus its Extra Cost, select the Include Item Extra Cost in Cost option in the Cost Accounting setting in the Stock module.
In an Invoice that you create from an Order or a Delivery, the Cost Price of each Item will be chosen as follows:
- It will be copied from the originating row in the Order.
The Cost Price in an Order will have been chosen using the same three numbered points described above. However, if you are using the Update GP on Order when Delivering option in the Order Settings setting in the Sales Orders module, it will have been updated to the unit cost of sales value used in the Delivery. The actual cost of sales value of the delivered Item will therefore be copied to the Invoice
- It can be calculated by adding the Cost Price from the Item record to its Extra Cost. If you wish to use this option, select the Update GP at Invoicing option in the Cost Accounting setting in the Stock module. This can be more accurate if you are routinely updating Items' Cost Prices from Goods Receipts and are using back-to-back Purchase Orders. In this situation, you will probably enter a Sales Order and create a Purchase Order from it, and the subsequent Goods Receipt will update the Cost Price in the Item record, all before creating the Invoice. If you are using this option, this latest Cost Price will be copied from the Item record to the Invoice when you do create it.
- If you duplicate an Invoice, the new Invoice will contain the latest Cost Price from the Item register, and the Gross Profit will be recalculated accordingly. The Cost Price in the original Invoice will not be transferred to the new Invoice.
- You can prevent certain users from changing Cost Prices in an Invoice using Access Groups, by denying them access to the 'Change Cost on Invoice Rows' Action. You can also hide the Cost field altogether, by denying access to the 'View Item's Cost Price' Action. This will hide the GP % field, the Cost B2, GP and FIFO fields immediately below, the Row FIFO field on flip D and the GP % and Total GP fields in the footer, and will hide the same fields in Orders and Quotations as well.
- Cost B2
- The unit Cost Price of the Item, converted to Base Currency 2. This figure will be used in the GP Invoices report if you produce it using the Cost Price B2 option.
- GP
- The Gross Profit for the Invoice row is calculated by subtracting the Cost Price (multiplied by the Quantity) from the Sum. The figure is therefore absolute, not a percentage. You cannot change this figure yourself, but it will be recalculated if you change the Quantity, the Unit or Cost Price or the % discount.
- FIFO
- The average unit cost of sales of the Items in the row. The total value will be shown in the Row FIFO field on flip D.
- In an Invoice that you enter directly to the Invoice register, these figures will be calculated automatically when you mark the Invoice as OK and save, but they will only be shown for Stocked Items (they will also be shown for Plain and Service Items if you are using the Cost Accounting for Plain and Service Items option in the Cost Accounting setting in the Stock module).
- The calculation of this figure will usually use the Cost Model specified in the relevant Item or Item Group record. If that Cost Model is Default, the Primary Cost Model specified in the Cost Accounting setting will be used. Despite its name, the field will therefore show the unit FIFO, LIFO, Weighted Average or other value of the Item, depending on the Cost Model. The exception is when the Item requires Serial Numbers and you are using the Cost Price for Serial Number option in the Cost Accounting setting: please refer to the description of the Serial No. field on flip D below for details.
- In the case of Invoices that you have generated from Sales Orders and Deliveries, cost of sales values will be copied from flip C of the appropriate Delivery record.
- When you mark the Invoice as OK and save, the value in the Row FIFO field on flip D may be credited to the Stock Account and debited to the Cost of Sales Account in the resulting Nominal Ledger Transaction. These postings will be made if the Invoice row was not created from a Sales Order and if the Update Stock box on the 'Del. Terms' card is ticked. These postings will also be made if the Invoice row was created from a Sales Order or a Delivery and you have chosen to have cost of sales transactions created from Invoices and not from Deliveries. Please refer to the Cost Accounting Transactions from Deliveries and Invoices' page for more details.
Flip D- Salesmen
- Paste Special
Person register, System module and Global User register, Technics module
- If necessary, you can specify a different Salesman or Salesmen (separated by commas) for each row of the Invoice.
- The Bonus, Salesman report will assign any commission for the row in question to the Salesman specified in the row only (i.e. not to the Salesman specified in the header). However, the 'Workflow Activity' function will not create Activities for the row Salesmen, and the Invoice will not be recognised as belonging to the row Salesmen by the Limited Access feature.
- You can use Access Groups to specify which users will be able to change this field. By default, all users will be able to change the Salesman in Invoices that have not been marked as OK. If you want to prevent this for particular users, grant them Full access to the 'Disallow Changing Salesman on non OKed Sales Invoice' Action. After an Invoice has been marked as OK and saved, it will usually not be possible to change the Salesman. If you want to allow this, grant Full access to the 'Change Salesman on OKed Sales Invoice' Action.
- Serial No.
- Paste Special
Serial Numbers of Items in stock
- If the Item uses Serial Numbers at the unit or batch level, you must enter a valid Serial Number here.
- For Items with Serial Numbers at the Unit level, you must enter an appropriate number of separate rows each with a Quantity of one. This enables you to enter Serial Numbers individually, and ensures their correct removal from stock.
