Detailed Sales Invoice

Overview

Invoicing Through Surf Accounts for Customers

Surf Accounts provides several ways to raise Sales Invoices suitable for business requirements. There are four ways to raise the invoice based on user requirements:

Opening Customer Balance Invoices: When using Surf Accounts for the first time, type in outstanding invoices or payments of business customer’s records through Opening Customer Balances Invoices to set up customers account balances as on a certain date.

Invoices: Raise Sales Invoices on itemized lists of Products sold or services provided along with unit price and discounts on each product.

Quick Invoices: Raise Sales Invoices regardless of product details, due dates and payment terms.

On raising Sales Invoices for a customer, customer ledger card displays the record and its account balance changes accordingly. 

 

The Sales Browse

To access the Sales Browse simply select Accounts » Sales » Invoice/ Credit Notes. 

Sales Invoice page allows you to add/ Edit the following:

The Sales Browse

To access the Sales Browse simply select Accounts » Sales » Invoice/ Credit Notes. 

Sales Invoice page allows you to add/ Edit the following:

  • Detailed Invoices
  • Detailed Credit Notes
  • Allocate Credit Notes to Invoices
  • Print an Invoice
  • Print a Credit note

Detailed Sales Invoice

To access Sales Invoices simply select Accounts » Sales » Invoice/Credit Notes and the following screen will appear.

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To add a new Sales Invoice, simply press the Add Invoice Button and the following screen will appear.

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Customer: Enter in the Customer Code or press the magnifying glass to search for the Customer; if they do not already exist they can also be setup from here.

To create a new customer, click the New button within the Customer look up.

Customer window opens up here to quickly add customer details without having to leave the Invoice page.

Add the following details:

Name

Enter the name of the Customer.

Address

Enter the Address of the Business, not including the Town, County, Post Code and Country as they have their own fields.

Town

Enter the Town of the Customer.

County

Enter the County of the Customer.

Post code

Enter the Post Code of the Customer.

Country

Enter the Country of the Customer; this is important for your VAT return as it will allow the system to differentiate between EU and Non-EU sales. By default, the country of the business gets selected in the cell.

Phone

Enter the Phone Number of the Customer

Mobile

Enter the Mobile Number of the Customer. This will be the number that SMS messages will be sent to.

Fax

Enter the Fax Number of the Customer.

E-Mail

Enter in the E-Mail address of the Customer. This will be the address that Invoices and Statements will be sent to.

Web

Enter in the Web Site of the Customer

Save the customer. On save, the Customer look up within invoice automatically populates the Customer code you have keyed now.

Invoice Number: Invoice Numbers are Automatically Generated in the system; if you have not already specified the starting invoice number in financial Settings the system will prompt you for the first number.

Ref No: Enter in any other reference number you may require, this could be a Customer Purchase Order Number or any other external reference.

Quote/S.O. Number: If you are using the Quotations or Sales order in the system simply enter in the appropriate number or press the magnifying glass to search for the entry. The Quotes/ orders raised against the selected Customer appear within the look up.  For example, if you have raised a quote for the selected customer ‘Black Boot’, the look up will display all open quotes and orders raised for ‘Black Boot’. Select the appropriate record.  The quote/ order number appears within the cell and all the detail provided within the quotes/ order along with the product lines appears within the invoice product lines, however, you can modify these  product details or add new details 

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Invoice Date: Enter the Date of the Invoice

Due Date: The Due Date refers to when Payment is Due and will be automatically generated based on the Customers Credit Terms setup on Customer page. This can also be overwritten.

Account Manager: The Account Manager will default to the one setup on the Customer but this can be overwritten.

Invoice Address: The Invoice Address is copied in from the Customer Address/Quote / Order and can be overwritten.

Delivery Address: The Delivery Address is copied in from the Customer Address/Quote / Order and can be overwritten.

Credit Control Information: Once the Customer has been selected the system displays some basic credit control information including the Customer Balance and Overdue Balance.

Payment Terms: The Payment Terms are copied from the Financial Settings or the Customer Settings (if entered) and can be overwritten.

Product: Enter the Product Code or press the magnifying glass to search for the Product; if it does not already exist it can also be setup from here.

To create New Product Code from Invoice page, select the magnifying glass, click on the New Button from Product look up.

 

Product window opens up here to quickly add Product details without having to leave the Invoice page.

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Add the following details:

Product Category

This will be how you categorize your product e.g. Laptop will be under Electronics. Click on the magnifying glass to select the category. Click on the new button within the category look up window, to define a new category.

Code

Enter a unique code to identify the product. This code will be used when entering in the details of an Invoice.

Description

Enter the Description of the Product; this description appears on the Invoice and can be changed while creating the Invoice.

Sales Price

This is where you set the price of the product you are selling, as with the description this can be overwritten when creating the Invoice.

Sales Nominal Code

From the drop-down select the appropriate Nominal Code from the Chart of Accounts. This should be in the Sales range “001” to “109”.

Sales VAT Rate

From the drop-down select the appropriate VAT Rate for the product. If the VAT Rate on a product varies, choose the most common rate as this can be over written while adding the Invoice by using the Advance button.

Purchase Price

Enter the Price which you are charged for the product. If you have not purchased the product leave this field as blank.

Purchase Nominal Code

From the drop down select the appropriate Purchase Nominal Code for the product. If you have not purchased the product leave this field as blank.

Description: The Description of the Product is displayed but can be overwritten; this can be useful if you have a general Service/Other Product Code where you can enter the details on the fly.

Quantity: Enter the Quantity of the Product being Invoiced.

Price: The Price of the Product is Defaulted in but this can be overwritten.

Discount %: Enter in any Discount being given. This field is only enabled if Discount Method (in Financial Settings) is set to “Calculate Net Amount from Discount %”If the Discount Method is set to “Calculate Discount % from Net Amount” then this field is read only and is automatically calculated from the Net Amount.

VAT%: The VAT % is displayed based on the Rate setup on the Product Code. This can only be changed by using the Advanced button.

Nominal Code: The Nominal Code is displayed based on the Nominal Code setup on the Product Code. This can only be changed by using the Advanced button.

Net Amount: The Net Amount is automatically calculated using the Price less Discount multiplied by the Quantity. If the Discount Method (in Financial Settings) is set to “Calculate Discount % from Net Amount” then this amount can be changed and the Discount % is then affected.

Add: The Invoice is initially created with 5 lines, if you need more simply press the Add button to create new blank lines.

Delete: If you want to delete an invoice line, simply highlight the line and press the delete button.

Advanced: Use the Advanced button if you wish to change the Nominal Code or the VAT Rate. You can add further details in description. Invoice other information (defined in Settings tab >> under Business Settings column) fields appear on clicking Advanced Button. Invoice Other Information, Surf Accounts Allows you to add customized information on each product details.  This information can be added to each product and can be printed on statements and invoices. To add these fields go to settings > Business Settings > Invoice Other Information. 

Notes: Enter in any notes you may wish to make on the invoice, these can be optionally be displayed on the invoice (see Invoice Template).

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