How to enter invoices and credit notes
Invoices and credit notes are entered separately using a grid based entry screen for quick data entry. Once saved, they can be printed or emailed to customers straight away, before being posted to update your customer's account. If you're using stock items, your stock levels are updated when the invoice is posted.
Product or service invoices?
In Sage 200 there's no difference between product and service invoices. You can add products and services to the same invoice. They're dealt with in the same way and printed using the same layouts.
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Services.
- If you don't want to create records or have one-off services, use free text lines. Here you just enter a description, price, quantity and nominal account.
- If you don't want to use stock items, consider using Invoice Items for services that you sell regularly and want to keep a record for consistency. Here you create a record which includes a code, description, value and nominal account. Add these as Stock lines
- Using stock? You can use stock item records for your services in the same way as you create records for products. Just create a product group with Service / Labour as the Product Type. Each record holds the same details, such as the cost price, the VAT rate and nominal account. You can also set various selling prices for a service item using the Price Book.
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Products.
- If you you're not using stock, then use free text lines. Here you just add a description, price, quantity and nominal account.
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Using stock? If you want to keep track of your stock levels and values, create stock item records for your products in Stock Control. Each record holds details of the item, such as the cost price, warehouse, VAT rate, and nominal account. You can set various selling prices using the Price Book.
- If you're not interested in stock levels but want to have a record of things you regularly sell, consider using Invoice items. Here you create a record which includes a code, description, value and nominal account. Add these as Stock lines.
- Charges - Used to add costs such as delivery or insurance to an order. For charges that you use regularly you can create an Additional Charge record, detailing its VAT rate, value and nominal account for revenue postings.
- Comments - used to add any other information to an order. You can choose whether a comment is printed on an invoice for the customer to see or not. For example, you might want to use comments to add notes for your warehouse staff.
VAT only invoices and credit notes
Use these if you need to create an invoice which only contains VAT. This is used primarily for inter-company tax and / or to correct a mistake involving under or over charging VAT on a previously issued invoice.