| | Invoice and credit details |
| Description | When creating a product invoice, service invoice or credit, you can enter all details in relation to your invoice or credit. This includes product or service details, delivery address, carriage details, payment details etc. Here we give details of what each entry is for. |
| Resolution | Details tab | Date | Enter the tax point date of the invoice. | | A/C | Click the drop-down and click the required customer. | | Inv. No. | When you create a new invoice, < Autonumber > appears in this box. Invoice numbers are assigned when you save the invoice. If you want to edit an existing invoice, enter the number of the invoice that you want to edit.
If you've selected to Lock Autonumber within Invoice and Order Defaults, you can't change this. | | Order No | If you're editing an invoice that was created from a sales order within Sage Accounts, the order number is entered for you automatically. However, if the invoice hasn't been generated from an order, you can enter a reference of your own. | | Due On | This shows the date that payment for this invoice is due, based on the payment terms in the customer record. It can be overtyped if required. | | Item No. | This shows the number of the item that's currently highlighted. For example, if there are nine item lines and the cursor is currently on the second line, this box shows 2 of 9. | | Customer Order No. | Sage 50 Accounts v24 and above only
If required, enter your customers' order number. In Sage Accounts v23 and below this appears in the Order tab. | | Rate | Foreign trader only
If you use Foreign Trader, enter the exchange rate for this transaction. By default this shows the exchange rate set in Settings > Currencies. | Product item - edit item line | Product Code | This box automatically displays the product you've chosen. The Product drop-down list shows the product code, name and free stock available. | | Description | The description taken from the product record. | | Units | Enter the unit type here, for example, you may sell items by sheet or by roll. This is for reference only. | | Comment 1 and 2 | Enter any additional comments you may have regarding product items here. | | Order Reference | Sage 50 Accounts Professional only
Taken from a completed sales order, this information is used exclusively by the Transaction e-Mail option. Read more > | | Order Line Reference | Sage 50 Accounts Professional only
Taken from a completed sales order, this information is used exclusively by the Transaction e-Mail option. This shows the item's position on the order and can't be changed. | | Quantity | Enter the quantity of the selected product that you want to add to the invoice. | | Unit Price | The sales price taken from the product record or the customer price list appears here.
Price Lists are available in Sage 50 Accounts Plus and Sage 50 Accounts Professional. | | Discount % | The total discount percentage appears here. You can change this, but any changes made here don't save back to the customer record. To view a breakdown of the discount, click Discounts. | | Discount Value | This shows the value of the discount the customer will receive. | | Net | The net value for the current item appears here. It 's calculated by multiplying the quantity by the net unit price, including any discount and can't be amended. | | VAT | Shows the amount of VAT calculated for this item according to the tax code being used. To amend the VAT amount, you must first switch on the Item VAT amendable option. To do this, click Settings, click Company Preferences then click VAT. In the VAT Details section click the Item VAT Amendable check box. | | Nominal Code | The sales nominal code taken from either the product record or the customer record.
To override the product record nominal code with the customer nominal code > customer record > Defaults tab > enter a Default Nominal Code > select the Use Default Nominal code for Sales check box > Save. | | Tax Code | The default tax code can be taken from a number of areas, prioritised as follows: - Customer delivery address - Def. Tax Code
- Customer record - Default Tax Code
- Product record - Tax Code
| | Department | Sage 50 Accounts and Sage Instant Accounts Plus only
This is the default department for the product. | | Negative Line - Make Negative | If you create a service invoice, or use one of the special product codes S1, S2 or S3, you can select the Make Negative check box to show the item as a negative value.
