Creating a Sales Invoice

1. Creating a Sales Invoice Creating a Sales Invoice The diagram below represents the process flow for a creating an invoice. Create Invoice Document Types Each user will be supplied with a document type which should not be changed unless advised by Finance. UI University Invoice II University Invoice Incomplete UR Research Grant – Dummy Invoice IR Research Grant – Dummy Invoice Incomplete. Complete Doc Type Incomplete Doc Type Prints Invoice & Updates AR Rejects Invoice & Dept Contacted Amends Invoice, Prints & Updates AR Prints Invoice & Updates AR The Process Sales Invoicing – Insert Invoice Purchase Order Number: It is extremely important to quote a PO on all invoices to ensure your customer pays promptly. Always ask your customer to supply one. Unique Dept Reference: This is a sequential reference number unique to each department which has been agreed with Finance.

2. Creating a Sales Invoice VAT The VAT code is populated by set up within Item Code but may be overwritten. Please ensure the correct VAT code is used – if in doubt check with Finance. Line Description It is extremely important to enter a description which is meaningful e.g. goods, services, as this will print on the customer invoice.

3. Find A Customer Account • Before you can enter an invoice or enquire on a customer account you must know or be able to find the customer account number • Main Menu Accounts Receivable  Customer Accounts • Double Click on Customer List Wildcard (%) This enables you to enter part of a word/phrase in order to look for a specific record when you can’t remember enough information to retrieve just that one record.

4. Customer Enquiry • Facilities exist to enquire at customer account level showing all transactions in an account. • Main Menu Accounts Receivable  Enquiries  Customer Level Enquiries • Double Click on Account Enquiries Ledger Number Do not enter the Ledger number if using short name to search for customer

5. Query Management • Queries will be used to hold notes against specific transactions and will be available for all users to access and view. Where applicable ‘Action User’ and ‘Action Dates’ can be entered so that a user can be prompted to do an action. The queries will hold info such as • A dispute recorded on an invoice • Results of follow up calls for payment • Notification of promise to pay dates • Request for a purchase order number before payment can be made • Any other problem there may be with a transaction Insert a Query from Enquiries Screen – (Query Tab) Actions These will appear in the diary list of the user selected on the date entered and emailed to them