Documents (Sales)

This is where you can print or reprint any Sales Order documentation.

Within this screen, you can print the following documents.

1 SO Acknowledgements
2 Delivery Notes
3 Invoices

If you are linked to a finance system, the production of the Sales Invoice and Credit Notes will generate the posting to the finance system for P&L accounts.

SO Acknowledgements

You can set a customer to automatically generate SO Acknowledgment upon saving, this bypasses the need to use this screen and it will appear on the screen after you save the Sales Order. You can then use the 'Email' button to send it using your locally installed Outlook to the customer.

Otherwise, you will use this screen where you can select any of the lines and simply press the ‘Print Selected' button. If your customer is set to have it emailed to them it will generate and send the acknowledgement using email.

You can also view the Acknowledgement using the ‘Preview’ button where you can then choose to print or email the document.

SO Acknowledgements Tab

An audit facility is kept on all documents where we store who generated which document, at what time, and how it was delivered to the customer.

Delivery Notes

Delivery Notes are not part of the overall process of stock orders, they are provided just in case you need a delivery note.

This is generally carried out when you have an office supply of a stock or a local storeroom where you will be despatched from that store.

Entries appear on this form when you generate a new sales order and will be removed when they are there for 7 days or if they have been invoiced.

Delivery notes not printed and not visible can be viewed if you specify a new “Show Orders From” date.

Usual functionality, select some or all and print some or all or open an individual delivery note by clicking the blue “Delivery Note” option where you can choose to print or email.

There is additional functionality for this report which is contained within the 'Report Manager' settings.

Invoices

All invoices and Credit Notes are stored and are only printed, sent, and posted to the finance system when you are ready to send them, the only exception to this is when you use the Pre-Invoice option on the Sales Order.

When posting a Credit Note which was generated from an Invoice, then the Invoice number is included within the Description. Please see the below example of this.

Pre Invoice - Please read the warnings for using this feature on the order entry wiki pages.

If you are linked to a finance system, the generation of the invoice will prepare and post an entry into the finance system.

Ticking the Exclude field will hide the line from some reports but It does not prevent the invoices from being raised.
If you want to invoice some but not all invoices, select the invoices you want to raise (hold the ctrl button down to select or unselect Orders) and then invoice the selected lines with the ‘Invoice Selected’ button.

The usual functionality is to select some or all Orders and press the ‘Invoice Selected’ button to generate them.

The ‘Retrieve Payments’ button - will retrieve all the payments that are pending to be posted.

Now click the 'Historical Invoices tab to see and audit invoices of that category.