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Header lists main terms and conditions related to the sales invoice that will be used in the heading of its printed copy and further in its collection process.
In majority of the cases main (and the only) field needed to create a new sales invoice document is the Business Partner field. All other fields will be pre-filled automatically based on the selected Business Partner, logged in User preferences and other system default parameters.
Some other fields to note are:
- Transaction document defaulted as "AR Invoice" or Sales Invoice document type which can be manually changed to either "AR Credit Memo" or "Reversed Sales Invoice".
- "AR Credit Memo" and "Reversed Sales Invoice" document types can be considered credit sales invoices, the difference between them is that:
- "AR Credit Memo" type must contain either an "Invoiced Quantity" > 0 or "line Net Amounts" >0.
Above implies that invoices set as "credit memo" should not be related to "Orders" or "Shipments". - "Reversed Sales Invoice" type must contain either an "Invoiced Quantity" <0 or "line Net Amounts" < 0.
These are the invoices types that can be related to return "Orders" or "Shipments".
- "AR Credit Memo" type must contain either an "Invoiced Quantity" > 0 or "line Net Amounts" >0.
- "AR Credit Memo" and "Reversed Sales Invoice" document types can be considered credit sales invoices, the difference between them is that:
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Starting from PR18Q2 "Create Lines From" button is disabled for "Credit Memo" invoice's type to prevent the creation of "Credit Memo" invoice's linked to "Orders" or "Shipments". Only "Reverse" invoice's type should be related to return "Orders" or "Shipments". |
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Starting from PR18Q4 The "Create Lines From" button has been replaced by two different buttons: “Create Lines From Order” and “Create Lines From Shipment” |
- Invoice Date: the date the invoice is issued. Is used to calculate when the payment of the invoice is due. Defaulted to the current date.
- Accounting Date: date to be used in the posting record of the Sales Invoice to the general ledger. Defaulted to the Invoice Date field.
- Payment Method: indicates how an invoice should be paid. Defaulted according to the Customer tab of the Business Partner window.
- Payment Terms: defines when a sales invoice needs to be paid. Defaulted according to the Customer tab of the Business Partner window.
- Sales Order: reference to an order that is being invoiced. If Sales Invoice includes products from several Sales Orders field is left empty (still trace-ability is present at Lines level).
There are 3 ways of entering lines into the sales invoice, two from the invoice header and the last one from the Lines tab:
- Selecting products from pending to be invoiced orders or shipments (meeting Invoice Term criteria of the Sales Order) using the Create Lines From Order and Create Lines From Shipment buttons. These options can be used several times to group several orders and / or shipments in one invoice. This is a most common approach. It is only possible to create lines from Documents that share the same Currency and business partner.
- Copying all products from the chosen invoice selected in the history of all invoices for different business partners using the Copy Lines button.
- Manually, line by line in the Lines tab. This option is used if the underlying document (Sales Order or Shipment) does not exist in the system prior invoicing takes place.
The Complete button finishes the creation of the invoice document with the fulfillment of the Payment Plan tab and the Payment Monitor section in the Header. If there are non-stockable BOM products in the lines and they have not been exploded, the Complete button will explode them automatically.
Once completed a sales invoice can be:
- posted to the ledger by using the button Post
- voided by using the button Reactivate
- and paid by using the button Add Payment.
- Printing documents
- Sending documents by email