- For Items with Serial Numbers at the Batch level, you only need enter a single Invoice row with the appropriate Quantity. You can enter a single Serial/Batch Number, providing you have a sufficient quantity in stock with that Serial Number. If this is not the case, you will be told there is insufficient stock when you try to save the Invoice.
- If you enter a Serial Number in a new row, other details such as the Item Number and Name, pricing information, Location and, if appropriate, Position will be brought in automatically.
- If you have not specified a Location in the Invoice, the 'Paste Special' list will show the Serial Numbers of Items in every Location, with an indication of the Location in which each Serial Number is stored. However, if you have specified a Location on the 'Del. Terms' card or on flip B of the row, the 'Paste Special' list will only show the Serial Numbers stored in that Location.
- If you would like the Best Before date and/or Batch Status of each Serial Number to be shown in the 'Paste Special' list, select the Show Best Before Dates and/or Show Batch Status options respectively in the Item Settings setting in the Sales Ledger. Please refer to the description of the Batch Specifications setting in the Stock modulefor details about Best Before Dates and here for details about Batch Statuses.
- The 'Paste Special' list will not be available if you are using the No Serial No. on Goods Receipts option in the Stock Settings setting. In this case, you must still enter a Serial Number and, if the Item has Serial Numbers at the Unit level, the Quantity must still be one, but no check will be carried out that the Serial Number you have used is valid (i.e. one that is currently in stock).
- No default Serial Numbers will be offered, so you will need to enter them yourself. There is no automatic FIFO allocation.
- The cost of sales value of an Item with Serial Numbers is controlled by the Cost Price for Serial Number option. This option is in the Cost Accounting setting in the Stock module, but you can override it in individual Item and Item Group records ('Cost Model' card in both cases). If you are not using this option, the cost of sales value will be calculated using the usual Cost Model, even though this may not be appropriate for the Serial Number chosen (e.g. if you are using the FIFO Cost Model, the oldest cost of sales value will be used, even if the chosen Serial Number is not the oldest one). If you are using the Cost Price for Serial Number option, the cost of sales value will be the actual Cost Price of the selected Serial Number. The cost of sales value will be placed in the FIFO field on flip C when you mark the Invoice as OK and save.
- An Invoice created from an Order can mirror the Order (i.e. it can contain a single row for the Serial Numbered Item with the Quantity from the Order and with no Serial Numbers) or it can mirror the Delivery (i.e. it can contain a number of rows each with a Quantity of one, showing each Serial Number). The latter case will be useful if you need to have the Serial Numbers printed on Invoices as well as on Delivery Notes. If you need the Invoice to mirror the Delivery, select the Invoice based on Delivery option in the Order Settings setting in the Sales Orders module or, if you don’t want to use this option, create the Invoice from the Delivery.
- P.Factor
- Default taken from
Item
- The Price Factor is the quantity of the Item that can be bought by the Unit Price. For example, if the Unit Price of an Item refers to a box of 24 units, its Price Factor will be 24. Specifying a Price Factor for such an Item is only necessary if it will be sold in individual units (e.g. if you will break into the box of 24 to sell a single unit). The Price Factor will be used to calculate the price of a single unit (in this example, the Price Factor will be 24).
- When you use an Item with a Price Factor in an Invoice row, the Quantity that you specify on flip A should be the quantity of individual units, not the quantity of boxes. When you enter a Quantity, the Sum will be calculated using the formula (Quantity/Price Factor) * Unit Price.
- The Unit Price field on flip A (and the Base Price field in the Item record) can only support three decimal places. Using a Price Factor can be useful if you need to use more. For example, if the price per unit is 0.0001, you can enter 0.01 as the Unit Price and 100 as the Price Factor. This will result in a Sum of 0.0001 when the quantity is one.
- Recipe
- Default taken from
Item
- If the Item is a Structured Item whose Paste Components During Entry box has not been ticked, its Recipe will be recorded here, brought in from the Item record. A Structured Item is essentially an Item that will be assembled by your company on the point of delivery from components held in stock: its Recipe lists those components with quantities. You should not change the contents of this field. Please refer here for more details about Recipes.
- Row FIFO
- The total cost of sales value of the Items on this Invoice row. The cost of sales value per unit is shown in the FIFO field on flip C: please refer to the description of this field above for more details.
- In multi-user systems, you can prevent certain users from viewing Cost Prices in Quotations, Orders and Invoices using Access Groups, by denying them access to the 'View Item's Cost Price' Action. In an Invoice, this will hide the Row FIFO field, the Cost, Cost B2, GP and FIFO fields on flip C and the GP % and Total GP fields in the footer.
Flip E- Unit, Unit Qty, Unit Pr. of Unit
- These fields allow you to sell an Item using a different Unit to the one specified on the 'Pricing' card of the Item record.
