Enter Invoice Header

For the customer's purchase history to be maintained and for the customer's file to be updated correctly, you must enter the customer who is making the transaction.  If you enter a customer that does not currently exist in the Accounts Receivable Master File, the system will ask you to add them at this time.

 

From the customer number field you can press

F2 - look up customer

F3 - to display customer owned equipment

      From this field you can press F5 to add customer owned  

      equipment

F4 - Look up invoices  for customer #

If you press F10 instead of enter on the invoice it will bring  the  invoice up on the screen and will return you to the invoice list.

F5 - View customer information

F6 - View A/R History

CF5 - View all parts purchased by the customer

SF3 - Lookup invoices to ship to customer

SF4 - to view customer notes

SF6 - Search for a customer by name, city & state, zip code, work, home, fax number or cell number. Pressing SF6 a second time can access search by user definable misc. fields.  Pressing SF6 a third time will access a search by customer category.

 

 

 

You may leave this field blank and allow the system to automatically update the next invoice number or you may choose another option according to the pop-up menu that appears. If a prefix was set in the setup/admin invoicing screen it will default here.

 

To lookup pre-existing invoices you can press

F2 - Non Archived Invoices

F3 - Archived Invoices or you can just type in the invoice number

 

F4 - Lookup quotes

F5 - Lookup OR invoices

 

If you highlight an invoice you may press F10 to print the highlighted invoice to print preview.  You will then be returned to the search area.

 

This field will automatically default to the employee ID that is currently entering this information, by using the Employee Password typed in to access this screen.

If non-taxable items on the invoice are to be subledgered due to a customer's tax exemption, enter the subledger code in this field.  Press F2 for a pop-up list.

These fields represent up to four different types of taxes that the customer must pay.  Press F2 for a pop-up list.

Enter the date this invoice transaction is opened.  This is NOT the date this invoice is printed.  This date will default to the system date (MMDDYY).  This field will help you to know how long this invoice has been in the system.

This will force posting to a different division if applicable.  Only use this at the direction of your accounting team and if a review with Basic Software has been completed.

If a customer master record is set to require a purchase order number one must be entered in this field.  One maybe entered at any time.  You may look up an invoice by the purchase order number by entering a purchase number and or using:

 

F2 to display non archived invoices by purchase order number

F3 to display archived invoices by purchase order number

 

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Enter the equipment invoice number for the customer, if applicable.  This information will print on the invoice.   A lookup function is available by Equipment Invoice number.  

 

Enter whether this invoice is to be billed as a (R)etail, (T)rade price, W(h)olesale, (W)arranty, or (D)ealer cost.

This discount field only applies to parts.  Indicate the percentage to reduce the selling price of the parts on this invoice.

Enter whether this invoice is a (C)ounter invoice, (I)nternal invoice, (W)arranty, or a (S)hop ticket.  This entry determines how the system will automatically post to the appropriate General Ledger accounts.

 

NOTE:  If you have purchased the Service Shop module, Internal, warranty and shop invoices should be completed under the work order option so that labor can be tracked with the ability to produce productivity reports.

Answer (Y)es if this invoice is a credit (reverse) invoice

or (N)o if this invoice is a normal invoice.

 

If you are selling parts and returning parts on the same invoice, leave this field as "N" and place a "-" in the quantity field of the parts you are returning.