Post invoices and credit notes for sales orders and returns

Find this screen

Open: Sales Orders > Processing > Post Invoices and Credit Notes

Use this to post invoices and credit notes for sales orders and returns that you entered in the Sales Orders module. To post invoices and credit notes that you entered in the Invoicing module, use Post Invoices and Credit Notes in Invoicing in the Sage 200 desktop.

How to

Post invoices and credit notes

Use this to post invoices for sales orders and post credit notes for sales returns that have been printed.

Open: Sales Orders > Processing > Post Invoices and Credit Notes

Select Post unposted invoices and credit notes then select Continue.
Choose which invoices and credit notes you want to post, then select Continue.
- Select All customers to post invoices and credit notes for all orders and returns.
- Select Single customer to post invoices and credit notes for orders and returns from a particular customer.
- Select Range of order and return dates to post invoices and credit notes by the date of the order or return.
- Select Range of invoice and credit note dates to post invoices and credit notes by their date.
Select Post to confirm posting the selected invoices and credit notes.
- The Posted Invoices and Credit Notes Report document is produced and contains details of the posted invoices and credit notes. The document is produced as a PDF file. You can then view and print the document, or download it to your device. You can also view your document later from the print spooler. See Print reports and documents from the spooler.
- If no invoices and credit notes are posted, this could be because the invoices and credit notes have not been printed yet or they have already been posted.

Post invoices only

Use this to post invoices for sales orders that have been printed.

Open: Sales Orders > Processing > Post Invoices and Credit Notes

Select Post invoices for orders then select Continue.
Choose which invoices you want to post, then select Continue.
- Select All orders to post invoices for all orders.
- Select Single customer to post invoices for orders from a particular customer.
- Select Single order to post invoices for a particular order number.
  
  Tip: To see a detailed list of your orders, select Find Order.
- Select Range of order numbers to post invoices for a group of order numbers.
- Select Range of order dates to post invoices for orders by the order document date.
- Select Range of invoice numbers to post invoices by their number.
- Select Range of invoice dates to post invoices by their date.
Select Post to confirm posting the selected invoices.
- The Posted Invoices and Credit Notes Report document is produced and contains details of the posted invoices. The document is produced as a PDF file. You can then view and print the document, or download it to your device. You can also view your document later from the print spooler. See Print reports and documents from the spooler.
- If no invoices are posted, this could be because the invoices have not been printed yet or they have already been posted.

Post credit notes only

Use this to post credit notes for sales returns that have been printed.

Open: Sales Orders > Processing > Post Invoices and Credit Notes

Select Post credit notes for returns then select Continue.
Choose which credit notes you want to post, then select Continue.
- Select All returns to post credit notes for all returns.
- Select Single customer to post credit notes for returns from a particular customer.
- Select Single return to post credit notes for a particular return number.
  
  Tip: To see a detailed list of your returns, select Find Return.
- Select Range of return numbers to post credit notes for a group of return numbers.
- Select Range of return dates to post credit notes for returns by the return document date.
- Select Range of credit note numbers to post credit notes by their number.
- Select Range of credit note dates to post credit notes by their date.
Select Post to confirm posting the selected credit notes.
- The Posted Invoices and Credit Notes Report document is produced and contains details of the posted credit notes. The document is produced as a PDF file. You can then view and print the document, or download it to your device. You can also view your document later from the print spooler. See Print reports and documents from the spooler.
- If no credit notes are posted, this could be because the credit notes have not been printed yet or they have already been posted.

Check when invoices and credit notes are ready to post

Once invoices or credit notes have been printed for items in the order or return, they are ready to be posted.

You can see when invoices or credit notes for an order or return are ready to post from the Sales Order List.

Open: Sales Orders > Sales Order List

For sales orders, the Invoiced column shows Full when all items in the order have printed invoices, or Part if there are items that do not have printed invoices.