- If you enter a Unit that has a Qty Factor, the Quantity and pricing for the Invoice row will change accordingly. For example, an Item is usually sold in single units. If you sell two dozen of them, you can enter the Unit representing one dozen (i.e. one whose Qty Factor is "12") in this Unit field and "2" in the Unit Qty field. The Quantity on flip A will change to "24" (i.e. 2 x 12) and the pricing will be adjusted accordingly. The Unit Price of Unit field will show the price for one dozen (i.e. the price of one of the new Unit).
- Use 'Paste Special' from the Unit field to choose from a list of Units.
- Width, Height, Depth
- Default taken from
Item
- These fields contain the dimensions of the Item. You can use them together with the Unit Qty field if the Item is sold by area or volume. Please refer to the description of the Units setting for details and an example.
Flip F- Cust. Item No.
- If you know the Customer's code for the Item (i.e. the Customer's equivalent of the Item Number), you can enter it in this field. For a more permanent record, you can enter this code in the Customer Items setting in the Sales Orders module. After having done so, it will be brought in to this field in future Invoices automatically.
- If you need this code to be printed on Invoice documentation, add the "Customer Item Code" field to the Form Template.
- Coeff
- Default taken from
Item
- The Unit Coefficient of the Item is shown here, taken from the 'Stock' card of the Item. If you are maintaining stock quantities using different units of measurement, this coefficient is the ratio between those units of measurement.
- Cred. Row
- If an Invoice is a Credit Note that will update stock levels and the Nominal Ledger stock valuation, you should ensure the Cred. Row (Credited Row) field in each row is filled in. The Cred. Row field should contain the (row number - 1) of the corresponding row in the Invoice that is being credited. For example, this field should contain "0" when referring to row 1 in the Invoice being credited, while it should contain "1" when referring to row 2 in the Invoice being credited, and so on.
- If you create a Credit Note from an Invoice using the 'Credit Note' function on the Create menu (Windows/Mac OS X) or + menu (iOS/Android), the Cred. Row field in each row in the Credit Note will be filled in automatically.
- If you create a Credit Note by duplicating an Invoice and changing the Payment Term, the Cred. Row field in each row in the Credit Note will remain empty. However, you can enter a row number yourself if you want to connect a row in the Credit Note to the corresponding row in the Invoice, and you must do so in every row if the Credit Note will update stock. Again, enter "0" to refer to row 1 in the Invoice being credited, enter "1" to refer to row 2 in the Invoice being credited, and so on.
- A Credit Note will update stock (i.e. it will update stock levels and the Nominal Ledger stock valuation) if the Update Stock box on the 'Del. Terms' card is ticked. This box will be ticked by default if you are using the Credit Invoices Update Stock option in the Optional Features setting in the System module, and you can also tick it yourself in an individual Credit Note.
- By connecting a row in a Credit Note to a row in the Invoice being credited, the Cred. Row field ensures the Item can be brought back into stock in a way that obeys the Original Cost on Returned Goods and options in the Cost Accounting setting in the Stock module. Without the Cred. Row field, it would not be possible to ascertain the original cost or position.
- The Cred. Row field will also ensure that you cannot enter a Quantity or Sum in a row in a Credit Note that is greater than those figures in the corresponding row in the Invoice being credited. If you try to save a Credit Note in which the Quantity or Sum in a row is too high, the message "Too high quantity" or "Too high Amount" (as appropriate) will appear. The "Too high quantity" message will also appear when the Cred. Row field is empty (i.e. when the Credit Note will update stock and when you have not connected a row to a row in the Invoice being credited).
- If a Credit Note will update stock but is not crediting a particular Invoice (i.e. you have not specified an Invoice to be credited in the "Credit of Invoice" row), then you can leave the Cred. Row field empty. The Items will be brought into stock as new items in the FIFO/LIFO Queue, and the cost will be the Cost Price from each Item record.
- If a Credit Note will not update stock but the Cred. Row field in a row contains a value, the check that the Sum in that row is not greater than the Sum in the corresponding row in the Invoice being credited will still be carried out. However, the Quantity will not be checked.
- Please refer here for more details about Credit Notes.
- Environ. Tax
- Please refer to the description of the Environment Tax setting here for a full description of this field.
Flip G
- Customs No., Country of Origin
- In some countries such as Argentina, Mexico and Russia, it is a legal requirement that the Customs Number and Country of Origin are attached to the sales document when an imported Item is sold.
- If you sell an Item that is Serial Numbered (at the Unit or Batch level), the Customs Number and Country of Origin will be brought in from flip F of the Goods Receipt row that brought the Item into stock.
- If you sell an Item that is not Serial Numbered, it will not be possible to bring this information in automatically but you will be able to enter it yourself. Use 'Paste Special' to choose the Country of Origin.
- If you need this information printed on Invoices, add the "Customs Declaration Number" and "Country of Origin" fields to the Form Template design. In the case of a Serial Numbered Item, you can also have the Customs Declaration Date printed, taken from flip F of the Goods Receipt row that brought the Item into stock. This will be printed by the "Customs Declaration Date" field.
Flips A and B of the 'Items' card are described in Part 1 here, and the Footer is described here.
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The Invoice register in Standard ERP:
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Introduction to the Invoice Register
