Invoice - Invoice tab

Control

Details

Type

This drop down list displays the current invoice type. Depending on the status of the invoice, you may be able to change the invoice type. See: invoice type descriptions for more information on invoice types.

Sub Type

Invoice sub-types provide the ability to further categorize your invoices for reporting purposes and options for the invoice form that can be printed with a specific sub-type.
This drop down list is only visible if invoice sub-types have been defined in the invoice setup. See: invoice setup: sub-types for more information on invoice sub-types.

Clerk

This drop down list displays the clerk or salesperson that created the invoice. You can change select a different clerk from the drop-down list and the clerk name appears in the title bar of the invoice (along with the invoice number and customer name if assigned)
System Five allows up to 3 salespersons to split the commission on one invoice with different percentages, as long as the total percentage adds up to 100%.
See: commission setup for more information on salespersons and commissions.

Account

This text box displays the customer attached to the invoice, if one has been attached. To change or associate a customer to the invoice, click the ellipse button to open the Find Customer window. Once a new customer has been selected, a confirmation window display, as shown in Figure 2.

Figure 2: Customer confirmation dialog

If the previous customer or new customer has either tax exemptions or contract pricing, then a re-price/Re-Tax confirmation window will appear, as shown in Figure 3.

Figure 3: Recalculation confirmation dialog

• Warning: Price exceptions are not detected as changed if the customer record for the selected customer is in the process of being edited.
  
  

Ship To

This text box contains the 'ship to' customer attached to the invoice, if one has been attached.
You can change or associate a 'ship to' customer to the invoice by clicking the ellipse button.

Tax Area

This text box displays the tax area for this specific invoice. This value is populated from the customer's tax area when a customer is associated with the invoice. The tax area can be changed on each specific invoice without affecting the customer's default tax area. In some jurisdictions, the tax area is based on where the goods change hands, in other word, if the customer picks up the goods, then the tax area is based on the stores location. If the goods are shipped to the customer's location, then the tax area for the customer's location must be used. See setting the Invoice tax area priority for more information.

Number

This text box contains the invoice number, if one has been assigned.
If the text box contains the word ASSIGN, then the invoice number has not yet been generated. If you need to know the invoice number for some reason, click [Generate Invoice Number] and the system assigns the next unique invoice number immediately.
The invoice number is normally assigned when the invoice is printed. If you are on a network with many users, the first person to finish their invoice gets the next invoice number off the stack. This is the default way of numbering invoices. See invoice numbering methods for more information and additional options.

Ref #

This box can be used for entering any type of reference information. This information can be printed on your invoices.
When entering an Invoice Reference Number, the system will check for duplicate entries and to whether or not to accept the duplicate if the option Perform Duplicate Check when entering an Invoice Reference Number has been enabled in the Setup Wizard.

Note: System Five's standalone mode uses this box to record the Standalone Mode Invoice Number when the datasets are synchronized.

Date 1

This text box is blank unless the invoice is or was an estimate. This box displays the date on which an estimate is created. If an invoice was originally created as an estimate, then this box displays the date on which the estimate type invoice was created and the caption changes to Date of E.

Date 2

This text box is blank unless the invoice is or was a work order or Layaway. This box is used to display the date on which a work order or Layaway is created. If an invoice was originally created as a work order or Layaway, then this box displays the date on which the work order or Layaway type invoice was created and the caption changes to Date of W or Date of Y respectively.

Date 3

This text box is blank until an invoice is converted to a final invoice type. Final invoice types include the following:
A - Account Receivable
B - Account Receivable with Back Orders
C - Cash
P - Paid Out
R - Received on Account
If an invoice is created as one of the final types, then Date 1 and Date 2 remain blank and the caption for Date 3 changes to reflect the type of the final invoice in the format Date of ? where ? is the single letter code for the final invoice type.

Ordered

This text box contains the date on which the invoice was created regardless of the invoice type.

Book Month

By default, System Five populates the book month based on the ordered date. To support legacy versions, it is possible to configure System Five to allow manual setting of the book month value.
See book months for more information on both automatic and manual methods.

PO Number

The customer's purchase order number can be entered here and you can search for the invoice based on this PO number.

Terms

This text box displays the payment terms from the associated customer's record.

Unique

This box displays the unique ID for the invoice record in the database. This value cannot be modified.

[Generate Invoice Number]

Click the button to force the automatic generation of an invoice number.

Void Invoice

Click the button to remove all line items and void the invoice.

Note: If serial numbered stock is present on the invoice, then the serial numbered items need to be put back into stock before the invoice can be voided.