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This document explains the important fields in Sales Entry and Editing, along with the effect on various reports. Note: no document prints when entering a sales, credit memo, debit memo or finance charge ‘invoice’.
01. Invoice #: Do Not Use a number which could be automatically generated by the system in Order Processing. For ease of tracking credit and debit memo numbers, reference the original invoice number. Example: original invoice number is 256590, use 25651 for the credit memo number and 25652 for the debit memo.
02. Inv date: Use a date in the current month.
03. Due date:
04. Division#: Enter the correct division, as it will be inserted on the
distribution screen.
05. Sale type: 1=Sales; 3= Credit Memo; 4=Finance Charge; 5=Debit Memo
06. Customer #:
07. Salesman#: Enter the correct salesperson number as it will affect commissions
08. Sale amt: The amount of the ‘sale’ (not including tax, freight, etc.)
09. Other amt: Any ‘other’ sales amount (not including tax, freight, etc.)
10. State tax: Amount of the ‘state’ sales tax (if using Tax Zones, see below)
11. Non-tax amt: The amount from lines #8 & 9 which is non-taxable
12. Freight amt: If there is a freight amount, enter it here.
13. Disc allow: If there is an allowable discount for this invoice, enter it here
14. Tax discount The portion of the “Discount Allowed”, in field 13, that is allocated to tax
15. Apply to: If this is a credit, for example, and it is going to be applied to an open invoice, enter the invoice number here.
16. St Tax flag: Taxable or exempt
17. Cost amt: Cost of the items
18. #/payments: Number of payments
19. Order #: The order number for this invoice
20. Department: If tracking departments, enter the correct one here
21. Tax zone A: Enter in Tax Zone A code, also for B & C (if using),
22. zone A $: Enter tax dollar for the zone
27. Tax state: State
28: Order by: Enter customer name who placed the order
29. Terms: Select Term from the table
Distribution Screen:
Enter in the 5 digit G/L code(s) for the amounts in lines 8 and 9….the last 2 digits will come from field #04 on the first screen. The system knows the G/L account numbers for the Freight and Tax (they come from 4/32/5)
To help in the understanding of this document, below we will use dollar values in the various fields and then see how those figures will appear on the reports.
Line 08 $50.00 Sales amount
Line 09 $16.00 Other sales amount
Line 10 $ 5.00 Tax
Line 11 $15.00 Non-Taxable
Line 12 $10.00 Freight
Line 21 1400 Tax Zone A code
Line 22 $ 4.00 Tax Zone A amount
The total for the invoice is $85.00 ($50 + $16 + $5 + $10 + $4).
A/R Sales History (Task 19 in A/R):
Total Sale: $50.00
Other Amt. $16.00
Tax Amt: $ 9.00
Freight: $10.00
Total Ntax $15.00
Total Inv$ $85.00
A/R to G/L Interface (assuming an invoice was entered):
Accounts Receivable Debit $85.00
Inventory – Supplies Credit $54.00
Inventory – Parts Credit $12.00
(Note: the 2 inventory accounts total the amounts in lines 8 &9)
Freight Credit $10.00
Sales Tax – Payable State Credit $ 5.00
Sales Tax - Payable City Credit $ 4.00
A/R State Sales Tax Report with Option Detail (found in 2/10/10):
Taxable $51.00
Nontaxable $25.00 (Freight & handling are also included in this column)
Subtotal $76.00
State Tax $ 5.00
Zone Tax $ 4.00
Total Invoice $85.00
A/R Tax Zone Summary by Division # and Tax Zone (found in 2/10/14)
Same figures as the Sales Tax report, however this report will show any ‘no-zone shortage’ and ‘multizone overage’.