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Direct Invoicing

This function allows you to enter Customer Invoices that do not originate from a Sales Order

 

List Tab

 

Display fields

 

The displayed fields are taken from the Invoicing information entered into the ‘Detail’ tab. 

 

The selection of which fields to display is at the user’s discretion.  To select the fields to display simply ‘right mouse’ in the main panel and select ‘Customize List Fields’.  On the displayed panel you can:

 

Data Display Options

 

Field Position - On the List screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.

 

Filtering and Sorting - If you ‘check’ the checkbox then the displayed data is available for filtering and sorting:

 

Include Fully Paid Status - If this is checked then the displayed list will include those Invoice Batches whose status is ‘Fully Paid’

 

Searching - If you enter some text into the ‘Search’ field and click on the ‘binoculars’ Icon then all records will be interrogated and those records that contain the entered text will be displayed.  To revert back to displaying all records click on the ‘Eraser’ Icon

 

Buttons

 

Close: This will close the Direct Invoicing screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up a panel for selection of the Invoices to be included in this Batch

 

Specific Site: Ostendo will automatically add the Site held against the User Signon record to the Invoice  when it is generated.  You may allocate this Invoice to another site if:-

 

Site Name:  Select the Specific Site from the drop-down list

 

Invoice Date: The Date of this Direct Invoicing Batch.  This is prefilled with system date but can be amended by selecting the date from the drop-down calendar.  This date must be later than the Cut-Off date defined in File>Financial Configuration>Cut-Off Dates.

 

Radio Buttons

Create an Invoice or Credit without an Order: Select this ‘Radio Button’ if you are creating a single Invoice or Credit, then select a Billing Customer in the next field. 

Upon selection of the Billing Customer click on the ‘’Create’ Button to generate the Invoice or Credit

 

Create Credit by Reversing an Existing Invoice: Select this ‘Radio Button’ if you are crediting and existing Invoice.  Select the Originating Invoice from the drop-down list.  If you want Ostendo to apply the Credit as a payment against the Invoice then ‘check’ the ‘Apply credit as payment’ checkbox.

Upon selection of the existing Invoice click on the ‘’Create’ Button to generate the Credit

 

Buttons

 

Save: Not applicable to the List panel

 

Cancel: Not applicable to the List panel

 

Delete: This removes the current Invoice from this table

 

Related: This will bring up a list of functions that are related to Direct Invoicing.  You may open and maintain information in those screens whilst still remaining in the Direct Invoicing screen.

 

Reports: This will bring up a list of Reports that are related to Direct Invoicing.  You can immediately run the report whilst still remaining in the Direct Invoicing screen.

 

 

Detail Tab

 

This tab allows you to maintain the individual Invoices or Credits

 

Entry and Display fields

 

Invoice Number: Display only field showing the system generated Invoice number.  Start and current Invoice Numbers are maintained via File>System Configuration>System Settings

 

Invoice Date: This is date when the Invoice was created and is validated against the Financial Cut-off date when posting.  You can amend the date by either overtyping the date or selecting the date from the drop-down calendar.

 

Status: This status is updated by the program and records the progress of the Invoice.  The display options are:

 

Invoice Type: A program maintained field that shows from where the Invoice was generated.  As this is Direct Invoicing it is prefilled with ‘Direct Invoice’

 

Invoice Style: A program maintained field that shows whether it is an Invoice or Credit.

 

Invoice Print Status: Display only field showing the current status of the Invoice Print.  The options are

 

Don’t Print on Statement: If this is ‘checked’ then this Invoice or Credit will not appear on the Customer Statement.

 

Site Name: If the Invoice has not been printed then you may allocate this Invoice to another site from the drop-down list but only if your User Signon record is flagged to allow you to make the change

 

 

Invoice Settings

 

Credit Terms: This is prefilled with the credit terms taken from the Customer master record.  It can be amended by selecting revised Terms from the drop-down list.  Credit Terms are maintained via File>Financial Configuration>Credit Terms.

 

Due Date: Tin the first instance this is evaluated from the Invoice Date and takes into account the Credit Terms.  This can be amended by over-typing or selecting a new date from the drop-down calendar.

