Post invoices and credit notes

Find this screen

Open: Invoicing > Processing > Post Invoices and Credit Notes

How to

Choose what to post

You can post invoices and credit notes from both SOP and Invoicing.

Open: Invoicing > Processing > Post Invoices and Credit Notes

1. To change what's shown in the list, use the selection criteria and click Display.

2. Highlight the ones that you want to post.

   You can use Ctrl+click to highlight more than one invoice or credit note.

Alternatively, select the invoices and credit notes from the Invoicing List and select Post (Invoicing > Invoicing List).

Post invoices or credit notes by number

1. Choose Post invoices or Post credit notes.
2. Select Range of invoice numbers or Range of credit note numbers.
3. Select the numbers from the From and To drop-down lists.

Post a single invoice or credit note

1. Choose Post invoices or Post credit notes.
2. Select Single invoice or Single credit note.
3. Select the invoice or credit note from the drop-down list.

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Useful Info

About posting invoices

Posting an invoice or credit note finalises it and updates your nominal accounts and customer accounts.

The invoice status is updated to Completed and no further changes can be made to it, although it can be reprinted. You can't post invoices and credit notes that haven't been printed. This is to make sure that you have sent the invoice to the customer before it's added to their account and you ask for payment.

Once the invoice or credit note has been posted:

• You can see the details of the invoice and nominal account posting in the Customer Transaction enquiry. It shows here with a transaction type of Invoice and it's given a unique URN.
• It's added to your customer's account balance and will appear on their next statement.
• Once you receive payment for the invoice, you can allocate the payment to the invoice.

Using stock? About stock levels and allocating stock to invoices from Invoicing

If you're adding stock items to invoices (from Invoicing), then the stock isn't allocated to the invoice until it's posted.

Invoices are not posted when there isn't enough free stock to fulfil the whole invoice, and the stock item(s) doesn't allow negative stock levels.

Stock is allocated to the invoices in invoice number order. The stock is only allocated when there is enough free stock to fulfil the whole invoice.

For invoices created from sales orders, stock is allocated and despatched before the invoice is posted. If you want to allocate stock to invoices before they're posted, then you'll need to use sales orders.

Posting to the nominal accounts

When you post an invoice or credit note, the value of each invoice line posts to the nominal account specified for the line. This means that one invoice can post to several nominal accounts. The nominal account used is usually an Income type account on your Profit and Loss.

You can see the total values posted to nominal accounts and VAT rates on the Nominal & VAT tab of the View invoice screen.

To help you make sure that the correct nominal accounts are used for your invoices and credit notes, you can set defaults on your stock items and customer accounts. You can override the nominal accounts used on each line, if this is also allowed on the Invoicing settings.

• For stock lines:

  The nominal accounts used for stock lines depends what has been entered in the Invoicing settings. Here you can choose whether which nominal account stock items post to by default. Choose from:

  • The Revenue account set on the stock record or the nominal account set on the customer's account, by default.
  • The nominal account code set on the stock item and the cost centre and department set on the customer's account.

• For free text lines:

  The default nominal account set on the customer's account is automatically entered on the line. Again you can override it if you need to.

Using stock? Cost of sales postings

If you've selected to generate cost of sales postings from sales order and invoices in Stock settings, then posting your invoices and credit notes also posts the cost of sales for your stock lines.

Cost of sales postings are automatically posted to the nominal accounts set for Issues and Stock on the stock record. These postings will be made with the current date, rather than the date of the invoice document.

You can also choose to post cost of sales to the nominal account code set on the stock item and the cost centre and department set on the customer account, in the Invoicing settings.

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Troubleshooting

Using stock? The invoice can't be posted

This only occurs when there isn't enough free stock available to fulfil any stock item lines and the stock item doesn't allow stock levels to become negative.

This will only apply to invoices from Invoicing that contain stock items, that don't allow negative stock.

This doesn't apply to invoices created from sales orders, as stock is allocated before the invoice can be printed.

A report showing the invoices that have been posted and those that can't is produced automatically. Check this to find the stock items that are out of stock.

'No invoices to display' message?

• Click Display to make sure you selection has been updated.

• Invoices or credit notes are not shown in the list if they have:

  • Been posted already.
  • Not been printed yet.

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What happens when?

An invoice or credit note is posted

• Creates a sales invoice (SI) or sales credit (SC) transaction.
• Updates the customer's account balance.
• Updates the relevant nominal account balances.
• Updates the VAT return - when applicable.
• Changes the status to Completed.

• Using stock? For any stock item lines:

  • Updates the stock levels.
  • Shows the stock item as allocated and despatched in the stock history.
  • Creates cost of sales posting for stock items, if you've selected to create cost of sales postings in the Stock settings.
• Prints a report showing what's been posted and what hasn't.