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Sales Invoices - Printing the Document and Updating Files

Article Number: 920 | Rating: Unrated | Last Updated: Mon, Jun 12, 2023 at 7:51 PM

Datafile Software

Sales Invoices - Printing the Document and Updating Files

The final stage of the invoice is to print the document and update the files.

Print the Document

Confirm ‘Y’ to print the document, or ‘N’ to omit the print. Note that depending on set-up of the document the program may not accept a reply of ‘N’ here forcing you to print the document (Document Design parameter screen ‘Optional Features during Invoicing’).

Another Printout

You now have the opportunity to check the printed invoice to ensure that all information is correct and that no printer error has occurred – the details have not yet been updated to the file – defaulting to ‘N’ you can print the document again by entering ‘Y’.

Document OK for Updating

Confirm ‘Y’ to update the sales, stock and job costing (as configured) files. A progress bar is displayed as updated. Keying ‘N’ will omit the update of the ledgers but this can be prevented, thus forcing the update, through the document design parameters (‘Optional Features during Invoicing’). After confirming to update the ledgers you are prompted for the transaction ‘description’ to be written to the ledgers that is usually reported on the sales statements.

If the document is both printed and updated (to the sales ledger) then a copy of the document is saved for future reference within the Sales Account Ledger Enquiry on the Datafile DeskTop

Notes – Document OK for Updating

Depending on configuration you may not be asked ‘Document OK’ but instead asked as separate options to:

Change Any Document Details? – taking you back to the start of the invoice to make any changes required.

Update Sales Ledger? – asking for reference (defaulting to document number confirmed at the start) and description and optionally a ‘User Item 1’. ‘User Item 1’ is an optional header-level user definable item recorded on all ledger transactions. The actual text prompt used for this item is defined by the Sales Ledger System Profiles.

Update Stock Control? – asking for reference and description and ‘user-1’ If ‘User-1’ required then can be configured within the Stock System Profiles.

Update Job Costing? – Y/N prompt to update job costing

To enable/disable ‘Document OK’ prompt you need to configure the Document Design option ‘Automatic Updating of Files’ on parameter screen ‘Invoiced and Paid / Fast Input Feature’.

Notes – Invoiced and Paid

You may configure your document to ask whether the invoice has been paid (Document Design parameter screen ‘Invoiced and Paid/Fast Input Features’). If so you are prompted to confirm Y/N whether the invoice has been paid and, if Y, the nominal bank account to update. Note this is only applicable if the option for Automatic Updating (on the same parameter screen) is disabled.

Another Document

After printing and updating the files you will be prompted ‘Another Document’ – ‘Yes’ allows you start another invoice and ‘No’ returns you to the menu.

Custom Fields