1. Select a document type
First, select the type of document you wish to use to create an issuing invoice. In the Goods | Issue | Document menu, select or click the desired document.
You can also select a document by clicking the shortcut. The icon can be found in the toolbar.
In the Command Bar
click on the New Record 
button. This will open a new document that will be used to create an issue invoice.
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Because the program always sets itself to the last document created, you must click the New Record button after choosing a document type when you wish to create a new document. |
3. Data Entry
3.1. Entering Data about a Customer or Consignee
First, enter the Customer or Consignee. When you enter the Customer, this information also appears in the Consignee field. If the customer and the consignee are not the same, the Consignee field must also be completed. The names of both fields can be set in the Document Types settings.
The partner's name is entered in the Customer or Consignee field by typing the first letters of the partner's name. The program will automatically generate a list based of partners previously entered in the Subjects register:
You can also find a partner's name using advanced criteria through the Find Subject function (Ctrl+S).
If you would like to enter a partner that is not listed in the Subjects register, open the Subjects register by clicking on the 
button. You may now enter a new subject.
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If the subject you wish to enter is not in the Subjects register, you must first enter it there. Use the button to open the Subjects register and enter a new subject. |
3.2. Document Numbers and Dates; Confirming a Document
The program automatically generates document numbers. A number is made up of a two digit code for the year, a code for the type of document (identical to that found in the Document Types register), and a series of question marks, which the program will automatically change into a serial number once the document has been approved. The length of the document number format can be set in the Administration Panel.
Dates can be manually entered by clicking on the Date field, or selected from a calendar, which will appear if you click the drop down arrow.
- Packing Slip: the date your warehouse will issue the items and thus increase its inventory;
- Invoice: The date the invoice will be issued or created;
- VAT: The date the document will be filed in tax records. The date the invoice was issued is entered by default and can be changed if necessary.
The current date is the default for all three date fields.
Once a document has been created, it can be approved by checking the box. The document is now ready for further processing in the general ledger and tax records. Authorizations can be used to prevent other users from altering approved documents.
3.3. Entering Data in the Document Header
Choose a Department from the Subjects register (the same way you selected a customer or consignee); you can also set a default department in the Document Types settings. The department entered in the header will automatically appear in the document's lines. You are not required to enter a department.
The Purchase, Currency, Days and Due Date, Text, Delivery Term and Place, Destination Country, and Payment Method fields are also completed through the Subjects register. The Central Bank Rate is taken from the exchange rates of the Bank of Slovenia - the middle exchange rate for the current date as entered in the Administration Panel - Exchange Rate Date (Administration Panel | Settings | Goods | General) is used. The default entry in the Triangular Operation field is 0, no triangular operation. This information can also be changed or entered in the document itself.
In the Linked Document 1 or 2 fields, the number and date of documents linked to the issue invoice you are creating can be entered. The names of fields for related documents can be set in the Document Types settings.
The Responsible field can be filled in, but the Clerk field cannot be changed.
4. Entering Lines
Using the mouse, click on the Item or Name field, depending on whether you wish to search by item or by name. Items can be found by item or by name by typing the first letters of the item or name you wish to find. The program will automatically generate a list of items based on items previously entered in the Items register.
You can also find an item using advanced criteria through the Find Item function (Ctrl+F).
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If the item you wish to enter is not in the Items register, you must first enter it. Open the Items register by double clicking the ID or Name field to enter a new item. |
When you have selected the desired item, enter the quantity in the Quantity column. All other information will be automatically entered by the program on the basis of parameters entered in the Items register, or will be calculated. Of course, you can also change the specific parameters of individual lines.
Use the 
key to move between columns and the 
cursor key to move to a new row.
5. Value Bar
5.1. Document Note
Double click the Document Note field to enter notes. Text entered here will appear on the printout of the receiving document.
5.2. Value Information
Fields marked in grey are automatically calculated by the program and cannot be changed.
The Value and Discount that the program has calculated between the the lines can be entered. If you've already entered a discount when creating lines, this information will appear here.
6. Printing an Issue Document
When you have created an issue document, you can print it by clicking on the Packing Slip or Invoice button. By default the latest form of the invoice will be printed.
If you would like to print out a different form of the invoice, right click the Packing Slip or Invoice button and select the desired form.
General Functions:
Related Topics: