Sales Invoices - Detail Line Entries - Stock and Product Invoices

Whether they are stock-linked, product-linked, or free-format invoices, the prompts follow exactly the same pattern, so are described together below. Certain information is not needed for free-format invoices, and these prompts are noted as appropriate. Depending on the document definition, not all of the prompts described below may occur for your own documents. Their absence does not necessarily indicate a problem!

Fast entry invoices are described below, although the prompts for which they ask are the same as for full-screen detail line entry described next.

Other than for fast entry invoices, detail line entries are entered one at a time using a full screen to enter the details of each line. This entry screen looks like that below:

Column-1 and Column-2 Values (optional)

Up to two free-format items per invoice entry may be requested prior to the stock code and description. You could use them to record a serial number, a product code (free-format invoices only) or a special line reference. How they are prompted, and the maximum size of value, is described by the document design (User Defined Column Entries).Key in the information requested <Enter>, or leave blank.

Stock Code

Key in the code of the stock item that you wish to invoice and key <Enter>. You may use the <F4–Select> key to select a stock code. The program checks the code and, if valid, displays the unit of issue, price per factor (if applicable), stock description, the default sales analysis code, the default nominal code for sales, and the default tax code.It also displays, at the bottom of the screen, the current physical quantity (shelf stock) and free quantity (shelf stock plus on-order stock, less reserved stock) for the stock item concerned.

If you want to enter a free-format item, perhaps a service charge which has no product code, just key <Enter> at the stock code. This lets you go on to the description and other fields (you will need to know what codes are required for these fields, as no default values will be available.

Note

If the <F7–Option> key is offered to you in the prompt line, then you may use this key to create a new stock or product record on the fly. This new item is then assumed for the current line entry.

Note — Multi-Location Stock

You may be able to type in up to twenty lines of description for each invoice line entry. The number of lines of description and the maximum length of each line depends on how the invoice layout has been designed (see Document Design parameter screen ‘User Defined Column Entries’). Where more lines of description are needed than can fit in the screen area, a pop-up input box appears instead. Type in the lines of description, keying <Enter> after each.

Sales/Purchase User Item 2 & 3 (not Datafile Compact)

Datafile Professional,Diamond, and Premier systems have the facility to record two additional user-defined items in each sales ledger invoice detail line. The prompts for these items, if used, are defined in the sales ledger System Profiles (see the System User Guide). Whether or not they are to print on the document itself is contained in the document definition (Stock/Product Special Features).

You might need these items to record (say) the serial number of the item sold, or a line reference.These items are entered after you have entered the stock code and description, whereas Column 1 and Column 2 above, if used, are entered before the stock code.

Stock User Item 2 (Not Datafile Compact)

Datafile Professional,Diamond, and Premier systems have the facility to record in the stock transaction file an additional item for each invoice detail line, in the same way as for the sales user items above.

Which Price

You can define a maximum of nine different selling prices for each item in the stock or product files (only five for Datafile Professional, and only three for Datafile Compact). You can define a default price number on the customer file to indicate which price is normally used for this customer. If you have used this, the customer’s price range number is displayed, and you can accept it by keying <Enter>, or else change it <Enter>. The unit price for the goods you have chosen is now displayed. The <F4-Select> key can be used to display the stock/product prices. On a Purchase document this option is omitted.

If you are using the discount matrix facility, this is read first to see if the customer and stock combination is represented there. If so, it is that price which is displayed for you. See the Appendix for more information about the discount matrix.

Nominal Account / General Analysis

If you are linked to the nominal ledger, then you must key a nominal code here. The default nominal code on the stock/product record is offered here for confirmation. If the default is not set, or you wish to amend the default then you can type in the nominal code required. The program checks that the code is formatted correctly, and that it exists, you can also use the <F4-Select> facility to choose an appropriate nominal code.

If you are not linked to the nominal ledger, a general code is requested here instead.

Sales/Purchase Analysis

You may want to use the sales analysis code to analyse, for example, product group or location. You can enter a number between 1 and 9999 <Enter>. If this code is defined as a table entry, then you can use the <F4-Select> key to choose from the list of configured table values.

A default sales analysis code is passed from the stock/product record.

Quantity

Quantities are normally entered with up to two decimal places. If you are entering a whole number for the quantity, you do not need to type in the decimal point or decimal places. Key the number for quantity <Enter>. A document design option allows you to specify that the quantity should accept up to 4 decimal places (General Document Parameters 2, though note Database changes may also be required).

Price Each

The price may be defined to accept numbers with either two or four decimal places. Again, if you are entering a whole number, the decimal point and decimal places need not be entered. Key in the unit price <Enter>.

If you are using the product or stock file, then the price which relates to the price number you chose is offered, although you can change it here. If you are using the discount matrix facility, then that is read first to see if an appropriate customer and stock combination is present to select a special price.

Note on negative values

Foreign Currency

You can configure documents to prompt for a "price per” value in the range 1 to 1000. The effect of this feature is to calculate the goods value as quantity times price divided by the "price per” value. For example, 100 at £36.00 per 12 would make a goods value of £300.00. The document parameter screen Stock/Product Special Features controls whether to prompt for price per.

Goods Value

The invoicer now multiplies the quantity by the price and displays the goods value. This is expressed to two decimal places, whether the unit price is two or four places. You can amend this value too!

Discount Rate

This is a line level discount, which means that you could have a different discount rate on each invoice line if you wanted. If you have defined a line discount value in the customer account record, then this is offered as the default, which you may still overwrite. Either accept the rate displayed by keying <Enter>, or overtype with another rate <Enter>. If no discount rate is displayed, key in the required rate <Enter>, or <Enter> to leave at zero. By default this option is not offered, to enable the input of the discount rate you need to switch off the option ‘Omit line discount rate / value input ’within the document parameter screen Column Entries for Values.

Discount Amount

Net Value

The program calculates and displays for you the discount amount and the discounted goods value (net value) of the line.

Tax Code

The tax code is essential for VAT purposes, and a default code is normally offered to you. This you may accept or change — you would normally accept it by keying <Enter>. You can use the <F4–Select> key here to show the codes which are defined for your system so that you can decide which code to use.

Tax Amount

The program calculates and displays the tax amount, and the total of the line entry. Accept the tax amount displayed by keying <Enter>, or overtype with another amount <Enter>. There is an option to prevent you from overtyping the tax amount (Document Design parameter screen ‘Column Entries for Values’).

VAT Tax Coding Defaults

If using a Stock-linked document and the Batch Tracking accessory is in use then on completion on the line input the system will prompt for the batch/serial items to be issued on stock items that are set to be batch tracked. You cannot complete acceptance of the line until the quantity of batches/serials issued equals that of the invoice quantity. <F4-Select> is available if required but the batch details can also be defaulted for you – issued on a FIFO / user-defined sequence for sales invoices, or generated automatically for you using the next-in-sequence on purchase invoices.

Completing Line Entries

If during the input of a line entry you press the <Escape> key then the following message is displayed:

Keying <Enter> or clicking OK will take you back to the start of the invoice line entry.Pressing <Escape> allows you the option to abandon the line entry. After completing the entering each detail entry, and confirming the details are OK, you are asked:

Reply ‘No’ to finish detail line entry and go to the footer stage. Reply ‘Yes’ to enter a further invoice line.