Sales Invoices (Services/Products) & Credit Notes
Sales invoices come in two forms. One for Services and one for Products.
Sales Invoice (Services)
This document is used to enter Sales Invoices (Services).
Sales Invoice (Services) - Details
A Sales Invoice (Services) - Details document is shown below.
Document Header
Each field on this document's header is described below. Mandatory entry fields are highlighted thus.
Field Name | Description |
|---|---|
Document Reference | Automatically created by Aqilla. |
Customer Code | Entering Customer Code automatically populates Customer Name. |
Customer Name | Entering Customer Name automatically populates Customer Code. |
Document Date | The document date |
Address & Post Code | Automatically created by Aqilla based on customer record. |
Due Date | Automatically created by Aqilla based on Document Date and terms held on debtor account. Can be amended. |
Currency | The document currency. |
Gross Value | Automatically created by Aqilla based on document lines. |
Rate | The conversion rate to base currency based on the document date and currency rate table. |
Comments | Optional free text. |
Standard Text | Optional standard text to appear on footer or document. |
Attachment | Optional attachment. |
Document Line
Each field on this document's line(s) is described below. Mandatory entry fields are highlighted thus.
Field Name | Description |
|---|---|
Select | Checkbox - used to select an item in a list for subsequent processing. See Common Icons. |
Icon | For explanation see Articles > Inventory Control. |
Item Code | Entering Item Code automatically populates Description. |
Description | Entering Description automatically populates Item Code. |
Quantity | Self explanatory. |
Unit Price | Automatically created by Aqilla based on value at Reference > Items. |
Net Price | Automatically created by Aqilla |
Tax Amount | Automatically created by Aqilla |
Gross Value | Automatically created by Aqilla |
An optional Discount field can be displayed on each line. Your Aqilla consultant can enable or disable this field. And additional fields (including custom ones) can be added or removed upon request.
Instructions for Use
Complete the document header and enter one or more lines. When the document is complete you may be able to release, rough post or post the document based on your roles (and associated permissions) and membership of workflow groups (and associated settings).
The description can be entered as free text or derived from the description maintained at Reference > Items (and modified if required). Unit Price, VAT Rate and Sales Account can also be overridden if required.
This document also identifies items that are being inventory controlled and updates inventory when the document is fully posted.
Inventory is not updated prior to full posting of this document.
Sales Invoices (Products)
This document is used to enter Sales Invoices (Products). A Sales Invoice (Products) -
This document is a multi-currency version of a Sales Invoice (Products). You can enter a currency code (if left blank the base currency is used by default) and a rate will be selected from Reference > Currencies based on the Document Date and the selected currency.
This document displays the Gross Value of the invoice in both the selected currency and the base value.
An optional Discount field can be displayed on each line. Your Aqilla consultant can enable or disable this field.
Sales Invoice (Product) - Details
Field Name | Description |
|---|---|
Select | Checkbox - used to select an item in a list for subsequent processing. See Common Icons. |
Icon | For explanation see Articles > Inventory Control. |
Item Code | Entering Item Code automatically populates Description. |
Description | Entering Description automatically populates Item Code. |
Quantity | Self explanatory. |
Unit Price | Automatically created by Aqilla based on value at Reference > Items. |
Net Price | Automatically created by Aqilla |
Tax Amount | Automatically created by Aqilla |
Gross Value | Automatically created by Aqilla |
An optional Discount field can be displayed on each line. Your Aqilla consultant can enable or disable this field.
Sale Invoices - Credit Notes
Please note that the easiest way to create a credit note is by clicking on the Create Credit Note from this Invoice icon which appears the invoice summary view and the invoice details view.
There are two types of Sales Invoice (and Sales Credit Note) views in Aqilla. These are:
Sales Invoice (Services) | Sales Invoice (Products) |
|---|---|
This view provides more flexibility than Sales Invoice (Products). For each line of the invoice, the Description can be entered as free text (or derived from the description held at Reference > Items if you enter a valid Item Code). You can also modify line items such as Unit Price, VAT Rate and Sales Account as required. | This view is designed for fast data entry using a standard range of products. For each line of the invoice, you only need to enter the Item Code (or Description) and Quantity. The Unit Price, VAT Rate and Sales Account will be looked up from the record at Reference > Items and totals will be calculated automatically. |
Sales Invoice (Products) is available as a single currency document (i.e. base currency only) or as a muli-currency document - Sales Invoice (Products) M/C. Sales Invoice (Services) is inherently a multi-currency document. If no currency code is entered in a multi-currency document, the base currency is used by default. The full set of available sales invoice and credit note documents is:
Sales Invoice | Sales Credit Note |
Sales Invoice (Products) | Sales Credit Note (Products) |
Sales Invoice (Products) M/C | Sales Credit Note (Products) M/C |
Sales Invoice (Services) | Sales Credit Note (Services) |
It is possible to have both sales invoice types in the same instance. Your Aqilla consultant (having agreed with you which sales invoice type is most suitable for you) may have renamed the (single) chosen document to Sales Invoice (or similar) to make the system as simple as possible for your users.
Multi-Currency Sales Invoices
Multi currency can be found on the Header for Sales Invoices.
The currency is selected on the Debtor Account and displayed in the Currency and currency rate field.
A grey currency field means that the currency is locked and not selected as Variable.
You can select a currency on the sales invoice header by setting the Debtor account’s Currency as Variable = Yes
If you are using our Automated Currency Feed, the currency rate will be filled based on the Document Date
To read more about automated currency feed, see our Currencies page
