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To record a batch customer invoice

You can enter batch customer invoices for situations where a printed invoice is not required, for example if an invoice has been produced manually. Batch invoicing is a quick, simple procedure where you can enter sales details line by line.

Tip: Before recording batch customer invoices, make sure you have completed the Customise your company settings tasks. If you have not yet defined these settings, open Help > Customise your company and follow the instructions provided. Setting up your defaults early will save you time as you create new records.

To record a batch customer invoice

  1. Customers > select the required customers > Batch Invoice.

  2. For each invoice item, or whole invoice, enter the invoice details, one line at a time.

    Tip: If you need to insert a line use function key F7, to delete a line you can use F8.

  3. If you manually calculated the batch totals, check your batch totals against those shown on the Batch Customer Invoice window.

  4. To accept your entries> Save.

    The details update the Nominal Ledger and the relevant customer’s details.

    If you do not want to save this batch, then to clear the data and start again, click Discard. This does not cancel any batch entries you have already saved.

  5. To exit the Batch Customer Invoice window and return to the Customers window, click Close.
View the Batch Customer Invoice DetailsOpen this section

A/C

Enter the account code of the customer you have invoiced. If you do not know the code, from the drop-down list choose the required customer or to create a new customer record > New.

Tip: If you know what a customer’s code starts with, for example the letter G, enter G and open the drop-down list. The first account code, beginning with the letter or letters you entered is selected.

When you have entered a valid code, the window displays the name of the account in the box at the top of the window and also enters the default nominal account code posting and VAT rate to be applied.

Date

The current software date appears automatically, change this to the invoice date if it is different. Use the Calendar button to select a date if necessary.

If you have lots of invoices to enter, all with the same date, you can change the software date in Settings > Change Program Date so that the required date becomes the default.

Ref

If you want, you can enter a reference or number to help you to trace the invoice. This is the reference that appears on your reports.

Ex. Ref

Enter an additional reference here, if required.

N/C

This is the nominal account code, to which the sales value (net) of this invoice entry will post.

The customer’s default nominal code appears, you can change this if required.

If you enter a code that is not recognised, a list appears and you can either select another account or to create a new one > New.

Dept

If you want to assign this transaction to a specific department, enter a department code.

If a default department has been entered for this customer's record in the Defaults tab, then this department appears, but can be amended if required.

Fund

If your company has a charitable status, and you have created Fund records, you can associate the invoice with an existing fund.

To choose the fund, select the required fund from the drop-down list.

Project Ref

This column appears if Project Costing enabled.

If you want to record the revenue against a project select the project reference.

Details

You can enter up to 60 characters of text toidentify the invoice entry.

Net

In this box you normally enter the net amount of the invoice up to 99,999,999.99.

Alternatively, you can enter the gross amount including VAT and then click Calc Net.

The value is then split into the net amount and the VAT amount updates the Tax box.

The VAT is calculated using the tax code in the T/C (Tax Code) box.

Note: To access the currency calculator from this text box press F5.

T/C

The default tax code for this customer automatically appears.

If you want you can enter any of the other tax codes defined in your VAT rate table.

VAT

Displays the amount of VAT calculated, by applying the tax code entered to the net amount shown in the Net box.

You can change the amount shown at this point, if necessary.

If you use the Foreign Trader module to record payments and receipts in foreign currencies, an additional CurrencyOpen this section field also appears on the Batch Customer Invoices window.

The exchange rate for the selected customer taken from the Currency record, appears here.

View the non-editable information that also appearsOpen this section

A/C

When you enter the account code, the name of the customer’s account appears in this box.

N/C

When you enter the nominal account code, the name of the nominal ledger account appears here .

Tax Rate

The tax rate for the selected tax code automatically appears here.

Total

This shows the Net total added to the Tax total to give the Gross total.

Net Total

This shows the total of the amounts entered in the Net column.

VAT Total

This shows the total of amounts entered in the Tax column.

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