To begin, point-and-click at the Add button (towards the bottom left-hand-side) or press Alt + the letter A.
Figure 3-5 The screen to Add a New Line Item to an Invoice The screen you should be looking at will be similar to that shown in Figure 3-5 above.
Product
If you have not set up Product Codes or do not wish to use one here, i.e. you will type directly onto the Invoice the Details of the Product or Service you have sold, then press the Enter key and move on.
If you have set up Product Codes you can enter one here.
At this point you can see a list of Product Codes by pointing-and-clicking on the icon or by pressing the F7 key. To select from the list, highlight the required Product Code and either point-and-click at Select, or press Alt + the letter S, or just press the Enter key. Use the -Search- facility if your list is extensive. All the details entered when the product was set up will appear, and can be adjusted for this invoice, if necessary.
Detail
Enter up to eight lines of Detail to describe the Product or Service sold to the Customer. If you entered a Product Code above, the stored description will be entered for you. You can amend the displayed description if you wish. Press Enter when you wish to move on.
Tip: You cannot leave blank lines in the middle of the description. If you wish to leave a gap it is recommended you enter an asterisk * or a full stop at the beginning of an otherwise blank line.
Quantity
The programme defaults to showing a Quantity of 1.000 (i.e. one). If this is correct, ignore it and move on. If it is not correct, overtype it with the correct Quantity. In all circumstances a Quantity must be featured in this box even if the whole idea may seem inappropriate, for instance if you provide a Service (e.g. Accountancy Services). In such cases you should enter a Quantity of 1 but prevent it from appearing on your printed Invoice by choosing an appropriate Invoice Layout.
Note: If you indicated that you are creating a Credit Note the Quantity will automatically be preceded by the minus sign.
Unit Price
Enter the Unit Selling Price, excluding VAT, of the Product or Service sold. If you entered a Product Code above the stored Unit Selling Price will be entered for you, though you can amend it if you wish. If you have opted to allow a previously set-up product to allow gross pricing, you will find that the net amount has been calculated into this box from the gross amount set for that product.
VAT Rate
Accept the displayed VAT Rate for this Product Code or pick-and-click the appropriate one from the dropdown list.
Note: Notice that the Net Amount, VAT Amount and Gross Total boxes at the bottom right of the screen are automatically updated. These amounts refer only to this Product/Detail.
Analysis Categories
Analyse the Net Amount of this Product/Detail line into one (or more) of the various analysis headings. The programme will not allow you to proceed until the total of the Analysis Category amounts equals the Net Amount.
Tip: When entering amounts in the Analysis Categories, the full or remaining unallocated amount can be entered into the box you are currently at by pressing the Page Down (PgDn) key.
Provided you are satisfied with what you have entered for each Product, either point-and-click at Save, or press Alt + the letter S, or just press the Enter key. In doing so you are saving only the details for the line/item you have just entered, not the whole Invoice.
If you have to add additional Products/Details to the Invoice, repeat the procedure described above. You may Save onto the Invoice as many Products as you wish.
When you wish to indicate that you have finished entering Products/Details, the Add a New Line Item window should be empty with the cursor in the Product Code box. Either point-and-click at Cancel, or press Alt + the letter C, or press the Esc key.
The original Add a Sales Invoice/Credit Note screen with the Header information will then display a line-by- line summary of the Details you have just entered. Towards the bottom right-hand-side you will see the Invoice’s Total Net, Total VAT and (Gross) Total. If, after second thoughts, you require to Add further items you may do so. To Change or Delete any of the items, highlight whichever line/item is appropriate and proceed.
By activating the appropriate button on the extreme bottom right, you should now proceed to either Save, Print or Cancel the whole Invoice:
• Save has the effect of immediately entering the Invoice details into the Sales Book and the Sales Ledger, but no Invoice will be printed until/unless you activate it later (see below).
• Print does all that Save does but proceeds to send the Invoice for immediate printing.
• Cancel has the effect of erasing all of this potential Invoice and makes no entries in the system. After Save or Print you will have the opportunity to remain in the Add a Sales Invoice/Credit Note routine by answering Yes to the Add Another Invoice? prompt.