Record customer invoices

How to enter an invoice

Open: Sales Ledger > Enter Transactions > Invoice.

  1. Select the customer account you want to add an invoice to.
  2. Enter the Invoice details.

    • Enter the Invoice date.

    • The Due date is calculated automatically depending on the Payment Terms entered on the customer's account. You can change this here if required.
    • To check that the Reference and date combinations are unique, click the tick button.
  3. Enter the Goods value.

    The discount values are calculated automatically. You can change these if required.

  4. Enter Nominal & VAT Analysis.

    When you select a customer account, the default nominal code and default VAT code from the customer's account are entered. You can override these if required.

    • Accept or amend the VAT analysis for each item on the sales invoice.

      If you are working with goods items which have different VAT rates applied to them, ensure the VAT value in the VAT analysis matches the VAT value for the transaction.

    • Accept or amend the Nominal account specified.

      You can change the Narrative to make it more meaningful for your business.

      Note: Both positive and negative values can be entered in the goods value for nominal analysis.

  5. Enter the Project Analysis.

    If you want to assign the invoice to a project enter the project details on the Project Analysis tab.

    Note: The Project Analysis tab is only available if you are using the Project Accounting module.

  6. Click Save.

How to enter an foreign currency invoice

  1. Select the customer account you want to add an invoice to.
  2. Enter or amend the exchange rate. Click to change exchange rate.

    You always enter the goods value in the currency specified on the customer's account.

  3. If the customer account is in a different EU country, and the invoice is a triangulated transactions select Triangulated.

    This makes sure that the transaction is marked with the correct indicator on the EC Sales list.

  4. Enter the remaining invoice details as above.
  5. Click Save.

How to enter a free text invoice

Open: Enter Transactions > Free Text Invoice.

  1. Select the customer account you want to add an invoice to.
  2. Enter the Invoice header details:

    • Their reference
    • Invoice date
    • Settlement

    • Exchange rate

  3. Enter the line details:

    • Description
    • Quantity
    • Unit Price
    • VAT Code
    • Line Total
  4. Enter the nominal account.

    The nominal account specified on the customer account is displayed by default.

    Note: If the nominal account is not a valid account, a warning message will appear. If you continue with the posting without changing the nominal account, the invoice will be posted to the suspense account.

  5. Click Save. This prints the invoice.

How to enter settlement discounts

Questions

Note - information

Sage is providing this article for organisations to use for general guidance. Sage works hard to ensure the information is correct at the time of publication and strives to keep all supplied information up-to-date and accurate, but makes no representations or warranties of any kind—express or implied—about the ongoing accuracy, reliability, suitability, or completeness of the information provided.

The information contained within this article is not intended to be a substitute for professional advice. Sage assumes no responsibility for any action taken on the basis of the article. Any reliance you place on the information contained within the article is at your own risk. In using the article, you agree that Sage is not liable for any loss or damage whatsoever, including without limitation, any direct, indirect, consequential or incidental loss or damage, arising out of, or in connection with, the use of this information.