Completing and Printing Invoices
After the Order has been filled, the Cost of shipping is documented along with the Carrier used. This information needs to be documented on the Invoice. This procedure steps you through the process.
Locate the Invoice(s)
The Bill of Lading has the Invoice number to which it corresponds. From the Sales Splash screen choose: Invs menu > Search by Invoice #…. A dialog box opens for the input of an Invoice number.
Type in the Invoice number and press "Enter" or click the “OK” button. The Invoice opens.
From the Sales Splash Screen, select: Invs menu > Invoices in Period…. A dialog box opens for the entry of dates.
This dialog box defaults to “Today’s” date. If another date is desired enter the date or date range, then click “OK”.
A list of Invoices opens. From this list you can select or delete chosen Invoices by highlighting a subset of the Invoices and choose: Action menu > Show Subset or Omit Subset.
After opening a selected Invoice by double clicking on it you may use the Arrows in the Navigation Pallet to go to the next or previous Invoice.
Designate the Carrier
With the Invoice open to the "General" page, click and hold down on the little "Arrow" below the shipping “City”. It should contain “xxxx”, this is the Carrier assigned. “xxxxx”means NO Carrier has been assigned.
Select a Carrier from the Popup menu by highlighting it and letting go or enter the first letter or two of the Carrier and The system locates the first possible choice on the list and enters it in the field.
Entering Shipping Costs
The next step is entering in the Cost and/or Price of the shipping. Click the “+” button or press the “+” key on your keyboard. This puts the cursor on the "Entry Line" for a Line Item. Type in “s” then “tab” or “return” and shipping enters as a Line Item.
Double click on the highlighted line that says “Shipping”. The detail screen opens for the entry of the Cost and/or Price.
If the Customer is to be chargedfor shipping type in the Unit Cost and the Unit Price.
Click the “OK” button or press the "Enter" key to close the detail screen.
If this is not a "Cash Sale" and you wish to keep the Invoices that have been created, but not completed from going into a Sales Journal use the “Pending”under the “Consign” field along the right hand side of the Invoice screen until you have completed the final modifications.
Select “Completed”. A shortcut to this process would be to type in a “c” in the field. “Completed” automatically fills in.
Repeat the modifications for each Invoice for which you have a Bill of Lading. When you are finished return to the list of Invoices.
To print the Invoices, Action menu choose Search…. This opens the "Search Editor".
Double click on the "Name" of the Search to open a pre-set Search condition. If you do not have a Search created you may do so by Searching for the Invoices with balance due is greater then $1. Select the "Build" button to create the script in the bottom section of the "Search Editor" screen, then click the "New" button and name the Search for later use.
Click on “Execute” to initiate the Search and then "OK" to view the results in an Output format.
With the list of Invoices open, select “Print Primary…”. This initiates the printing of the Invoices.
Type in the correct number of copies and verify that the printing is from the correct paper source. Click “OK”.