ALTUM

The form of sales invoice

Sales invoice can be issued for an item of both merchandise type, service type, and set type. Both types of items (item or service) can be assigned to sales invoice. SI can be issued for an item which warehouse stock equals zero (sales below warehouse stock). 

Sales invoice form has several tabs, but in order to make an invoice it’s enough to fill in General tab and add an element.

In order to add a new invoice user has to click [Add] button in the List button group.

Tab General

This tab contains basic data which has to be filled in order to issue an invoice. In case of simple documents, which don’t require any special settlements nor checking up on customer’s data – it’s enough to fill in successive fields on this tab in order to issue a document.

Figure 25 Tab General on the form of sales invoice.

Tab General is composed of two panels:

1.     The header in which the following data is specified: document number, customer name, secondary customer name, type of transaction, VAT rate, payment form, due date, document status, date of issue and date of sale, subtotal and total values, amount of the invoice already paid, amount of the invoice to be paid, and the remaining credit limit

2.     List of items which contains the basic information regaring the invoice items: item code, name, quantity, unit of measure, price, discount, subtotal value, and VAT rate

Header

Header contains basic information about whole document:

Number – content of this field depends on selected document type (that is on selected numerator schema – see Configuration -> Numerators). Depending on numerator schema, there can be 3 to 8 fields displayed in defined by user sequence. These fields will contain particular sections of a number. If in numeration schema user defined a section containing warehouse (company owns several warehouses) –  clicking the arrow next to the field will display a list of all warehouses and allow user to select one. Symbol (entered while adding a new warehouse – see Configuration -> Numerators) of selected warehouse will appear in the number.

When an invoice is created in number section a new number appears automatically. User can’t assign his own number to an invoice by entering it manually. When unconfirmed invoice is deleted, its number is dispensed, i.e. new invoice will receive the number of deleted invoice, e.g. there are three invoices in the system with numbers: SI/2007//00001, SI/2007//00002, SI/2007//00003. SI with number SI/2007//00002 (unconfirmed) is deleted. After deleting this invoice the newly added document will receive number  SI/2007//00002.

Reference Number – document’s reference number

Customer / Secondary Customer – these fields allow user to insert data of a customer which should be assigned to a document. Customer’s code is displayed on the form. User can define two types of customers:

Customer – defines item purchaser

Secondary Customer -  defines item recipient, i.e. supply addressee

Such distinction has reason in situation when item is send to other address than current purchaser address, in both situations: when the same customer is a purchaser and recipient and when these are two different customers.

Purchaser and recipient are selected from the tree of customers, displayed by button  or . After selecting the customer, its code will appear on the header of an invoice. The rest of its data can be previewed or completed on tab “Customers” from the level of which it’s also possible to complete or edit the fields. Changed data is updated in „Customers” dictionary.

Transaction Type – field for determining the type of transaction a document refers to

VAT Rate – field for selecting the VAT rate

Payment Form – payment form assigned to the customer. It is retrieved from the customer form, from the tab Trade

Due Date – number of days within which the customer must pay for the invoice. This date is retrieved from the form of the selected customer. After selecting the customer, the due date is calculated along with retrieving the number of days

Center – name of the center in which the user currently works

Document Status – specifies the status of a currently opened document. Document statuses can be the following:

 Initiated -  document is being issued, it is not yet saved in the database.

             Unconfirmed – document saved as unconfirmed  can be edited.

Confirmed – confirmed document cannot be modified

Canceled – canceled document is not editable

Date of Issue – date, when document was issued, according to this date invoice is saved to VAT register. By default the system date is suggested (current date). SI can be issued with date back, i.e. with date earlier than current.

Date of Sale – item date of sale or release of from a warehouse

Subtotal – subtotal value of the document in the document currency. This field is not editable, it only provides information

Total – total value of the document in the document currency. This field is not editable, it only provides information

Amount Paid – amount of the invoice already paid. This field is not editable, it only provides information

Amount Due – remaining amount of the invoice to be paid. This field is not editable, it only provides information

Remaining Credit Limit – this field is not editable. It only provides information about the amount of remaining merchant credit which can be used by a customer. This amount is given in the system currency.

