Insert Invoice Line

The Debtors Invoice Line detail overlays the main Create Transaction Screen. An invoice line represents one line in the invoice. Multiple lines can be inserted.

NOTE: The Commission percentage value of 10.00% which shows in the example Invoice Line below has defaulted from the Debtor record. It can be removed/overridden.

NOTE: If an account was not chosen during the first part of creating an invoice, one must be selected now before proceeding, as indicated by the mandatory field Account highlighted in the example:

Insert an Invoice Line

Make sure that a Debtors Invoice has been created. (See Debtors Invoice).
On the Invoice Line screen, enter an Item Description, unit quantities and cost amounts required.

NOTE: The Debit Posting fields cannot be accessed or altered in this screen.

For example, an Item Description of Brochure Contribution 2025 Year, Unit Price 5,500.00 :
On the Invoice Line screen, click OK.
On the Insert Invoice screen, check that all the information entered for this invoice line is correct.
Click Save to keep the changes.
Click Exit to discard any changes..
If Save is clicked, the Output Invoice screen appears.
To output this invoice as a document, click the Generate Document check-box (leave the check-box blank to not generate a document).
Click OK to complete the transaction.

An example Debtor Transactions screen showing a newly created invoice transaction:

Note the item code for the newly created invoice is the Invoice number. This is because the invoice is a non-booking transaction.

Transaction Item section

Item Description

These four lines are for a description of the invoice line to be entered. In Bookings Invoicing, these lines (by default) contain the service option supplier name and the service option description. For a non-bookings invoice they are free format text.

FCU QTY /SCU QTY

In Bookings Invoices, these two fields contain the first and second charge unit quantities—i.e., 2 Nights x 3 Rooms. For non-booking invoices the use of these fields will vary and do not have to be altered unnecessarily.

NOTE: Within the Insert Invoice screen the invoice line fields Quantity 1 and Quantity 2 will display the values entered into these fields.

Unit Price

The cost per transaction quantity 1. If both transaction quantity fields are left at 1, then the Unit Price will also become the Extended Price.

Extended Total (Read-only)

This field displays the result of FCU Quantity x SCU Quantity x Unit Price.

Commission %

A percentage value which will be applied as a commission amount on the extended value. If the debtor has a commission percentage attached in the details screen (see Debtors Application, Details Tab), that percentage value will display in this field. If commission does not apply to this invoice, the value can be removed.

NOTE: The commission % age can only be edited during this stage of the invoice creation. Once the line screen is exited, further editing of the commission is not possible.

Commission Amount

This field displays any agent commission as a monetary value.

NOTE: The commission amount can only be edited during this stage of the invoice creation. Once the line screen is exited, further editing of the commission is not possible.

Nett (Read-only)

The total of Extended Total less the Commission amount.

Tax

If a tax type has been attached to the currency that this invoice is being issued in (see Debtor Currencies Tab), then the tax will automatically calculate in this field. The tax amount can be overridden.

Item Total (Read-only)

The sum of the Nett and Tax fields.

Debit Posting section

The Debit Posting Account is, by default, the Debtors Control account. This is obtained from INI settings and cannot be changed.

Credit Posting section

If the G.L. Revenue account was entered in the Debtors Invoice header, then that account detail will display in this field. If the account fields in the header were left blank, or a change needs to be made, then the revenue account can be changed here.

If the Revenue (Credit Posting) account needs to be altered for the new transaction, clear the Credit Posting Branch or Department by selecting Unassigned from the drop-downs. Clear the Account fields by back spacing the existing data out of them and then click the Search icon next to the Account field. This will display a list of G.L. Revenue Accounts. If the Branch and Department fields are not cleared, only revenue accounts for the currently displayed Branch/Department will display. The displayed list can be altered to include any G.L. account type by checking the appropriate checkbox(es).

If an error has been made in any of the invoice lines there are three amendment options that can be actioned on the invoice:

Edit an existing invoice line.
Insert a new invoice line.
Delete an existing invoice line.

NOTE: An invoice can only be amended if the transaction period of the invoice is still open.

Amend an Existing Invoice

Retrieve the Debtor of the invoice to be edited (See Debtors Invoice).
On the Debtors Transaction list screen, click the invoice to edit.
The Edit Invoice screen displays.

To edit, select a transaction line, update the required fields and click Ok.
To delete, select a transaction line and click Delete.
Or, to insert a new transaction line, click Insert, and follow instructions from Insert an Invoice Line.

Click Save to keep the changes.

An Invoice can be generated and printed when the invoice is first inserted (see Insert an Invoice Line). Alternatively an invoice can be re-generated from the edit invoice screen.

Printing an Existing Invoice

Retrieve the Debtor of the invoice to be edited (See Debtors Invoice).
On the Debtors Transaction list screen, select the invoice to edit.
In the Edit Invoice screen click Print.
The Output Invoice dialogue displays. Select a Document Format.
Click OK to print the invoice.