CD - Invoices

Invoices Overview

This is a multi-purpose program that allows you to:

Search for existing invoices using specific criteria.
Produce a screen list of existing invoices with the ability to drill-down to view individual invoice details.
Produce a screen list of existing invoices that also provides the ability to edit unposted invoices.
Print, export to Excel® or export to Word® the list of invoices returned by your search.
Add a new customer invoice.

Adding an Invoice

Click the 'New' icon (plus symbol icon) to display a blank 'Invoice Entry' screen.

The focus will be on the 'New' icon (plus symbol icon) when this screen loads, so you can press the 'Enter' key instead of clicking the 'New' icon.

For more information, see section 'Invoice/Credit – Add Screen' below.

Viewing and Editing Invoices

Invoice Search Screen

The search screen provides the facility to search for existing invoices using various search fields.

Click the 'GO' button (or press 'Enter') to execute the search and display the 'Invoice List' screen with the matching records.

Invoice List Screen

This list screen displays the invoices matching your search criteria, initially sorted by invoice date.

The records on this screen can be re-sorted by clicking on the heading links provided.

Click on the 'View' or 'Edit' Action link to access an invoice. Invoices that have been posted to General Ledger are not able to be edited.

This screen may be used to verify the payment status of an invoice. After clicking on the 'View' button in the 'Action' column the invoice will be displayed. If the invoice has been paid, a 'Payments' icon (cash register icon) will be displayed at the top of the 'Invoice/Credit' screen.

Clicking this button will display the receipt application details.

You can print this list by clicking the 'Print' icon in the toolbar to display the 'Invoice Listing' screen. This screen allows you to nominate the sort order of your output. You can elect to produce the output as a PDF document, Excel® file or Word® document. Click on 'Run' to create the file.

Fields that require further explanation
Code	The 'Customer Code'
Name	The 'Customer Name'
Inv Date	The date of the invoice
Inv Num	The invoice number.
Inv Amount	The total amount of the invoice.
Paid Amount	The amount that has been paid.
Per	The period that the invoice was raised in.
Post	Y = this invoice has been posted to General Ledger in Finance > Commercial Debtors > Period End > Post Period Activity. N = this invoice has not been posted to the General Ledger.

Invoice/Credit – Add Screen

Click the 'New' icon (plus symbol icon) to add a new invoice.

This is the same program as Finance > School Shop > Shop Transactions > Sale Entry.

If your school is not running the TASS.web School Shop module then this program will allow you to process General Commercial Sales only. This page will deal with this sale type only.

If your school is running the TASS.web School Shop module then this program may also be set up to process:

Cash Sales/Credits.
Shop Commercial Sales/Credit.
Student Sales/Credits.
Department Sales/Credits.

Refer to the School Shop module for detailed descriptions on how to process sale or credits for each of these transaction types.

Important!

There is also a reference document that details the setup required to achieve all of the sale/credit types listed above.

For more information, refer to 'Setting Up for Different Sale Types in Commercial Debtors and School Shop'.

Use the 'Add Receipt' icon to enter receipt details for a payment from a commercial debtor.

An 'Add Shop Receipt' icon will be available to enter a receipt for school shop payment if your school has a school shop and you have access to add receipts in program Finance > School Shop > Shop Transactions > Receipts.

General Commercial Sale

This is a sale to a commercial customer – that is, a customer that is not linked to a school shop. This sale type does not use stock but allows for manual input of the invoice line item description (freeform).

It will only be available if your school has set up the TASS.web Commercial Debtors module.

Use the 'Tab' key to move from field to field during the sale process.

The fields below in violet are deliberately not accessed through a 'Tab' key movement to allow rapid invoice entry for the majority of sales instances (by keeping the mandatory keystrokes to a minimum). These fields are optional fields that are accessed by the mouse and cater to more complex scenarios to be processed.