List of items

One sales invoice can be issued for several items. In this part of the form a list of all items for which document was issued is displayed:

No. – ordinal number of elements, if one of document elements is deleted then remaining items will be renumbered automatically

Code – code of selected item

Name – name of the selected item

Quantity – quantity of item, which is sold

UOM – unit, in which item is sold (it doesn’t have to be basic unit)

Price – price of one unit before calculating discounts

Discount – discount which is given for a given item (it does not include the user discount and the discount on payment form)

Subtotal Value – value of a given item (quantity * discounted price) after discounts

VAT Rate  - VAT rate which is assigned to a given item

A list of items works in edit in place mode, which means that changes regarding item quantity, units of measure and an amount of user discount can be entered directly in the list. By changing one of these values, the other values are recalculated accordingly.

Tab Customers

This tab contains address data of purchaser and recipient. Data is filled in automatically after selecting customer on tab General. Data placed on this tab can be changed, optionally completed if it’s not complete. This change will have impact on data saved in customers cards. It’s impossible to save document without complete address data of selected customer. On the bottom of the tab Description field is located, in which user can enter additional information.

Figure 26 Tab: Customers on the form of sales invoice.

Tab Currencies

In this tab, the currencies in which an invoice must be issued are specified. The invoice can be issued in a currency different from the system currency.

Tab Currencies is composed of two panels. In the currency panel, it is possible to specify the currency exchange rate. The seconda panel presents the list of currencies and their exchange rates which were used on a document.

The currency and its exchange rate can be determined at any moment until the document is confirmed (before or after adding an item to the invoice). After initiating a document, the default currency of the document is the system currency.

To change the document currency, it is necessary to select a foreign currency and then the type of exchange rate. The default type of exchange rate , defined in tab Configuration -> Exchange Rates, is suggested automatically. The type can be changed by selecting a different one from the list of defined exchange rate types that is dropped down with the downward arrow available next to type name field. If exchange rate of given currency is defined for the selected exchange rate type on given date, that exchange rate will be automatically retrieved. The value of exchange rate can be also specified manually by entering it on the keyboard or using the arrows . If  the exchange rate is not defined for the selected exchange rate type on a given day, the user will receive the following message: “A different date of exchange rate has been retrieved.” It means that the exchange rate has been retrieved from the last day it was defined for. If there is not exchange rate defined for given type of exchange rate at all, the user will receive the following message: “There is no quotation of the exchange rate for the  currency [currency symbol] on [date].”. If this is the case, the type of exchange rate is changed into manual.

Moreover, it is possible to specify also a date from which the exchange rate must be retrieved. By default, any date is selected, but it can, of course, be changed. The date is selected from the list that is dropped down by clicking the left mouse button on the downward arrow next to date type name. 

Figure 27Predefined list of date types.

Any Date – date which can be freely entered from the keyboard or selected from the built-in calendar in the Date field. The exchange rate will be retrieved for the selected date, if exists

Date of Issue – invoice date of issue. The date is automatically retrieved from the document header

Date of Sale – date of sale sin retrieved from the document header

In configuration, in the document types registry, it is possible to determine the day from which the exchange rate should be retrieved and the date from the document header against which it should be retrieved. Thus, if the retrieval of the exchange rate must depend, according to the settings specified on the form of the document type, on the date of issue and the number of days is set to e.g. 3, then the exchange rate will be retrieved from the third day prior to the date of issue.

Figure 28 Defining of exchange rate retrieving settings in the document types registry.

The Currencies tab is non-editable. It contains information about currencies assigned to a document together with their exchange rates from a given day. Number of positions on the list differs depending on the number of currencies used while issuing the document. In case of different currencies of document and element, on the list it’s always marked which currency is a currency of document.

Figure 29 Tab Currencies on the form of sales invoice.

Tab Amounts

Information in this tab is filled out upon saving a document. The tab is divided into two panels: VAT Elements and List of payments.

Figure 30 Tab Amounts on the form of sales invoice.

VAT Account – specifies VAT account to which a VAT invoice will be saved. VAT accounts are added in the accounting part of the system, in VAT accounts.

VAT Direction –  determines the method of calculating VAT. VAT can be calculated on subtotal or total prices. By default, value of this field is set to “On Subtotal”. Depending of the set value, items of a document will be displayed and edited as subtotal or total prices.

On Subtotal – first subtotal value of invoice in individual VAT rates is calculated then VAT tax as percent of this value and total value as sum of subtotal and VAT.

On Total – first total value of invoice in individual VAT rates is calculated then VAT tax and subtotal value as result of subtraction of total and VAT value

VAT Aggregation – defines values from which VAT will be calculated. There are two possibilities:

1. Sum of tax items, i.e. for each element of document VAT is calculated individually and then it’s summed
2. Tax on values total – VAT is calculated from value (sum) of the whole document

VAT table

VAT table displays summary of the whole invoice in the system currency. It’s possible that on one invoice there will be elements with different VAT rates. Then VAT table displays values summed for individual VAT rates.

If document is issued in a foreign currency then apart from values in the system currency VAT table contains also value in a foreign currency calculated with proper exchange rate.

Payments

The second panel: List of payments presents payments associated with given invoice. This panel is filled out automatically after saving the document. It contains list of payments connected with a given invoice. While issuing the invoice system suggests one payment based on information entered on tab General (total and subtotal value of invoice) and defined in  payment forms directory.

User can add payment by himself and define its parameters. All changes on payments list can be entered only while issuing an invoice and editing unconfirmed invoice.

It’s not possible to settle an invoice from this level – all settlements are done through the medium of cash – bank accounts.

If issued invoice will be paid in several installments (e.g. part paid with cash while issuing the document, part paid with transfer in 7 days) – user issuing the invoice has to divide the payment. List of payments should display as many elements as many there are installments expected. Terms, payment forms and values have to be equal to individual installments. More details about dividing and connecting the payments can be found in the manual Comarch ALTUM Finances.

List can be modified with standard buttons from the Payments buttons group (see the manual Getting started with Comarch ALTUM -> Buttons). There are several functions available:

Figure 31 Functions maintaining payments available on the form of sales invoice.

Edit – previews the document payment and allows for their modification

Combine – used for connecting several payments into one payment

Divide – used for dividing one payment into several, mostly applies to situation when one payment will be paid with several installments

Refresh – updates the form of the payment

Below is the following payment details displayed on the list:

Entity – name of the payer

Receivable – value of receivable

Payable – value of payable

Amount Remaining – remaining amount to be completed

Payment Form – form in which payment must be effected

Currency – symbol of a currency in which payment was generated. Automatically, if user doesn’t change it, it’s  consistent with currency of document. It’s important to remember that document can be issued in different currency and payment in different.

Due Date – date of payment

Tab Associated Documents

Tab Associated Documents, just like the Currencies is not editable. It contains information about all documents assigned to a given invoice, e.g. VAT sales invoice, corrections or SOR documents generated from the invoice. This information is automatically brought up to date, according to carried out transactions.

Figure 32 Tab Associated Documents on the form of sales invoice.

Tab Description

This tab is used for providing of additional information regarding a given sales invoice.

Figure 33 Tab Description on the form of sales invoice.

Tab Attributes

Details about how to assign an attribute values to an object can be found in the manual Comarch ALTUM Configuration, in chapter Assigning attribute value to an object instance.

Figure 34 Tab Attributes on the form of sales invoice.

Tab Analytical Description

Details of defining analytical description for an object are described in Comarch ALTUM Directories in chapter Defining analytical description.

Figure 35 Tab Analytical Description on the form of sales invoice.

Features characteristic for an unconfirmed sales invoice

1. It is editable
2. It reserves item in quantity on which sales invoice was issued – if quantity or item are changed on document then reservation is changed
3. It can be deleted which removes the registered reservation
4. It can be confirmed from the level of document form or it can be confirmed from the level of list of invoices
5. It can’t be posted
6. It generates payment which is unsettled

7.     No other document can be generated from it (SOR)

Features characteristic for a confirmed sales invoice

Confirming an invoice both from the level of the document form and the list of documents results in the same consequences. Such confirmed sales invoice has following features:

1. It can’t be edited – only details of document or element can be previewed, without possibility of changing them
2. Reserves item in quantity on which sales invoice was issued – if quantity or item are changed on document then reservation is changed
3. It can’t be deleted
4. It can be posted
5. Generates payment which, depending on selected payment form, can be settled at once or unsettled
6. Generates record in VAT account
7. It can be cancelled – increases quantity of item in warehouse

8.     Other document can be generated from it (SOR)