Enter General Instant Invoice Information

Explanation

This activity is used to enter general customer and reference information for instant invoicing. You will also enter one or more invoice lines. Each invoice must have at least one line but may have multiple lines to account for different tax amounts or delivery types.

If the Tax Amount Limit, Outgoing Invoice Lines check box in the Tax Control/Invoice tab of the Company window is selected, the tax amount of the invoice will be compared against the tax amount limit for the tax code. If the tax amount for the invoice is within the tax amount limit for the tax code used, then the tax amount will not be posted for the invoice. You can also specify the invoice as an advance invoice.

Prerequisites

This activity requires that a customer be entered in the system.

System Effects

As a result of this entry, an instant invoice is created, and reports concerning tax and delivery type can be run. The tax report is sorted by tax percentage and delivery type. The tax codes are posted on different accounts. The reports can be used to separate trade within the European Union.

If the invoice is connected to a project which has the Project Unique Billing check box selected for it, then any invoice lines created must also belong to the same project.

Window

Instant Invoice

Related Window Descriptions

Instant Invoice

Procedure

  1. Enter the customer ID in the Customer field, and press Tab. Default values appear in the following fields: Name, Currency, Inv. Address, Del. Address, Pay Term. Base Date, Payment Term, Due Date, Currency Rate and Supply Country. A default value also appears in the Tax Liability field. You can change the values in any of the fields, if required. Changing either the Delivery Address or the Supply Country will automatically update the Tax Liability. Note: If either Delivery Address ID field or Invoice Address ID field is modified in a one-time customer invoice, both address IDs are automatically be updated with the modified value. 
  2. Enter values in the following fields, as appropriate: Invoice Reference, Our Reference, Customer Ref., Order Number, Order Date, and Signature.
  3. If the customer is a regular customer, enter values in the Payment Method and Payment Address fields to specify the way the invoice should be paid. The information entered will be automatically copied to all installments. The same information for one-time customers can only be entered in the One-Time Specific Information dialog box. Note: If the electronic payment Address ID is blocked, it will not be displayed in the List of Values. Furthermore, if you have manually entered a blocked electronic payment Address ID the system will authenticate the Address ID when saving the invoice.
  4. Select the Advance Invoice check box if the invoice is an advance invoice.
  5. Click the Lines tab.
  6. Create a new row in the table.
  7. Optionally, enter a position.
  8. To enter a text line: Enter either a predefined Text ID or just enter a text in the description.
  9. To enter a sales line: Enter a Sales Object or select from List of Values. Delivery Type, Tax Code, Tax Class or Tax Calculation Structure and code string field values will appear automatically once quantity is entered.
  10. Enter a quantity and a price. The gross, net and tax amounts will be automatically calculated. Note: Only price type Net Price and net amount entry is supported when using a Tax Calculation Structure.
  11. If required, enter the date on which the amount entered in the invoice line will become liable for tax in the Manual Tax Liability Date field.
  12. Save the Invoice.