 

Shipping Method: This is prefilled with the Shipping Method currently held against the Billing Customer.  You can amend this by selecting another method from the drop-down list.  You may maintain Shipping Methods by either clicking on the icon to the right of this field or click on the ‘Related’ button and select ‘Customer Shipping Methods’.

 

Sales Person: This is prefilled with the Salesperson currently held against the Billing Customer.  You can amend this by selecting another Salesperson from the drop-down list.  You may maintain Salespeople by selecting General>Employees and identifying the Employee as a ‘Salesperson’

 

Charge Freight: ‘Check’ this checkbox if freight is to be charged.  The next field will become active for entry of freight details.

 

Freight Details: Click on this button to enter the following details:

Freight is Taxed: ‘Check’ this if the Freight is Taxable. The next field will be activated

Tax Code: From the drop-down list select the Tax Code that applies to this Freight

Freight Amount: Enter the Freight Amount (not including Tax)

 

Purchase Reference: Optional entry field for you to record the Purchase reference.  No checks are made against this entry

 

Project:: Optional entry field for you to link this Direct Invoice to a Project.  Select the Project from the drop-down list.  Projects are maintained via Jobs>Projects

 

Billing Customer: This is prefilled with the Billing Customer as held against the Customer master record.  It may be amended by selecting a new Billing Customer from the drop-down list

 

Billing Details: A drop-down panel shows the current address details of the Billing Customer. They can be amended at any time by keying directly into the following fields.

Address: Three lines are available for entry of the Billing Address of the Customer. 

City: Enter the Town or City of this Billing Address.

State: Enter the State of this Billing Address.

Code: Enter the Postcode or ZIP Code of this Billing Address.

Country: Enter the Country of this Billing Address.

 

Delivery Details: A drop-down panel allows you to enter Delivery Details relating to this Direct Invoice

Customer: This is an optional entry field.  If a Customer is selected then it can be selected from the drop-down list.

Address: Three lines are available for entry of the Billing Address of the Customer.  These are optional entry fields and can be keyed in.  You may also click on the spyglass against the first Address Line and select any alternate address that applies to the above Customer.

City: Enter the Town or City of this Delivery Address.

State: Enter the State of this Delivery Address.

Code: Enter the Postcode or ZIP Code of this Delivery Address.

 

Currency Code: Prefilled with the currency code for this Customer but can be amended by selecting another currency from the drop-down list

 

Exchange Rate: Prefilled with the exchange rate taken from the Exchange Rate table for the currency.  This rate can be over-ridden if required

 

(Button) Pay Now:  If this button is pressed then a separate panel will appear for you to enter a payment against this Invoice.  This screen contains the following fields;

Invoice Number: Display only field referring to this Invoice Number

Billing Customer: Display only field showing the Billing Customer for this Invoice

Payment Date: This is prefilled with the system date.  You may amend this by over-typing the date or selecting a date from the drop-down calendar.   Upon posting this Payment a check will be made to ensure that this date is after the ‘Cut-Off’ date as set up in File>Financial Configuration>Cut-off dates.

Payment Method: From the drop-down list select the method by which the Payment was made.  Payment Methods are user-defined under File>Financial Configuration>Payment Methods.

Payment Reference: Open-format field for you to enter any identifying reference to the Payment.  No checks are made on this entry.

Banking Method: From the drop-down list select the method by which the Payment will be banked.  The options are:

Directly to Account: Posting will occur upon update in this screen

Using Bank Deposit: Posting will occur when banked through the Bank Deposit routine

Account for Payment: From the drop-down list select the Account to which the Deposit will be made.  Payment Accounts are user-defined under File>Financial Configuration>Payment Accounts.

Payment Reference: Enter details of the Payment (Example: Cheque Number)

Balance Due: Display only field showing the outstanding balance against this  Invoice.

Payment Amount: Enter the amount received against this Payment

Discount Given: Enter any discount that is given against this Invoice payment

Payment Rounding: Enter an amount around which the Payment will be rounded.  If nothing is entered then 0.01 is assumed

Remaining Balance: Display only field showing the outstanding Invoice value

Change Due: Display only field showing the calculated change due as a result of the entered Payment Amount taking into account and Discount and Rounding.