The value of the item should not exceed the total of the positive items on the invoice. If you use the VAT Cash Accounting scheme, the negative value should not exceed the positive value for that tax code. | | Line Information | Enter any additional information about the item line in this box. | Service invoice - edit item line details | Description | This is the first line of the service item you've entered. | | Details | If required, enter a more detailed breakdown of the service you've provided. | | Order Reference | Sage 50 Accounts Professional only
Taken from a completed sales order, this information is used exclusively by the Transaction e-Mail option. Read more > | | Order Line Reference | Sage 50 Accounts Professional only
Taken from a completed sales order, this information is used exclusively by the Transaction e-Mail option. This shows the item's position on the order and can't be changed. | | Qty/Hours | Enter a quantity of service items or the number of hours worked. | | Unit Price | Enter a unit price for the service, for example, if you charge by the hour, this could be the price per hour. | | Discount % | The total discount percentage appears here. You can change this, but any changes made here don't save back to the customer record. | | Discount Value | This shows the value of the discount the customer will receive. | | Net | The net value for the current service item. It's calculated by multiplying the qty/hours by the net unit price, including any discount and can't be amended. | | VAT | Shows the amount of VAT calculated for this item according to the default tax code in the customer's record.
To amend the VAT amount, you must first switch on the Item VAT amendable option. To do this, click Settings, click Company Preferences then click VAT. In the VAT Details section click the Item VAT Amendable check box. | | Nominal Code | The sales nominal code taken from the customer record. | | Tax Code | The default tax code can be taken from a number of areas, prioritised as follows: - Customer delivery address - Def. Tax Code - This tax code is used for each invoice item line if the selected VAT Number has been entered within the delivery address record.
- Customer record - Default Tax Code - This tax code is used for each invoice item line if the first condition isn't met.
| | Department | Sage 50 Accounts and Sage Instant Accounts Plus only
This is the default department for the product. | | Negative Line - Make Negative | If you create a service invoice, or use one of the special product codes S1, S2 or S3, you can select the Make Negative check box to show the item as a negative value.
The value of the item should not exceed the total of the positive items on the invoice. If you use the VAT Cash Accounting scheme, the negative value should not exceed the positive value for that tax code. | | Line Information | Enter any additional information about the service item line in this box. | | Project | Sage 50 Accounts Plus and Accounts Professional only If required, select the required project. | Order tab | Delivery Address | This is the address that appears at the bottom of a printed invoice or credit note.
You can enter a delivery address directly by typing into the box.
If a default delivery address has been set for the customer, then this appears.
You can store several address for your customers, which can be called on when required. To select a different address from the list or set up different addresses, click Change then select the required address and click OK. | | Tax Code | Sage 50 Accounts Plus and Accounts Professional only Displays the tax code assigned to the delivery address when the country the goods/services are to be delivered to is different to the customer's registered address. The registered address is stored on the customer's record.The tax code determines the rate of VAT the invoice or credit note attracts, based upon where the goods/services are to be delivered. | | Notes | You can enter up to three lines of text here that relate to the whole order, for example to record any special delivery requirements. | | DUNS Number | The DUNS Number - Data Universal Numbering System, is a nine digit number, used to identify a business. | | Customer Order No. | This has now been moved to the Details tab. | | Customer Tel. No. | Your customer's telephone number appears automatically. You can change this if required. | | Customer Contact | The name of the person you set up as the contact on the Customer Record appears automatically, you can change this if required.
If you want to record the name of another contact for this particular invoice you can enter it here. | | Order Taken By | Enter the name of the person who took the order. If you're using Access Rights to restrict access to the options in your software, your logon name appears here. | | Sales Order | Accounts Professional only
The following details appear in the Sales Order area: - Order no. - The sales order number related the invoice was created from.
- GDN No. - The goods despatch number created from the order.
- Date - The date of the sales order.
- Status - The status of the sales order.
| | Custom Fields - Analysis 1, 2 and 3 | Sage Accounts v22 and above only
Used to record information of interest about the invoice, which you can then analyse using the search option or when generating reports. Enter up to thirty characters into each box.
To set up the displayed fields, click Settings then click Configuration and click Custom Fields, and amend to suit your needs. | Footer tabCarriage | Net | The net amount, excluding VAT, charged for the delivery of goods.
