Difference between revisions of "How do I create regular invoices?"
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== Summary == | == Summary == | ||
The following article explains how to create invoices within Platinum which will be produced on a regular basis such as for storage or rental. | The following article explains how to create invoices within Platinum which will be produced on a regular basis such as for storage or rental. | ||
== More Information == | == More Information == | ||
| − | * Go to {{Menu | + | * Go to {{Menu|{{SL}}|Regular Invoicing}}. |
| − | * For creating and editing regular invoices, choose {{Menu|Add or Edit Regular Invoices}}. | + | * For creating and editing regular invoices, choose {{Menu|Add or Edit Regular Invoices}}. |
* To view a list of invoices to be produced, choose {{Menu|Review/Produce Regular Invoices}}. | * To view a list of invoices to be produced, choose {{Menu|Review/Produce Regular Invoices}}. | ||
=== Creating Regular Invoices === | === Creating Regular Invoices === | ||
| − | * In {{Menu|Add or Edit Regular Invoices}}, click | + | * In {{Menu|Add or Edit Regular Invoices}}, click {{Button|Add}} or press {{KeyPress|F6}}. |
| − | * In the {{DataPrompt|Account}} field, enter the customer's account code or [[Do I have to remember all these | + | |
| + | {{Note|If this is the first time you have used this option the {{Tab|Regular Invoice Properties}} screen will open automatically.}} | ||
| + | |||
| + | * In the {{DataPrompt|Account}} field, enter the customer's account code or [[Do I have to remember all these customer and supplier codes?|search]] for the customer. | ||
| + | |||
| + | * You may allocate a {{DataPrompt|Category}} for this invoice e.g. Rentals or Storage. | ||
| + | ** Press {{KeyPress|C-F1}} to search for a Category or press {{KeyPress|S-F10}} to create a new Category. | ||
| + | ** Enter an {{DataPrompt|Invoice category}} code and {{DataPrompt|Description}}. | ||
| + | ** Click {{Button|Done}} and {{Button|Accept}} to save the new category. | ||
| + | * You may leave {{DataPrompt|Category}} blank. | ||
| + | |||
* In the {{DataPrompt|Description}} field, enter a description that relates to the invoice you are posting. This is what you will see when you view "Customer History" so it should be used to identify the nature of the transaction, e.g. 'Rental' or 'Storage'. | * In the {{DataPrompt|Description}} field, enter a description that relates to the invoice you are posting. This is what you will see when you view "Customer History" so it should be used to identify the nature of the transaction, e.g. 'Rental' or 'Storage'. | ||
| − | * On the {{Tab|Regular}} tab, click on the {{DataPrompt|Template}} field and enter the template code for the regular invoice or press {{KeyPress|C-F1}} to bring up the {{DataValue|Invoice Template Search}} window. Enter the description of a template in the {{DataPrompt|Filter on}} field and click {{Button|Search}} or leave the {{DataPrompt|Filter on}} field blank and press {{KeyPress| | + | * You may enter some notes to remind you what this invoice will be for. The invoice text is entered on the {{Tab|Regular}} tab. |
| − | **If you have not yet set up any invoice templates, from the {{DataPrompt|Invoice Template Search}} window click | + | |
| − | **In the {{DataPrompt|Invoice Template}} field, enter a code for the template and press {{ | + | * On the {{Tab|Regular}} tab, click on the {{DataPrompt|Template}} field and enter the template code for the regular invoice or press {{KeyPress|C-F1}} to bring up the {{DataValue|Invoice Template Search}} window. Enter the description of a template in the {{DataPrompt|Filter on}} field and click {{Button|Search}} or leave the {{DataPrompt|Filter on}} field blank and press {{KeyPress|ENTER}} to view a list of all existing templates. |
| + | |||
| + | **If you have not yet set up any invoice templates, from the {{DataPrompt|Invoice Template Search}} window, click {{Button|Add}}. | ||
| + | **In the {{DataPrompt|Invoice Template}} field, enter a code for the template and press {{KeyPress|ENTER}}. | ||
**In the {{DataPrompt|Description}} field, enter a brief description for this invoice template, e.g. 'Monthly Storage Charge'. | **In the {{DataPrompt|Description}} field, enter a brief description for this invoice template, e.g. 'Monthly Storage Charge'. | ||
| − | **On the {{Tab|Template Text}} tab, enter in the text that you wish to appear on the invoice. For any lines that | + | **On the {{Tab|Template Text}} tab, enter in the text that you wish to appear on the invoice. For any lines that have a value, enter a sales centre, the appropriate V.A.T. Rate and the Nett value. |
| − | **Once all details have been entered, click {{Button|Done}} and {{Button|Accept}} to return to the Regular Invoice Properties. | + | **Once all details have been entered, click {{Button|Done}} and {{Button|Accept}} to return to the Regular Invoice Properties. |
| + | |||
*If the invoice is to be produced indefinitely leave the {{DataPrompt|Expiry}} field as {{DataValue|00/00/0000}}, otherwise enter an expiry date. | *If the invoice is to be produced indefinitely leave the {{DataPrompt|Expiry}} field as {{DataValue|00/00/0000}}, otherwise enter an expiry date. | ||