 

Buttons

Accept: This will create a Payment record linked to the Invoice

Cancel: Cancel and ignore the entry and return to the Direct Invoice screen

 

 

Invoice Values: Display only fields showing the current financial status of the Invoice.  The displayed fields are:

Nett Amount: Amount not including Tax

Freight Amount: Freight Amount not including Tax

Tax Amount: Tax charged on Invoice Lines and Freight

Total Amount: Sum of the above

Amount Paid: Amount paid to date

Balance Due: Outstanding balance

 

Linked Projects: This panel is only visible if the Invoice is generated as a 'Direct' Invoice.and shows details of the Project selected above

The displayed fields against each order are:

Project: The Project that this Direct Invoice is linked to

Description: Description of the linked Project

Customer: The Customer held against the Project

Planned Income: The Planned Income as entered against the Project record

 

Financial: If required, select the Financial Category applicable. If left blank, it will use the Financial Category (if any) linked to the associated Cost Centre.

 

 

Instructions: Information entered here will be printed on the Invoice.  Whenever you click on this field an icon will appear in the top-right.  By clicking on this Icon you can bring up the Frequently Used Text table.  Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

 

Buttons

 

Close: This will close the Direct Invoicing screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up the same panel as described above for creating a new Direct Invoice.

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: Not applicable to the Detail panel

 

Related: This will bring up a list of functions that are related to Direct Invoicing.  You may open and maintain information in those screens whilst still remaining in the Direct Invoicing screen.

 

Reports: This will bring up a list of Reports that are related to Direct Invoicing.  You can immediately run the report whilst still remaining in the Direct Invoicing screen.

 

Lines Tab

 

‘Direct Invoice’ line details are maintained here.

 

Upper Panel

 

This panel shows a summary of the lines that make up the Invoice and is taken from the information maintained in the lower panel.

 

The fields shown on the Upper Panel are:

Line No: Line No as created in the lower panel.

Code: The unique identity of the line code

Unit: The unit of measure of the code

Invoice Qty: Quantity of the Unit being Invoiced.

Unit Price: Unit Price of the Code being Invoiced.

Description: Description of the Code

Tax Code: Tax Code that applies to this line

Tax Amount: Tax amount that applies to this line

Total Amount: Total amount including tax for this line

Analysis Group: Analysis Group linked to this line

Special Instructions:

Notes: Extended Notes applicable to the line

           Base Unit Price:

 

Lower Panel

 

This is the main entry and maintenance area for Direct Invoices.  

 

Entry and Display fields

 

Invoice Line Tab

 

Line No: Enter a Line Number.  This number is used as a sort sequence for printing the lines on a Invoice.  No checks are made on the entry

 

Line Type: From the drop-down list select the Line Type.  The options are:

Item Code

Descriptor Code

Catalogue Code

 

Code: From the drop-down list select the Code.  The drop-down list will vary dependent upon the Line Type selection. 

 

Unit: This is prefilled with the Unit for the Code.  If this is an Inventoried Item with multiple Units then you can amend the Unit of Measure by clicking on the drop-down icon and selecting the Unit.

 

Invoice Qty: This is prefilled with the quantity entered into the preliminary selection panels defined above or 1 if manually entering the line.  This can be amended here if required.  If the line is for an Item Code that has Variants (Serial Number, Batch No, etc) then quantities must be entered by clicking on the ‘Enter Qtys’ button described below.

 

Std Price: This is prefilled with the program calculated Unit Price of the Code taking into account any quantity Discounts, etc.  If the User’s has been given the rights (via File>System Configuration>User Security and Options) then this can be amended here. 

 

Order Price: This is prefilled with the program calculated Unit Price of the Code taking into account any quantity Discounts, etc.  This can be amended here if required. 

 

(Button) Enter Qtys: This will send you to the ‘Line Variants’ tab (see below) for you to enter the quantity that you are allocating to this Invoice Line.  For Inventoried Items you also need to nominate a Stock Location and identify any specific variants (Batch, Expiry Date, Serial Number….Etc)

 

Description: This is prefilled with the description as held against the Item, Descriptor, Kitset, or Catalogue Item.  It can be amended here if required.

 

Discount %: The Discount Percentage currently held against the Customer Record.  You may amend this here if required

 

Nett Amount: The system-calculated nett amount for the Line based on the Order Quantity, and Unit Price and taking into account the Sell Price matrix.

