Creating an Invoice - Cash Sale

Overview

Use this job aid to create a cash sale invoice. Any combination of regular merchandise, service labor, open sales orders, active delivery tickets, and commodities from the Commodity Accounting System may be invoiced.

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 create a cash sale invoice:

1. From the Toolbar, click Inventory.
2. From the Inventory menu, select Invoices.
3. From the Invoices menu, select Invoice Entry.
4. 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.
5. 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.
6. 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.
7. Click OK.
8. From this window, if you want to adjust terms, click Cancel.
9. In the Item Number box, click Lookup or type * and press Enter, and then select the item number, or type the item number and click OK. In the Item Number each inventory item on an order is referred to as a "line item". 
10. In the Quantity box, type the quantity to be purchased of that item.
11. Click Next.
12. In the Price box, if no price defaults for the item, type the selling price per unit of measure.
13. Click OK.
14. After entering all line items for the invoice clear the item number box of all characters and click OK to continue.
15. For a cash invoice, click New Payment.
16. In the Bank Code box, check to make sure the deposit will go to the correct Bank. Typically, new payments go to the Cash on Hand Drawer bank code. If a change needs to be made, click Lookup and select another bank.
17. A deposit number is defaulted into the Deposit Number box.
18. Click OK.
19. In the Amount Tendered box, type the amount the customer is handing you.
20. In the Check Number box, type the check number for future reference.
21. In the Remarks box, type any necessary remarks about the sale.
22. Click OK.
23. If the amount tendered is greater than the amount due, the system will provide the cash back amount for change.
24. At the Is This Correct? prompt, click Yes.
25. Click Continue.
26. The default invoice number will appear in the Invoice Number box.
27. Click OK.
28. The Due Date, User Field #1, User Field #2, Description, and Xref Document boxes appear.
29. Click OK to proceed to the miscellaneous reporting fields and continue through the comments/remarks windows till you get to printing -OR-
30. Click Save/Exit to proceed directly to printing.
31. At the Do You Want To Print This Invoice? prompt, click Yes.
32. Select an invoice form.
33. In the Shipping and Billing Name and Address boxes, verify the information. If the information is not correct, type new information.
34. In the Message Line #1 - #4 boxes, the standard messages display, if the information is not correct, type a new message to print on the invoice form. NOTE: A maximum of four standard message lines can be defaulted on each invoice form. The same messages are output on all invoices forms. Overridden message lines appear on all succeeding invoices until the user escapes to, or returns to, the Invoices Menu. The standard message lines are not permanently changed by overriding them on this window. To make the changes permanent, the system manager should change the default message lines in Setup Information.
35. In the View/Edit Invoice Specific Remarks?, type Y to edit the Remarks boxes, or type N to continue.
36. In the Printer box, type the number associated to the place you want your report to print.
37. In the Copies box, type the number of copies of the report you want to print.
38. In the Pages From and To boxes, type the page number range you want to print the report for. Leave the boxes blank to print all pages.
39. Click OK.

Learn more about Invoices feature:

• Creating an Invoice - Charge on Account
• Creating an Invoice - Prepayment
• Creating an Invoice - Cash Sale
• Creating an Invoice - For a Credit
• Creating an Invoice - For a Delivery Ticket or Blend
• Creating an Invoice - Invoice a Sales Order
• Creating an Invoice - Split Invoice
• Printing an Invoice
• Printing a Manual Invoice
• Reversing an Invoice
• How to Drive Cost and Sales to another Location
• Overriding Credit Limits When Invoicing
• Voiding an Invoice in a Month Already Closed
• Invoicing and Splits: Customers with Different Invoice Terms
• Adding a Credit Card Fee to Invoices in AGRIS
• Reusing Invoice Number when Reversing Invoices