In this chapter, you'll find an explanation of how items are issued, documents are created for consignees, and services are invoiced. All invoices/receiving slips, credit/debt notes, etc. (in short, all issues that effect your business results or your company's numbers) are entered this way. Simply speaking, an issue document will change the inventory at a warehouse and create receivables from a customer.

When issuing with a document, a general rule is one receiving slip = one invoice! If you would like to invoice multiple packing slips together, use internal issue documents for the receiving slips and invoice them together with a collective invoice.

Like with all other operations, when you would like to issue goods with a document, you must first select a document type. Choose a document type from document types that have been entered in the Document Types settings. Of course, you can also select predefined document types.

You can make work easier by creating a desktop shortcut for document that you frequently open and use. If you've created a shortcut, open a document simply by clicking the shortcut in the taskbar.

I. Open a New Record

Click the new record button in the taskbar of the desired document. This will open a blank form, where new information can be entered.

a. Issues based on Orders

The fastest way to create an invoice is directly from a sales order! Every order can be used as a template for creating a document for the issue of goods.

If you are issuing goods on the basis of an order that has already been created, you can save considerable time and effort by clicking the Add button in the Lines section of the Issue document and simply copying the order to the issue document.

The program will transfer all information in the order to the issue document. Once you've added the desired order, you're ready to move on to step II - payment

b. Creating a New Document

Let's say that we're issuing goods for which we have not entered an order in the program.

1. Enter information about the customer

If a customer is already entered in the Subjects register, all you have to do is enter their name. If a customer is not in the Subjects register, they must be added before they can be used in an issue document. To do this, simply click the new record button in the panel for entering a customer. This will open a blank form in the Subjects register where you can enter a new customer.

If the payer differs from the consignee, enter the payer as the primary party (customer) and the consignee as the third party (consignee).

2. Enter dates, payment deadlines, the currency of the document, the sell to method, and the price class

If any of this information has been entered for this subject in the Subjects register, it will be entered in the issue document as soon as you enter a subject. Intelligent use of registers and default values can make entering information in documents significantly easier.

3. Enter lines in the document

a. ID and name of the item

Enter or select the items that you would like to issue. You can type items in the lines or select them from a look-up list based on:

• ID

• Name

Fields for an item's ID and name are connected: you can select the desired item either by ID or by name, and the missing information (the ID field if you entered the item's name or the Name field if you entered the item's ID) will be filled in automatically by the program.

In the above illustration, the default settings for the look-up list are shown. The Find Item settings, which can be found at Settings | Program | Administration Panel | Settings | Program Parameters | Items | Find Item, are used to specify which information will appear in the look-up list for selecting items.

You can also change an item's name in the document. This way, you can supplement a generic item ID (for example SRVCE) with a full description (for example, shoe shine with pro-forma invoice 3456/00).

b. Issued quantity

For each line line, enter the quantity that you would like to issue with the issue document that you are creating.

c. Serial Numbers

If the item that you are issuing with a line is tracked by serial numbers, you must also select serial numbers from stock.

d. Other Information

Other information will be entered in the line automatically by the program. It can be changed if necessary. So the program will use the item sale price, valuation price, and number of packages based on the customer's price class or contract prices.

e. Move to the next line

Move to the next line using the down cursor key. When you do this, you will both update and save the line you have just entered and move to a blank line where you can enter another item.

II. Payment in Cash

Cash payments are recorded when a customer pays for goods by cash, check, or charge and you receive payment when the issue is made.

Open the Cash tab and click the Payment button.

When you do this the program will open the cash receipt that has been created. The receipt can be printed if needed. For a detailed description of cash register operations, see the help topic on the Cash Register module.

If an invoice has been paid in cash, the amount of the invoice will also be shown in the Paid in Cash field in the invoice.

III. Reports

You can also print the issue document in the form as an invoice, receiving slip, or packing slip. You can add your own customized reports to each of these predefined report types.

The easiest way to see which reports are available is to click on the print button in the taskbar.