Create an invoice

You create a customer ledger invoice by using the Sales invoices (AR301000) window.

1. Go to the Sales invoices (AR301000) window.
2. In the window toolbar, click to initiate a database entry for a new document.
3. In the Type field in the top part, select Invoice.
4. In the Date field, change the current business date if needed.

   The Post period field is filled in automatically based on the selected document date.

5. In the Customer field, select the customer associated with the document.
6. In the Location field, check the customer location, and change it if necessary.
7. Make sure the document currency is the one you need, and select another if necessary.

   This currency may be overridden only if the Allow currency override check box is selected for the customer in the Customers (AR303000) window.

8. In the Terms field, check the payment terms associated with the customer.

   The due date of the invoice is calculated based on the payment terms. The payment terms may allow a cash discount to be taken and specify its terms.

9. Optional: In the Customer order field, enter the reference number from the original customer document.
10. Optional: In the Description field, add a brief description of the invoice.
11. On the Document details tab, enter the details of the invoice, doing the following for each line (transaction):
    1. In the table toolbar, click to append a row to the table.
    2. Optional: In the Item ID column, enter the ID of the particular item sold or service provided to the customer.
    3. Optional: In the Transaction descr. column, enter a description of the transaction if it has not been filled in automatically.
    4. Optional: Enter the quantity of the item sold.
    5. Optional: In the UoM column, enter the unit of measure for the item if it has not been filled in automatically.
    6. Optional: In the Unit price column, enter the price per unit if it has not been filled in automatically.
    7. In the Ext. price column, enter the extended price of the specified stock item or service if it has not been calculated automatically.
    8. Optional: To offer the customer a discount on this item or service, enter the discount percentage in the Discount column or the discount amount in the Discount amount column.

       If you enter a percentage, the system will calculate the discount amount automatically by multiplying the extended price of the item by the discount percentage.

    9. Check the Amount column, which displays the total for the line item. The system calculates this total by deducting the discount amount (if any) from the extended price.
    10. Check the Account column and change it if needed.
    11. Check the Subaccount column if applicable, which by default is filled in by the system in accordance with the rule in the Combine sales sub. from field of theCustomer ledger preferences (AR101000) window; you can change the default subaccount if necessary.
    12. Check the salesperson associated with the customer. You can change the salesperson if needed.
    13. Optional: In the Deferral code column, select a deferral code if the expenses related to the item or service must be recognised in future periods.
    14. Optional: Select the Commission check box if a commission is paid on the line item amount.
12. If you want to save the document with the On hold status, make sure the Hold check box is selected.
13. If you want to save the document with the Balanced status, do one of the steps below, and make sure the Hold check box is cleared:
    • If the Amount field is available in the top part of the window, enter the total amount of the invoice in this field.
    • If the Amount field is not available in the window, make sure the total amount of the document is displayed correctly in the Balance field.
14. In the Cash discount field in the top part, check the cash discount amount of the document. This field may be filled in automatically, based on the payment terms of the customer.
15. In the window toolbar, click .