10.4.2. Entering Invoices

The Invoice (Customer) window, located in the Quote-to-Invoice menu, is used to manage customer invoices. The Invoice - Receipt and Invoice Payment Schedule windows are alternatives that provide a summary view of invoices. The following fields are available:

• Order, Date Ordered - if applicable, the source order and order date;

• Sales Order Reference - reference number for the sales transaction;

  • Customs Bill of Exports - the associated customs bill of exports. Details in Customs Bills;

• Self Service - if checked, the document can be managed through the Web Store;

• Invoice Type - determines the available document statuses, the documents generated, the posting accounts used, etc. Details in Document Types. Examples of invoice types:

  • "AR Invoice - Scadențe Multiple" - sales order with multiple due dates;

  • "AR Invoice - Indirect" - document type used to when generating invoices automatically after processing a sales order;

  • "AR Credit Memo" - document issued by a seller in order to reduce the amount a customer owes. Can be used to balance return transactions;

  • "FC Mirror" - invoice used for transactions between organization. Will generate a counter document. Details in Counter Documents;

  • "AR Invoice TVA Inc" - invoice used for products on pricelist with VAT included;

• Date Registered - date when the document is received by the customer. If completed, Payment Terms and Discounts will be determined using this date;

• Date invoiced - the document date;

• Account Date - date used to register the resulting accounting transactions;

• Invoice to Customer, Location, Contact - invoiced customer;

• Price List - determines the product prices and the currency used on the invoice. The customer price list (Business Partner window -> Customer tab -> Price List) will be automatically added to the invoice. If the customer has no price list, the default price list will be used (Default checked);

• Currency - displays the currency used on the document;

• Asset - reference to the associated asset;

• Representative - sales representative responsible for the invoice;

• Discount Printed - if checked, discounts will be printed on the invoice;

• Payment Mode - is used to inform the persons responsible with delivery about the necessary documents and payments that need to be exchanged for the ordered products in order for the transaction to take place;

• Payment Term - determines the due date for payments. Details in Payment Terms;

• Payment Method - press to register or view the payment for the invoice. Details in Open Items;

• Fixed date - if checked, a due date will appear on the invoice. The selected payment term will no longer will be used;

• Is Cash Discount - indicates if the invoice represents a cash discount. Details in Operating Invoices;

• Penalty - if checked, this invoice was issued for penalties or discounts. Details in Penalties and Discounts;

• Contract - reference to the associated contract;

Shipment section - contains shipment information, taken from the sales order:

Reference section - contains accounting dimensions used for analysis, determined by the accounting schema. Details in Accounting.

Status section:

• Quantity - invoiced product quantity, in the selected unit of measure;

• UoM - if a conversion was defined for the base unit of measure, and alternate unit of measure can be selected;

Amounts section:

• Price, Unit Price - single invoiced product price for the selected unit of measure and respectively, the base unit of measure;

• Discount - percent discount applied to the list price (value in the List Price field) to obtain the price.

• List Price - list price, taken from the price list used on the document master;

• Cash Discount % - percent discount applied to allocated receipts. Details in Receipt Discounts.

• Tax - VAT rate used;

• Project, Phase, Asset, Employee, etc. - accounting dimensions used for analysis, determined by the accounting schema. Details in Accounting;

• Line Amount - net value for the invoice line (Price * Quantity), excluding taxes;

• Description Only - if checked, the line is just a description and has no accounting consequences;

• Printed - if checked, the invoice line can be printed;

Reference section - contains information about the invoiced product's related bills of materials;

Match Ship tab - displays "shipment - invoice" associations;

Payment Schedule

The Payment Schedule tab is used to view or define a "Schedule" type payment term for an invoice and will contain a record for each scheduled payment. Details in Payment Terms. The following fields are available:

• Due Date, Amount due - the due date and the amount due;

• Discount Date, Discount Amount - a discount may be defined and the date until it is available;

• Validate button - press after adding all the records in the payment schedule tab. The process will check if the sum of due amount is equal to the total invoiced amount;

Invoice Tax

The Invoice Tax tab is used to display the list of taxes used on the invoice. A record for each VAT rate used for ordered products will be displayed. The following fields are available:

• Tax Amount - total tax amount for the tax rate;

• Taxable Amount - total invoiced amount using this tax rate;

• Price includes Tax - if checked the taxes are included in the product price.