- From the Tasks
menu, select Sales/Invoicing.
Sage 50 displays the Sales/Invoicing window.
-
Select the Layout
toolbar button, and choose the predefined Service template from the pull-down
menu.
Note:
This procedure assumes you are using the predefined Service template.
If you choose a customized template, please adjust the instructions below
accordingly. Learn more about templates.
-
Enter or select the customer ID.
When the customer is selected, Sage 50 supplies the customer default
information, including billing and shipping addresses, sales account,
shipping method, payment terms, and sales tax ID.
Tip: If you haven't set up the customer, you can click the Add a new customer link to open the Maintain Customers/Prospects screen where you can enter the customer information.
- If this customer has open sales orders, the Apply to Sales Order tab appears in
front. To enter new items on the invoice, select the Apply
to Sales tab.
- Leave the Invoice
# field blank if you want Sage 50 to print an invoice. Sage 50
will increase the invoice number by one when it is printed. Otherwise,
enter an invoice number or other reference number. (If you print the invoice
with an invoice number assigned or print it again later, the invoice will
have the word DUPLICATE on it.)
- Enter the date of the invoice if it is different
from the displayed invoice date.
- Enter the due date of the invoice if it is different from the displayed due date.
- Sage 50 will automatically enter the Contact and Ship To information for the address marked as Ship To Address 1 on the customer record. You can select another contact and shipping address from the choices available
in the Ship To drop-down list,
or manually enter another address in the Ship
To fields.
- If you have entered a default P.O.# in the customer's
record, it will appear on the invoice. If not, you can enter the customer's
purchase order number now or change the default to any other piece of
information that will identify this invoice to the customer.
- If you have entered a default shipping method
in the customer's record, it will appear. You can select the Ship
Via button if you want to select a different shipping method. You
can also enter a ship date.
- Sage 50 uses the default terms you have entered
for the customer, but you may want to select the Terms
link to change the default discount dates or amounts for this invoice.
When a receipt that qualifies for an early-payment discount is applied
against the invoice, Sage 50 will calculate the discount.
- If you entered a default sales representative
in the customer's record, it will appear. Otherwise, select the code of
the sales representative, if applicable.
- Enter the information
for the services that you provided. Enter each service item on a separate
line, including the description, unit price (the number of decimal places
is selected in Global
Options), sales tax status, and job information (if applicable).
-
The default G/L sales account that appears
for each line item is based on the customer sales account default or the
item ID selected.
Note:
If you have the Hide
General Ledger Accounts global option activated, Sage 50 will not
display G/L Account fields in this window. To modify G/L accounts used
for this transaction, you must select the Journal button.
-
- Select the job and
the phase and/or cost code to which this transaction applies. To do so
- In the Job field,
click the folder button to display a drop-down list of available jobs,
phases, and cost codes (if the job uses them).
- Click the folder
for the job you want to apply these costs to. This will display the list
of phases.
- Click the folder
for the phase you want. This will display the list of cost codes, if there
are cost codes associated with the phase you selected.
- Click the cost
code you want to select, if necessary. This will close the list of jobs
and select that particular job, phase, and cost code.
- Continue entering line items until you have entered
them all.
- Select the Apply
tickets/expenses link to include job-expense transactions
related to this customer on the invoice. Tell me more about applying tickets/reimbursable expenses.
-
If yours is an accrual-based company, you can select the accounts
receivable G/L account for this potential sale. On financial statements
this will be your accounts receivable asset account. If yours is a cash-basis
company, this field will display <Cash Basis>.
Note:
If you have the Hide
General Ledger Accounts global option activated, Sage 50 will not
display the A/R Account field
in this window. To modify the A/R account used for this transaction, you
must select the Journal button.
- Select the sales tax ID for this sale.
-
If you have received a partial or full payment for this invoice
at the time of the sale, select the Amount paid at sale
link. Sage 50 displays the Receive
Payment window, where you can enter the receipt information.
The Net Amount Due displays
what the customer currently owes for the sale.
- At the bottom left corner of the window, the selected
customer's balance, credit limit, and credit status is displayed. You
can click the link for the customer balance to display
the current Customer Ledgers report for this customer.
- Select the Print
button if you want to print and save the invoice. Otherwise, click the
Save button.