Field

Description

Overview

An overview description of the Sales Invoice appears automatically as data is entered. The description consists of the customer name and make of repair.

Salesperson

Date

Reference 1

Reference 2

Field

Description

Customer No.

Enter a customer account number or quick code, or select the customer name. For miscellaneous customers who do not have their own customer account, use account 0000000 (Miscellaneous).

- information automatically filled in

Customer Name

Enter the customer name, up to 70 characters for licensed users of version 2.5 and higher, or up to 50 characters for all other versions.

- look up previous miscellaneous customer

Contact Name

Enter a contact name for this customer, up to 32 characters.

Address Line 1

Enter the first street address line for this customer, up to 32 characters.

Address Line 2

Enter the second street address line for this customer, up to 32 characters.

City

Enter or select the city in which this customer is located, up to 32 characters. Which cities appear in the list as well as whether or not the cities appear in all-capitals is dependant on your geographic default settings (see the individual module options below the “Geographic Selection Lists” branch under General Module Options). The province or state and country corresponding to the city will be entered automatically.

Province/State

Enter or select the province or state in which this customer is located, up to 32 characters. Which provinces and states appear in the list as well as whether or not the provinces and states appear in all-capitals is dependant on your geographic default settings (see the individual module options below the “Geographic Selection Lists” branch under General Module Options). The country corresponding to the entered province or state will be entered automatically.

Postal/Zip Code

Enter the postal code or zip code for this customer, up to 10 characters.

- forced to uppercase

Country

Enter or select the country in which this customer is located, up to 32 characters. The country assigned to the business location of the currently logged in user will be used as the default (see Business Locations). Whether or not the countries appear in all-capitals is dependant on your geographic default settings (see module option “Capitalize Geographic Selection Lists” under General Module Options).

Business Phone

Enter the business phone number for this customer, up to 23 characters.

Home Phone

Enter the home phone number for this customer, up to 23 characters.

- look up previous miscellaneous customer

Mobile Phone

Enter the mobile phone number for this customer, up to 23 characters.

Fax

Enter the fax number for this customer, up to 23 characters.

E-mail

Enter the e-mail address for this customer, up to 50 characters for licensed users of version 2.1 and higher, or 32 characters for all other versions.

Advertising

Enter or select the advertising method used to find this customer. See Advertising Methods to customize the dropdown list.

Ship Via

Select from the drop down list the preferred method of shipping for this customer. This appears as the default in subsequent Repair Orders for this customer, but may be modified.

Tracking Code

When receiving or sending items to this customer, enter the tracking code in this field. Click on to be connected directly to the shipper’s website with the tracking code supplied.

Field

Description

Customer to Bill

The billing address for a Sales Invoice defaults to the customer address and is shown as “Bill to Self”. An alternative customer can be selected from the drop down list if that customer accepts third party billing.

Billing Address

Column

Description

Code

On a new line, enter a part number, service code, or package code. Package codes must be preceded by an asterisk (*)

- forced to uppercase

Type

Enter the type of item or select from the drop down list (Note, Parts, Labour, Handling, Shipping, or Travel)

- forced to uppercase

Item Description

Use the part name or service code description, or enter a new time manually.

Quantity

Any quantity of this item may be entered. Data provided by service code or package code defaults to a quantity of one. Data provided by inventory defaults to a quantity of one for each time “Pick To” is selected (see Step 3: Picking Inventory Items, page 3).

Unit Price

The unit t price provided by inventory or service code can be modified.

Total

Totals are automatically provided for extended priced and overall repair total.

- red if greater than the maximum allowed currency amount

Field

Description

Parts Charge

Labour Charge

Shipping Charge

Handling Charge

Travel Charge

Subtotal

Discount

Enter a discount percentage to be applied for this invoice. If a discount has been entered in the customer record, it will appear in the discount field. The discount will be applied to items designated during setup (see Discounts).

Subtotal After Discount

Taxes

Check the box next to each tax that is applicable on this invoice, or uncheck the box next to those taxes which are exempt on this invoice.

See Editing Default Tax Categories and Rules for information on configuring default tax categories, rates, and rules. See Working with Taxes for information on how tax categories, rates, and rules are applied and edited.

Grand Total

Amount Paid

This field will already show any amounts that have been recorded as being paid. A new amount entered here will override the previous data. To track cumulative payments, close the Sales Invoice and use the “Pay” button in the Sales Invoice Browse Window (see “Step 2: Paying Invoices,” page 3).

Balance Due

Tax Exemption No.

Enter a tax exemption number, up to 20 characters (see also Tax Exemptions).

Payment Terms

Select the payment terms used to pay this sales invoice. See Payment Terms to customize the dropdown list. The default payment terms assigned to new sales invoices for the miscellaneous customer account (i.e. customer account 0000000) may be set under module options (see module option “Default Payment Terms for Miscellaneous Customers” under Customer Module Options).

Payment Date or
Last Pay Date

If no payments have been made on this sales invoice (or if the balance of payments is zero) then enter or select the date on which this sales invoice was paid.

If one or more payments have already been made on this sales invoice that total to a non-zero balance then this field will display the date of the last individual payment and will not be editable.

Payment Method or
Last Pay Method

If no payments have been made on this sales invoice (or if the balance of payments is zero) then select the payment method used to pay this sales invoice. See “Payment Methods” on page 103 to customize the dropdown list. The default payment method assigned to new sales invoices for the miscellaneous customer account (i.e. customer account 0000000) may be set under module options (see module option “Default Payment Method for Miscellaneous Customers” under Customer Module Options).

If one or more payments have already been made on this sales invoice that total to a non-zero balance then this field will display the payment method of the last individual payment and will not be editable.

Field

Description

Notes to Print

Private Notes