ACCOUNT RECEIVABLE

Main Menu > Accounting > Customers > Receivable

Depending on your business, there are different ways to automate the customer invoice creation in Netforce. Usually, draft invoices are created by the system (with information coming from other documents like sales order) and accountants just have to validate draft invoices and send the invoices in batch (by regular post or email).

Depending on your business, you may opt for one of the following way to create draft invoices:

In most companies, salespeople create quotations that become sales orders once they are validated. Then, draft invoices are created based on the sales order. You have different options follow:

• Invoice manually: directly create on Customer Receivable menu
• Invoice based on Sales Order: use a Copy to Customer Invoice option on the sale order to trigger the draft invoice
• Invoice based on Goods Issue

Manually create a new invoice

Be able to create a new invoice directly from the Receivable menu.

• Go to menu: Accounting → Customer → Receivable

After Click “Receivable”, the system shows the Tab status :

• Tab : “Summary” is the tab that shows the dashboard page

• Tab “All” is the tab that shows all customer receivable status

• Tab “Draft” is the tab that shows customer receivable is draft

• Tab “Waiting Approval” is the tab that shows customer receivable t is waiting approve by click the button “Save & submit for approval”

After clicking the button “Save & submit for approval”

• Tab “Waiting Payment” is the tab that shows customer receivable is waiting payment

• Tab “Paid” is the tab that shows customer receivable is paid

• Tab “Void” is the  tab that shows customer receivable is cancelled

How to create the customer receivable

• Creating the customer receivable by clicking the button “New Invoice”

• Input invoice details:

• Tab General

• Contact : Customer name
• Billing Address : