Documents (customer account)

Find this screen

Open: Sales Ledger > Sales Accounts > New Customer

Open: Sales Ledger > Sales Accounts > Amend Customer

Use the Documents tab to specify the stationery layouts that you want to use to produce statements and invoices. You can also specify how you want to price items and send invoices to the customer.

Statement and invoice layouts (Stationery)

You can use different invoice and credit note layouts for different customers, or set up a layout for printed documents and another for sending documents by email.

This is where you can set up the list of the layouts you want to use for individual customer accounts. These are then used automatically when printing documents for those customers.

You can override the default selections when you print the documents in the Sage 200 desktop.

Statement production.

Choose from one of the following:
- Paper Standard: Uses Statement Primary layout file.
- Paper Alternative: Uses Statement Alternate layout file.
- Email Standard: Uses Statement Email Primary layout file.
- Email Alternative: Uses Statement Email Alternate layout file.
Sales invoice layout and Sales credit note layout.

Choose from the following:
- Default Invoice Layout: Uses SOPInvoice layout file.
- Default Credit Note Layout: Uses SOPCredit Note layout file.
- Any additional custom layouts.
  
  These are set in Maintain Invoice Layouts and Maintain Credit Note Layouts (in the Sage 200 desktop), and will use layout files SOPInvoice2, SOPCredit Note 2, and so on.

Consolidated billing

This combines all sales orders for the same customer on a single invoice.

To use this, select Use consolidated billing for each customer account you want this to apply to. All sales orders that you print for this customer will be consolidated on to the same invoice.

Note:

In some circumstances the sales orders will not be consolidated, and separate invoices will be printed when:

The sales orders that use different exchange rates.
The sales orders use a combination of CIS reverse charge VAT rates and any other VAT rate that is above 0% (zero).

When you print your invoices, you then have two choices:

Combine all selected orders for the same customer on a single invoice, regardless of delivery address.

To do this select Use consolidated billing here, then select Consolidate orders with different delivery addresses on the Print Invoices (Sales Order Processing) screen in the Sage 200 desktop.

Use this if your customer requires a single invoice for head office, but goods are delivered to different places.
Combine all selected orders for the same customer with the same delivery address. A separate invoice is printed for each delivery address.

To do this, just select Use consolidated billing here.

Use this if your customer required invoices to be sent to each delivery address.

Note: If you use consolidated billing, you can't archive sales orders until all linked sales orders and invoices are completed.

Head Office

Select the Head Office status for this customer.

Use this if you have several customer accounts set up for the same company and statements for all accounts need to be sent to the head office.

To do this:

Choose Copy statements for head offices from Customer Defaults and Settings. This sends a copy of all statements to the customer account designated as the head office.
Specify which customer account is the head office and which are branch offices here.
- If this customer account is the head office, set the Head office status to Head Office.
- If this customer account is a branch, set the Head office status to Branch.
  - Select the customer account that is the head office as the Associated head office.
  - Select Produce statements for customer to print statements for the branch as well as the head office.
- If this customer account not a head office or a branch, set the Head office status to Independent.
- If you do not want to issue statements (either to an independent company or to a head office), set the Head office status to Independent No Statement or Head Office No Statement as appropriate.