When creating an invoice or credit note you can enter the net amount.If you've set up a standard amount for carriage then it appears but you can amend as required.
To set a standard amount for carriage, click Settings then click Invoice and Order Defaults and click Footer Defaults tab. Enter the amount in the Net box. | | Tax Code | The tax code used to calculate the rate of VAT for the carriage that appears in the VAT box.
When creating an invoice or credit note the tax code associated with the delivery address as displayed on the Order Details tab appears.
If there's no delivery address, the tax code set on the customer's record appears. If the code is not correct, from the drop down list, choose the correct code. | | VAT | The VAT due for the carriage, calculated using the net value box and the tax code.
You can amend the VAT to round the total carriage to the amount you want to charge by selecting the Item VAT amendable check box.
To do this, click Settings then click Company Preferences and click the VAT tab. In the VAT Details section click the Item VAT Amendable check box. | | Gross | This shows the gross amount of carriage to be paid. | | N/C | Enter the account reference for the nominal code to which the carriage value is to be analysed. You can use the finder to display a list of nominal accounts from which to choose.
If you've chosen to enter a default nominal code for your carriage in your Invoice and Order Defaults, the default nominal code appears automatically . You can edit this if required. | | Department - | If you want to analyse the carriage to a department, enter the number here or choose one from the drop-down list.
If you've chosen to enter a default department to analyse your carriage in your Invoice and Order Defaults, the default department appears automatically. You can edit this if required. | | Consign. No | Enter the consignment number of your order. | | Courier | If you're using a courier to deliver your order, from the drop-down list, select the courier you're using.
If you've Internet access, you can use the Launch button to access your courier's website and check the delivery status of your order. | Settlement Terms | Days | Enter the number of days during which early settlement discount applies to this invoice, if any.This box defaults to the number specified on the Customer Record. | | Amount | This is the net value of the discount given. | | Discount % | If appropriate, enter the percentage of settlement discount that you want to offer in this box.
This defaults to the percentage specified on the Customer Record.
If the customer pays in time to qualify for the settlement discount, you can apply the discount in the Customer Receipt screen, ensuring you tick the Discount Inc. VAT? check box. | | Total | This amount is the gross value of items - that is net plus VAT, including any carriage costs and less any discount. | Global | N/C | If you wish to group the entire net value of the invoice to just one nominal account, enter the nominal code in this box.
When you enter a nominal code in this box, you activate the whole of the global area. This means that the invoice posts one line to the audit trail using the entries you have made in the N/C, Details, Tax Code and Dept. boxes. | | Details | If the invoice is to be grouped to one nominal code only, enter the details that you want to record against the transaction. | | Tax Code | Select the VAT code from the drop-down list to group the whole invoice to one tax code. | | Department | If the sales order is to be grouped to one nominal code only, select the required department.
If no department is specified, the audit trail updates with a department number of 0. | Tax analysis | Tax Analysis List | This shows a breakdown of the net and VAT values by tax code. | Payment tab | Payment Ref | Enter a reference which relates to the payment. | | Payment Amount | Enter the payment amount. | | Pay Deposit by Card | For more information about Opayo (formerly Sage Pay) and receiving payments by card, please refer to this guide. | | Bank Account | Enter the nominal code of the bank account into which you want the money to be paid. | | Payment already received | If you've already posted a payment from the customer and you'd like this to appear on the invoice select Payment already received.
No transaction is posted to the audit trail when Payment already received is selected. | | Post as Payment on Account (SA) | If you want to post the payment to the customer's account and allocate it later, select this option.
If Post as Payment on Account (SA) is selected, when you click Save, a message appears asking if you'd like to create a payment on account now or when the invoice is updated. | | Allocate Payment to Invoice (SR) | To post the customer's payment and allocate it to this invoice, select this option. When you update this invoice, the payment is recorded as a sales receipt against this invoice. | [BCB:19:UK - Sales message :ECB] |
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