 

Tax Amount: The system-calculated tax amount based on the Order Quantity, Unit Price and Tax Code.

 

Total Amount: The system-calculated total amount for the Line based on the Order Quantity, Unit Price and Tax Code.

 

Price Override: Checkbox showing if the price has been manually overridden.  If this is ‘unchecked’ then the Unit Price field will revert to the pre-amended price.

 

Tax Code: The Tax Code as evaluated from the relationship between the Customer Tax Group and the line’s Tax Group (See File>Financial Configurations>Tax Matrix).  The Tax Code can be amended from the drop-down list if required

 

Special Instructions: Enter any special instructions for this item here.

 

Analysis Group: This is prefilled with the Analysis Group held against the Code.  This can be amended by selecting another Analysis Group from the drop-down list.

 

Line Notes: This is prefilled with any ‘Notes’ that are held against the Code that are flagged as being copied to the Sales Order Line.   It may be amended here and made specific to this Line.  Whenever you click on this field an icon will appear in the top-right.  By clicking on this Icon you can bring up the Frequently Used Text table.  Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

 

Line Properties Tab

 

Any specific property values for the Item, Descriptor, Kitset, or Catalogue Item can be viewed here.  For example: A ‘property’ against an Item could be ‘Voltage’ and the specific value entered against the Item Master is ‘240 Volts’.  You also have the option to add properties by clicking on the ‘Add’ button.  The cursor will go to a new line for entry of the property as follows:

 

Property: From the drop-down list select the Property.

 

Value: Enter the specific value relating to this Property.

 

Buttons

 

When in this panel you can use the Add, Save, Cancel and Delete Buttons as follows

Add: The cursor will go to a new line for entry of a new Line Property Value.

Save: This will save the current data without exiting the screen

Cancel: Any changes made since the line record was accessed or the last time the ‘Save’ Button was pressed will be lost.

Delete: This will delete the current highlighted Line Property record.

 

Line Variants Tab

 

This panel allows you to enter the quantity required for the line.  For Inventoried Items you also need to nominate a Stock Location and identify any specific variants (Batch, Expiry Date, Serial Number….Etc)

 

Quantity: The quantity to be used in this Invoice Line.  The sum of these quantities will appear in the Invoice Qty field in the Invoice Line tab.

 

Variant: All Variant fields applicable to this Item are displayed.  Any unique combination of variants will be displayed in its own line.

 

Write Off Qty: Upon entry of a Direct Credit the line quantity being credited (as entered in the above 'Quantity' field) is immediately returned to Inventory.   The situation may arise however where some, or all, of the returned quantity is to be written off.  In this instance you should enter the quantity to be written off in this field (as a negative quantity).  When the Direct Credit is 'Printed' the Write Off quantities are assembled into a Inventory Adjustment Batch (see Inventory>Inventory Adjustment) where the Items can be assessed before issuing them from stock and posting to an Inventory Adjustment Account.

 

Buttons

 

When in this panel you can use the Add, Save, Cancel and Delete Buttons as follows

Add: The cursor will go to a new line for entry of a new Planned Variant.

Save: This will save the current data without exiting the screen

Cancel: Any changes made since the line record was accessed or the last time the ‘Save’ Button was pressed will be lost.

Delete: This will delete the current highlighted Planned Variant record.

 

 

Additional Fields Tab

 

If you have defined Additional Fields against the Direct Invoice Lines (created via System Configuration>Additional Fields) then an addition tab will be presented which, when selected, will display the available fields.  Enter information in line with the available field formats:

 

 

Buttons

 

Close: This will close the Direct Invoice screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: Adds a line relative to the displayed ‘Tab’ in the lower part of this screen

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: Deletes a line relative to the displayed ‘Tab’ in the lower part of this screen

 

Related: This will bring up a list of functions that are related to the Direct Invoice.  You may open and maintain information in those screens whilst still remaining in the Direct Invoice screen.  You should note that if the 'Order Speed Entry' checkbox is 'checked' in Sales Rules then an additional option called 'Set Speed Entry Order'.  This will allow you to not only define which fields you wish to enter data, but also the tab order - by dragging and dropping the line where it is to appear in the Tab Order)

 

Reports: This will bring up a list of Reports that are related to the Direct Invoice.  You can immediately run the report whilst still remaining in the Direct Invoice screen.