In this part of the tutorial, we will raise a sales invoice for a customer already identified in Pegasus Capital Lite and complete the invoice details by picking an item from the product files.
You will soon see how simply and quickly you can raise invoice and credit note documents, as Pegasus Capital Lite fills in most of the information you need.
We begin by selecting the option to enter a new sales invoice through the Postings menu and the Invoicing submenu.
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Introduction
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A blank form is displayed to begin with. We will start by selecting a customer from the files, using the 'finder'. By clicking on the magnifying glass icon button in the Customer ID field, the finder pops up a list of customers from which we can select the one we want.
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Invoice Header Details
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Notice that the program displays information from the customer account record for your information, including important details like the credit limit and current balance.
The program has automatically allocated the next invoice number and dated the invoice. The due date is the date on which the invoice is due under the terms.
We will now enter the customer's order number in the Customer Ref. box, followed by the method of despatch.
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Invoice Header Details
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If the items are to be delivered to an address other than the invoice address, we can enter the delivery details in the box provided.
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Invoice Header Details
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Now we click on the Document Footer Details tab to complete the details that will be shown at the end of the invoice detail lines.
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Document Footer Details
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The footer tab includes any settlement discount already specified on the customer record, any overall discount to be applied to the whole and the carriage details.
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Document Footer Details
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We have added ú4.00 carriage to the invoice and the VAT code ensures that VAT is applied at the standard rate.
The Narrative box allows us to enter a message or memo that can be printed at the foot of the invoice document.
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Document Footer Details
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We now click on the Product Details tab to complete the content of the invoice.
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Product Details
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Here we add all the items that are to be included on the invoice. We are going to pick an item from the product files using the 'finder'.
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Product Details
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Notice that the program retrieves relevant product information including the in stock level, description, price and customer line discount. The invoice totals already include the carriage charge entered on the previous tab.
We will now complete the line by entering the quantity.
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Product Details
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The program has updated the invoice totals accordingly. We will add another item in a similar way.
Notice that we are given the opportunity to amend the description, group code, price, discount and VAT code even though defaults are displayed.
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Product Details
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We could continue to add further lines to this invoice, but we have finished this example. We will therefore click on the Save button to store the details.
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Product Details
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The form is cleared ready for another invoice or credit note to be entered.
We will now click on the Close button to clear the form the screen and move to the next stage which involves printing the invoice.
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Ending Invoice Input
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You don't have to print the invoice document as soon as you've entered it - if you prefer, you can print a batch of outstanding invoices when you've finished raising many documents throughout the day.
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Printing the Invoice
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Notice that we can print outstanding invoices (ones that have not yet been printed), or reprint ones that have already been printed, but for which another copy is needed.
We will now print the invoice we've just raised.
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Printing the Invoice
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The program displays a list of invoices. Here you can see the one we raised. It is also possible to choose invoices for a specific customer by clicking on the Load for a Specific Customer ID option. We would then need to identify the customer concerned.
We will now click on the invoice to highlight it and choose the Print Selected Invoices button to begin the process.
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Printing the Invoice
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The program displays a preview of the invoice being printed.
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Printing the Invoice
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The program asks us to confirm that the invoice printed successfully before we finish. If not, we can print it again.
That conclues the invoicing tutorial. The enquiries tutorial will illustrate the postings made as a result of raising this invoice
