Creating a sales ledger posting

Summary

There may be times when you need to post a Sales Ledger invoice but do not require a printed invoice (i.e. you have been given a "Pro-Forma" invoice you wish to use). This article explained how to create such a posting.

More Information

Go to " Sales Ledger Sales Ledger Postings"

• Move to "Doc Type:".
• Select 'Invoice' to post an 'Invoice', or 'Credit' to post a 'Credit Note'. Only when you are setting up the system from scratch should you need to use 'Opening Balance' for Opening Balance.
• At "Account:", type in the customer's account code if known, or search for a customer.
• At "Doc No:" enter the invoice or credit note number.

PLEASE NOTE: This field is 8 characters long so if the number you have is longer than this, make sure you enter the last 8 characters only.

• At "Date", enter the date shown on the invoice\Credit.

Tip: If this is a late invoice and you have already closed the month to which it relates, post it with a date of the 1st of the next month you are going to close.

• At "Comment:", 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. 'VEHICLES', 'PARTS', 'PETROL' or you could enter an Order Number (Maximum of 15 characters).

Tip: If you leave this blank, the system will default the customer code and invoice number here.

• The Payment section of the screen is there in case you wish the pay off the invoice straight away should you need to. Simply add the payment centre as normal and add a comment should you require on (e.g. cheque no).
• Move to the Values section at the lower left part of the screen. Here you can enter the Nett amount at V.A.T. Rate 1 (Current Standard Rate) then press <F3>. The program will work out the V.A.T. for you.

PLEASE NOTE: Check that the V.A.T. shows the same figure as the invoice or credit note. Occasionally you will see small differences, but the figure on the document is that which you should use.

If the invoice has a Settlement on it then the V.A.T. will be the appropriate amount depending on the Settlement percentage. Carry on filling in the Net amounts at any other applicable V.A.T. Rates. When you have finished check the total amounts agree to the invoice.

• At "Cost Centre:", enter the Purchase Centre to code the total nett value if known, or search for the cost centre.
• Check that the invoice total, nett and V.A.T. values are correct.
• On the bottom right of your screen is the Sales ledger number (In the "Ledger No:" field), which is the unique transaction reference for this invoice. Write this number on the actual invoice as your reminder that it has been posted on the system, and so that you can find it easily.
• Finally once you are happy with the posting press <Esc> then [Accept] to save the posting and move onto the next.

See also

• Posting Purchase Invoices
• What is a Sales or Purchase Centre?
• How do I Find a Cost Centre?
• How do I Make a Sales Ledger Posting with Multiple Centres?
• How do I Find a Customer?

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Keywords AND Misspellings

Sales, Invoice, Posting, cost, centre