Invoice/Credit Header

Sale Type	From the picklist choose 'General Commercial Sale' or key in 'G'. All other sale types will display the shop name next to the 'Invoice/Credit Detail' description. 'General Commercial Sales' does not display the shop name on this line as they are not shop specific. They do not involve the sale of stock from a shop.
Customer Code	Enter a valid customer code or use the 'Binoculars' icon to search. To find a Customer, enter 3 or more characters of their Code or any part of their Name and you will see a picklist of matching Customers. Important! Only customers that have not been allocated to buy from a school shop will be available here. For more information, refer to 'Setting Up for Different Sale Types in Commercial Debtors and School Shop'. These are customers that have a 'Customer Type' that is not a department type and is not linked to a school shop through program Finance > School Shop > Setup Information > School Shop Setup. The program will check that the customer is 'active' and is not 'on-hold'.
Transaction Type	From the picklist choose 'Invoice' or 'Credit' or key in 'I' or 'C'.
Date	This field will default to today's date for the first sale, and then defaults to the date used on the last transaction, but can be overridden.
Terms (applicable when transaction type = invoice)	Payment terms will default to the terms that you have set up for this customer using program Finance > Commercial Debtors > Customer Information > Customers. This can be overridden.
Credit Reason (applicable when transaction type = credit)	If you are entering a credit then this field will change to 'Credit Reason'. Credit reasons have been defined using program Finance > Commercial Debtors > Setup Information > Commercial Debtors Setup.
Due Date (applicable when transaction type = invoice)	The program will apply the 'Term Code' to the invoice date to automatically calculate the payment due date for this invoice. This can be overridden.
<Reference Text>	This is a school definable field that has been set up using program Finance > Commercial Debtors > Setup Information > Commercial Debtors Setup on the 'User Defined' tab. Therefore the text prompt that you see here has been created by your school. An example of an invoice might be to record the customer's purchase order number. An example of credit might be to record a credit memo number.
Salesperson	This will default to the salesperson set up for this customer using program Finance > Commercial Debtors > Customer Information > Customers. This can be overridden.
Comment 1/Comment 2	These comment fields can be used to record up to 60 characters. You could use these fields to record information such as a special condition relating to this sale.

Transaction Grid

Account Balance	This is an information-only field that displays the customer's account balance at the commencement of this transaction.
Detailed Entry	A click on the 'Detailed Entry' button will open the 'Invoice/Credit Lines Detail' screen.
GL Account Code	This is the General Ledger account that will determine the income side of the General Ledger sales journal for this transaction.
Line Description	The description entered in this field will print on the invoice.
Quantity	Enter the quantity being sold.
Tax Code	The default tax code displayed here is derived from the 'GL Account Code' entered above. Where there is no default on the GL account it is then taken from the customer record. This can be overridden.
Unit Price	Enter the price per unit excluding tax.
Unit Tax	This is automatically calculated based on the 'Tax Code' used above being applied to the 'Unit Price'. Click or press 'Enter' on the 'Save' button to return to the 'Invoice/Credit Detail' screen.

Repeat this process to enter multiple line items to this invoice.

Click 'Edit' or 'Delete' in the 'Action' column on the 'Invoice/Credit Detail' screen to modify or delete a line item.

Print Invoice	Important! This field is not used for 'General Commercial Sales'. Invoices will not print immediately for this sale type. An invoice can be printed using program Finance > Commercial Debtors > Listings and Reports > Invoice/Credit Print.
Auto Apply (applicable when transaction type = credit)	When entering a credit, this field is checked by default. When unchecked, the 'Credit Apply' screen will be displayed when this credit is saved.

Click 'Save' and a confirmation message will be displayed. Click 'OK' to complete the Invoice.

Important!

The invoice or credit number for this transaction will be generated at this point and will then be displayed in the 'Invoice/Credit No' field. This has been done to reduce the number of keystrokes required to complete an invoice or credit.

The cursor is now positioned in the 'Customer Code' field awaiting the entry of the next invoice or credit.

Therefore, for the second and subsequent transactions entered through this program the 'Invoice/Credit No' displayed will be for the PREVIOUS transaction.