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.
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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.
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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: