Enter customer invoices

This is where you record invoices that you've produced outside Sage 200 and sent to your customers.

If you want to print an invoice from within Sage 200 to send to your customers, use the Invoicing module.
If you want to create invoices from sales orders, use the Sales Orders module.

Find this screen

Open: Customers > Enter transactions > Sales Invoice

Watch a video

Record manual invoices (video)

How to

Record an invoice?

Choose or enter the customer account using the Code, Short name or Postcode.

Enter the following:

Invoice date	Defaults to today's date
Reference	The invoice number.
Second Reference	An additional reference number if required
	Checks whether you've already entered an invoice with the same date and reference number.
Goods Value	The net invoice amount.
Nominal Analysis - Code	The nominal account for the goods value.

The remaining fields display the defaults set on the customer account. You can change these defaults when required.

Due date	This is calculated from the payment terms set on the customer account.
Discount percent and Discount value	Displays the settlement discount set on the customer account.
VAT analysis	Displays the default VAT rate set on the customer account.
Nominal Analysis	Displays the default nominal account set on the customer account.

Record a foreign currency invoice?

When you select a foreign currency customer account, an additional exchange rate box is displayed.

Enter the following additional details:

Goods value

Enter this in the same currency as specified on the invoice.

This should be the same as the currency on the customer's account.

Exchange Rate

Click to change this.

This defaults to the rate set on the Currencies and Exchange rates screen.

Triangulated

Select this is if required.

This makes sure that the transaction is marked with the required indicator on the EC Sales List.

About triangulation

Triangulation is the term used to describe the supply of goods between EU countries that involves three parties.

For example, a UK company receives an order from a customer in Germany. To fulfil the order the UK company purchases the goods from their supplier, based in France. The goods are delivered directly from the French supplier to the German customer.

The invoice for the goods is sent to the German customer from the UK company.

As the goods do not enter the UK, an indicator must be placed on the EC Sales List to show that the sale represents a triangulated transaction.

To mark sales as triangulated on the EC Sales List in Sage 200, you must select the Triangulated check box when entering the following types of transaction:

Module	Type of transaction
Sales Ledger	Invoice Credit Note Batch Invoice Batch Credit Note
Sales Order Processing	Sales Order \| Delivery and Invoicing Sales Return \| Return and Credit Quotation \| Delivery and Invoicing Pro forma \| Delivery and Invoicing

Module

Type of transaction

Sales Ledger

Invoice

Credit Note

Batch Invoice

Batch Credit Note

Sales Order Processing

Sales Order | Delivery and Invoicing

Sales Return | Return and Credit

Quotation | Delivery and Invoicing

Pro forma | Delivery and Invoicing

Use more than one VAT rate?

If your invoice uses more than one VAT rate, you add them in the VAT analysis section.

You enter the total Net and VAT amount for the invoice in the Transaction details section.

In the VAT Analysis section, enter the following details:

Code - Enter the VAT rate or select it from the drop-down list.
Goods value - Enter the amount the VAT rate applies to.
VAT value - Enter the amount of VAT.

For another VAT rate, click to add a new line and repeat.

Make sure the Totals in the VAT Analysis section match the Goods Value and VAT Value in the Transaction details section.

Use multiple nominal accounts?

If you want to post an invoice to more than one nominal account, you can do this in the Nominal Analysis section.

You enter the total Goods (net) value in the Transaction details section.

In the Nominal Analysis section, enter the following details:

Code - The nominal account. Select one from the drop-down list.
Goods Value - Enter the amount that you want to post to the nominal account.

For another nominal account, click to add a new line and repeat.

Make sure the Totals in the Nominal analysis section match the net invoice amount (Goods value) in the Transaction details section.

Useful info

About credit limits

You can specify a credit limit on the customer account. When the balance on the customer's account is more than the credit limit, the Available Credit box is highlighted and you'll see a warning message when you try to save the invoice.

This just lets you know that your customer has gone over the limit. You can still save the invoice.

Using the due date

The Due date is calculated from the Payment Terms set on the customer account (Payment tab). The Due Date shows you when an invoice is due to be paid according to the terms you have agreed with your customer. This helps you manage your customer debts.

You can change the Due date when you enter an invoice.

See how the due date is calculated

The Payment Terms are set to 30 days.

If you enter an invoice dated 15 January, the Due Date is calculated as follows for each option:

From	Due Date
Calendar Monthly	15 February
From Start of Month	31 January
From End of Month	02 March
From Document Date	14 February

About settlement discounts

A settlement discount is where you offer a discount if your customer pays an invoice early. You usually specify the number of days the invoice has to be paid within to qualify for the discount.

If the invoice is paid within the agreed number of days, then you allow the full discount value when you enter the payment.

In the UK, if the invoice is paid within the settlement discount period, VAT is only charged on the discounted amount (Goods value minus Discount value).
In Ireland, VAT is calculated at the goods value regardless of any settlement discount.

See an example

You offer a settlement discount of 5%:

You record the details of an invoice for £100. VAT is calculated at £20. You enter the discount percentage and amount which is £5.
You receive payment for the invoice within the specified period and the customer has taken the discount, so they pay you £114. This is the gross amount (£120) minus the net discount (£5) and the discounted VAT (5% x 20 = £1).
You record the receipt and enter the cheque value as £114 and add the discount value as £5. This creates a transaction value of £119.
You allocate the invoice (£120) to the receipt (£119). The VAT discount of £1 is still outstanding
You create a credit note for the VAT discount of £1.
You allocate this to the remaining balance on the invoice.

Transaction	Nominal Account	Debit	Credit
Invoice	Debtors Control	120
	Net		100
	VAT		20
Receipt	Discounts Allowed	5
	Bank Account	114
	Debtors Control		119
Credit Note	Debtors Control		1
	VAT	1

Fix it

What if I make a mistake

To maintain the integrity of your data, you can't delete transactions once they're posted. However, you can make corrections which creates a reverse transaction with the same details as the original and a new transaction with your changes.

See Correct posted customer transactions

How can I check whether I have already entered this invoice?

Click next to the Reference or Second Ref. This checks to see if an invoice with the same date and reference number already exists.

Why is the invoice date highlighted in red?

This is because the invoice date does not fall within any of your accounting periods.

Check the date and try again.

What happens when I

Save an invoice?

The nominal account and customer account are updated immediately, unless the invoice is dated in a future period. In this case, the transaction is posted when the period is opened.

The customer account balance is updated.
The transaction is posted to the following nominal accounts:

Nominal Account	Debit	Credit
Sales Account		Net goods value
Tax Output		VAT
Debtors Control Account	Gross value

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