*The system will default to producing the invoice monthly. If this needs to be changed, enter how often the invoice needs to be produced in days, months or on a particular day of a week. | *The system will default to producing the invoice monthly. If this needs to be changed, enter how often the invoice needs to be produced in days, months or on a particular day of a week. | ||
*If the invoice is due regularly in days or months, enter the next due date in the {{DataPrompt|Due}} field. | *If the invoice is due regularly in days or months, enter the next due date in the {{DataPrompt|Due}} field. | ||
| − | *Click {{Button|Done}} and {{Button|Accept}} to save the regular invoice. | + | *Click {{Button|Done}} and {{Button|Accept}} to save the regular invoice. |
=== Producing Regular Invoices === | === Producing Regular Invoices === | ||
| − | *From the {{Menu|Regular Invoicing}} menu, click {{Menu|Review/Produce Regular Invoices}} to see the list of invoices which are due. | + | *From the {{Menu|Regular Invoicing}} menu, click {{Menu|Review/Produce Regular Invoices}} to see the list of invoices which are due. |
*To view the details of an invoice, click on the invoice line and press {{KeyPress|S-F2}}. | *To view the details of an invoice, click on the invoice line and press {{KeyPress|S-F2}}. | ||
*By default the system will select all invoices to be produced. If you only wish to produce a particular invoice, click on the invoice line and press {{KeyPress|F5}} to tag or untag the line. | *By default the system will select all invoices to be produced. If you only wish to produce a particular invoice, click on the invoice line and press {{KeyPress|F5}} to tag or untag the line. | ||
*Click {{Button|Print}} to print the due invoices. | *Click {{Button|Print}} to print the due invoices. | ||
| − | ==See also== | + | == See also == |
| − | *[[How do I | + | * [[How do I produce a text invoice in Platinum?]] |
| + | * [[How do I find a customer?]] | ||
| − | {{KB_Tags|regular, invoice, invoicing, }}{{KB_SL}}{{ZN_Accounts}} | + | {{KB_Tags|regular, invoice, invoicing, storage, subscription, rental, repeat}} |
| + | {{How}}{{KB_SL}}{{ZN_Accounts}} | ||
Latest revision as of 13:32, 7 March 2024
Contents
Summary
The following article explains how to create invoices within Platinum which will be produced on a regular basis such as for storage or rental.
More Information
- Go to " Sales Ledger Regular Invoicing".
- For creating and editing regular invoices, choose " Add or Edit Regular Invoices".
- To view a list of invoices to be produced, choose " Review/Produce Regular Invoices".
Creating Regular Invoices
- In " Add or Edit Regular Invoices", click [Add] or press <F6>.
 | If this is the first time you have used this option the [Regular Invoice Properties] screen will open automatically. |
- In the "Account" field, enter the customer's account code or search for the customer.
- You may allocate a "Category" for this invoice e.g. Rentals or Storage.
- Press <Ctrl+F1> to search for a Category or press <Shift+F10> to create a new Category.
- Enter an "Invoice category" code and "Description".
- Click [Done] and [Accept] to save the new category.
- You may leave "Category" blank.
- In the "Description" field, enter a description that relates to the invoice you are posting. This is what you will see when you view "Customer History" so it should be used to identify the nature of the transaction, e.g. 'Rental' or 'Storage'.
- You may enter some notes to remind you what this invoice will be for. The invoice text is entered on the [Regular] tab.
- On the [Regular] tab, click on the "Template" field and enter the template code for the regular invoice or press <Ctrl+F1> to bring up the 'Invoice Template Search' window. Enter the description of a template in the "Filter on" field and click [Search] or leave the "Filter on" field blank and press <Enter> to view a list of all existing templates.
- If you have not yet set up any invoice templates, from the "Invoice Template Search" window, click [Add].
- In the "Invoice Template" field, enter a code for the template and press <Enter>.
- In the "Description" field, enter a brief description for this invoice template, e.g. 'Monthly Storage Charge'.
- On the [Template Text] tab, enter in the text that you wish to appear on the invoice. For any lines that have a value, enter a sales centre, the appropriate V.A.T. Rate and the Nett value.
- Once all details have been entered, click [Done] and [Accept] to return to the Regular Invoice Properties.
- If the invoice is to be produced indefinitely leave the "Expiry" field as '00/00/0000', otherwise enter an expiry date.
- The system will default to producing the invoice monthly. If this needs to be changed, enter how often the invoice needs to be produced in days, months or on a particular day of a week.
- If the invoice is due regularly in days or months, enter the next due date in the "Due" field.
- Click [Done] and [Accept] to save the regular invoice.
Producing Regular Invoices
- From the " Regular Invoicing" menu, click " Review/Produce Regular Invoices" to see the list of invoices which are due.
- To view the details of an invoice, click on the invoice line and press <Shift+F2>.
- By default the system will select all invoices to be produced. If you only wish to produce a particular invoice, click on the invoice line and press <F5> to tag or untag the line.
- Click [Print] to print the due invoices.
See also
