Creating issue documents

This chapter presents an example of how to create a new issuing document in PANTHEON.

In this example of creating an issuing document, the functionality of creating a document by adding will be presented. The functionality allows you to create issuing documents by adding item lines directly from sales orders.

The process of creating issuing documents is presented using the example below.

CASE SUMMARY Sally Sales, Head of Wholesale at Tecta, received two orders from the customer Ikea Eurupe. She wants to create an issuing document using the functionality of creating a document by adding from orders. She wants to print the document, issue an eInvoice, then save the document to eDocumentation and post the invoice. The whole process is carried out as follows: 1. Selecting the appropriate issuing document type 2. Creating a new issuing document 3. Entering data into the issuing document header 4. Entering item lines into the issuing document 5. Checking values, adding a discount and note 6. Printing the issuing document 7. Exporting issuing eDocument and transferring it into eDocumentation 8. Posting the issuing document

1. Selecting the appropriate issuing document type

In order to start entering a new issuing document, the person responsible at the Wholesale Department must first select the appropriate issuing document type.

HINT The issue type Document affects both goods movement and cash flow, whereas the issue type Internal only affects the goods movement and the issue type Collective only the cash flow. There are also issuing documents for POS, Prepayment and Own use .

The person responsible opens the menu Goods | Issue | Document and selects the document type 3000 - Sale from the list.

The person responsible then creates a new document and fills in the main data and item lines.

2. Creating a new issuing document

The person responsible wants to enter all the item lines from the two orders below of the customer Ikea Eurupe d.d. on the selected issuing document.

HINT Before the ordered items are issued, their stock can be checked using the option Browse stock.

The document form 3000 - Sale appears on the screen.

To create a new document, the toolbar button (Insert record) is selected .

Among the navigation buttons, a new record  appears in the field Number, which is assigned a new consecutive number and is saved after clicking the button Post edit.

HINT The document number consists of the two-digit year, the document type ID and the serial number of the document.

The person responsible then starts to enter data in the document header.

3. Entering data into the issuing document header

The issuing document is divided into three parts: the document header, the document lines and the value bar.

The person responsible first enters data in the fields Customer and Consignee of the document header.

The person responsible received the order from the customer IKEA Eurupe, d.d., so the person responsible enters the name Ikea in the field Customer and selects the ID offered from the drop-down list, which shows data from the Subjects register.

The desired subject is selected from the list and its details are automatically populated on the issuing document in the fields Customer and Consignee by default.

HINT If the customer and consignee are not the same, you can change the details. If you are working with a new customer and you have not yet entered them into the program, you can do so in the Subjects register. For a more detailed view, see the chapter showing an example of how to enter a new customer.

The following fields are automatically populated with data from the Subjects register:

• Packing slip date
• Invoice date
• VAT date
• Department
• Sell-to
• Currency
• Days to pay
• Transaction Type
• Text
• Deliver via
• Terms/Place
• Payment method
• Price level

The data is checked by the person responsible and corrected if necessary.

In the field Order, the number and date of the documents linked to the invoice are entered. In this case, the person responsible enters the order numbers 24-0100-000001 and 02 and selects the corresponding dates.

HINT The names of the fields Order and Packing slip are set in the Document types register.

The person responsible also defines the Clerk (i.e. person responsible), in this case, the person responsible chooses themselves while the value in the field Clerk cannot be changed.

This completes the process of entering all the main data in the document header, as shown in the image above. The person responsible then enters item lines into the issuing document.

4. Entering item lines into the issuing document

The person responsible defines the warehouse where the goods to be issued are located.

Warehouse Wholesale is selected from the drop-down list of the field Warehouse. The person responsible may choose among the warehouses specified in the Subjects register.

The person responsible wants to issue goods from two orders, so the person responsible chooses to create an issuing document by adding.

HINT If you want to create an issue for a single sales order, you can create the issuing document on the sales order by clicking on the button (Create).

On the issuing document, the person responsible clicks the toolbar button (Add) and the window Add Documents/Lines to Packing Slip opens.

Here, the person responsible selects the sales orders from which the item lines should be transferred to the issuing document.

First, the limiting criteria is defined by checking the radio button SO (sales orders), entering 1.4.2022 in the field Date from, selecting Warehouse Wholesale and clicking the button Select.

In the tab Select documents, the desired sales orders 24-0100-000001 and 02 are displayed. The person responsible selects both of them and then clicks the arrows button to transfer these to the Lines to transfer.

By clicking the button Add, the item lines are added to the document 24-3000-000001.

The program automatically fills in the rest of the main data in the item line (price, value, VAT, etc.), as specified in the Items register.

HINT In the tab Links, you can see linked documents on all documents.

If item lines are entered manually, the person responsible can navigate between the columns using the key ENTER and move to a new row by using the navigation key . The item lines are entered in the column Item or Name in a blank line.

5. Checking values, adding a discount and note

The person responsible checks the total value and the VAT value in the value bar.

In the field Discount 1 field, 5% discount on the total value is entered.

The total value of the issue document is therefore 7.500,00 EUR, including VAT of 1.567,50 EUR and a discount of 375,00 EUR.

A note is added to the document, which will also be visible on the document report.

This is done by clicking and entering text in the field Document note. The person responsible enters a note that the ordered goods are to be delivered to the PE Ljubljana, as shown in the image below.

6. Printing the issuing document

To easily visualize the issuing document, the person responsible prints it.

To prepare a print copy, the person responsible clicks the button Packing slip or Invoice.

Because the person responsible also wants to specify the format of the report, the person responsible clicks the button with the right mouse button. From the invoice drop-down menu, the report format 2OA- Invoice is selected.

This opens a preview of the desired issuing document report. Then, the button (Print) is clicked to print the document for review.

7. Exporting issuing eDocument and transferring it into eDocumentation

The Ikea customer wants to receive eInvoices in the ESlog 2.0 format. Thus, the person responsible wants to issue an eInvoice and save the issuing document to the eDocumentation.

Clicking the button (Import/Export data) and selecting the option Export eDocument Document for Customer opens the window Export subject's documents as eDocument.

In the tab Preparation, ESlog 2.0 is selected from the drop-down list. Then, the checkboxes Export XML, Send to documentation, Export PDF and Export envelope are checked, as shown in the image below.

In the list, the person responsible clicks the issuing document to be exported and clicks the button Create.

The window Documents opens, where the created file has been transferred.

The created file is displayed on the issuing document. The file is located in the toolbar under the tab Documentation | Files.

The person responsible wants to send an eInvoice via bizBox to the customer.

HINT From 1 October 2020, it is mandatory to send eInvoices using the eSlog 2.0 version to the budget users.

In the document toolbar, the button  (Import/Export data) is clicked and the menu option Send to Bizbox is selected. 

8. Posting the issuing document

The person responsible wants to post the issuing document.

In the tab Posts of the issuing document, the person responsible selects the receivables account and clicks the button Post to post the document.