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Note: To view more detailed information about buttons and features not covered in this job aid, refer to the Creating an Invoice - Charge on Account topic link below.
To invoice a Sales Order:
From the Toolbar, click INV for Inventory.
From the Inventory menu, select Invoices.
From the Invoices menu, select Invoice Entry.
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In the Location Code box, click Lookup or type * and press Enter, and then select the location code where you want to maintain the invoice, or type the location code where you want to maintain the invoice.
In the Ship To Name Id box, click Lookup or type * and press Enter, and then select the customer ordering the merchandise from your company, or type the customer ordering the merchandise from your company.
In the Pickup/Delivery box, type P for pickup or D for delivery. An entry P will apply state/county taxes from pickup location. An entry of D will apply the state/county taxes associated with the customer Name ID.
Click OK.
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Review and edit any of the Price Level/Schedule, Invoice Terms, Invoice Type, State/County, Invoice Date, Ship date, Ledger Date. Click OK.
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If there are valid Sales Orders available for invoicing associated with the Name Id, an Order Number window displays.
In the Loc box, the current location defaults, or you can click Lookup or type * and press Enter, and then select the location code, or type the location code that will record the line item activity. The ledger account assigned to the CS system account code for cost of goods sold in SJI is affected at the location identified by the activity location code.
In the Order Number box, click Lookup. An order limiting criteria search screen appears. Click the Filter button to enter information that can help filter the order(s) for which you are searching. The Sales Order Selection screen lists open sales orders for the selected ship-to name ID. To pull all orders for the Name Id, leave the boxes blank.
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The Sales Order Selection screen lists open sales orders for the selected ship-to name ID. Line items on a sales order number are indicated in a format XXX-YYYYYY-ZZ, where XXX is the location code, YYYYYY is the order number, and ZZ is the line item number. The entire sales order is the first line number of the sales order and is indicated without the ZZ (see highlighted line in the screen shot in step 11).
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Click OK.
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The Items that were on the Sales Order that you selected will be listed.
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There are two methods of applying a sales order to the invoice:
Option 1: Select all line items on a sales order.
To select all line items on a sales order exactly as ordered, choose the first line (without the ZZ) of the desired sales order and Click Select.
All items on the sales order are selected for application with a single selection. The Other Reference box field reflects the descriptive title assigned in Setup Information, where this field may be set to required or optional entry. The contents of this box may be passed forward to the invoice from the sales order and/or delivery ticket. This field is available for printing on delivery ticket reports through the Report Writer Features and may be viewed at the invoice level through A/R inquiry options.
In the Other Reference box enter information if not filled out.
Answer the question, Should Every Item On This Order Be Completed? with a Y for Yes, or N for No, I to use the Item Threshold that is set in the Setup Information for your Item.
Click OK to add all line items on the sales order to the invoice. Now all the line items display in the line item summary window on the invoice entry screen.
To edit a line item's quantity, price, splits, or unit of measure Click Edit.
Highlight the line item you want to edit and Click Select.
In the Order XXX-YYYYYY-ZZ Completed? box, a value to Y will mark the line item as filled, or if the quantity is reduced, a value of Y will mark the item as under-filled. In both cases the item on the sales order is completed. A value of N does not change the order status and leaves the remaining quantity committed for future invoicing.
The Weights button is provided so you can total weights of line items and apply that total to a freight service item on the invoice if needed. This would typically be done after adding last item to the invoice. The last item added to the invoice would typically be freight if freight charges are invoiced as a separate line item.
To return to entering line items on the invoice, Click Continue.
Option 2: Invoice individual line items from the Sales Order.
To select individual line items, choose the desired line number and Click Select.
The line item entry resumes at the Quantity input box. If the invoice is applied to a line item on a sales order and if the quantity shipped is not equal to the remaining quantity on the line item of the sales order, the Completed? box is open for entry. A value of Y to the question “Completed?” will mark the line item as filled, or if the quantity is reduced, a value of Y will mark the item as under-filled. In both cases the item on the sales order is completed. A value of N does not change the order status and leaves the remaining quantity committed for future invoicing.
As each line item is added to the invoice, the user can edit those line items. To edit line items Click Edit.
At this point the instructions are the same as completing the charge or cash sale invoice; however, the final possible steps to completing the invoice are listed below in case you need to review them.
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Learn more about Invoices feature:
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