For sales returns, the Invoiced column shows Full when all items in the return have printed credit notes, or Part if there are items that do not have printed credit notes.
The Document Status column shows:
- Live: Some invoices or credit notes still need to be posted for the order or return.
- Completed: Invoices and credit notes have been posted for the sales order or return, and the customer and nominal account balances have been updated.
To display the Invoiced and Document Status columns in the Sales Order List:
1. Select the menu in the column header, then select the columns button.
2. Select Document > Invoiced and Document > Document Status.

Useful info

About posting invoices and credit notes

After you have printed your invoices or credit notes, use Post invoices and credit notes to update your customer accounts and nominal accounts.

You can choose which invoices and credit notes to post. You can't post invoices and credit notes that you haven't printed yet, so this ensures that you have printed invoices or credit notes first before can you post them to the customer's account.

Once you have posted the invoice or credit note:

You can see the details of the invoice or credit note and its nominal account posting in the Customer Transaction Enquiry. The transaction type will have a type of Invoice or Credit Note and it will have a unique URN.
The invoice or credit note value is added to your customer's account balance and will appear on the customer's next statement.
When you receive payment for an invoice, you can allocate the payment to the invoice.

Note: If payment was entered with the order, this will have been added directly to the customer account.

If you need to refund an online payment after you have posted your invoices or credit notes, use Refund Online Card Receipt (in the Sage 200 desktop).

Nominal accounts used for posting invoices and credit notes

When you post an invoice or credit note in Sage 200, the value of each invoice line posts to the nominal account specified for the item. This means that one invoice can be posted 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 when you view an invoice (in the Sage 200 desktop).

Any lines that don't have a nominal account are posted to the suspense account. 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.

For stock items on an invoice or credit note, the posting uses the nominal account set on the stock item by default. You can change this on the invoice or credit note (in the Sage 200 desktop).

It's a good idea to set a default nominal account on the stock item, as this helps to make sure that sales for an item are recorded against the correct nominal account. For example, if you sell both products and services, you might want to see sales for products and services separately on your Profit and Loss. To achieve this, you can set stock items to use a nominal account for product sales, and your service items to use a nominal account for service sales.
For free text items on an invoice or credit note, the posting uses the default nominal account set on the customer's account. You can change this on the invoice or credit note (in the Sage 200 desktop).

Outcomes of posting invoices

The invoice status is set to Completed.

The sales order status is also set to Completed if all invoices have been posted for that sales order.
The Posted Invoices and Credit Notes Report document is produced and contains details of the posted invoices and credit notes. The document is produced as a PDF file that you can view and print, or download to your device.
The invoice is added to the customer's account, and the customer's balance and the turnover value are updated.
The sales invoice (SI) transactions are posted. The transactions' narratives will begin with SI.
The relevant nominal account balances are updated with the invoice values.
If a payment was entered with the order:
- The payment is posted to the customer's account and updates the customer's account balance.
- The sales receipt (SR) transactions are created in addition to the sales invoice (SI) transactions. The sales receipt transactions' narratives will begin with SR.
- The sales invoice and sales receipt are allocated to each other.

Outcomes of posting credit notes

The credit note status is set to Completed.

The sales return status is also set to Completed if all credit notes have been posted for that sales return.
The Posted Invoices and Credit Notes Report document is produced and contains details of the posted invoices and credit notes. The document is produced as a PDF file that you can view and print, or download to your device.
The credit note is added to the customer's account, and the customer's balance and the turnover value are updated.
The sales credit (SC) transactions are posted. The transactions' narratives will begin with SC.
The relevant nominal account balances are updated with the credit note values.
If a refund of an online payment is included:
- The sales payment is posted to the customer's account.
- Nominal entries for the credit note and payment are generated. The sales payment is posted to the Cash Book.

Troubleshooting

Items could not be accessed as they are in use by another user

You cannot post items that are in use by another user, for example if someone else is currently editing the sales order or return.

If you want to try again to process these items, the other user must first stop working with the items. Once they've finished working with the items, select Retry.
To stop without processing any items, select Cancel.

If the items are reported as being in use by another user, but that user isn't currently working with them, the user may have a disconnected login that is locking the items. To fix this, see Clear disconnected logins.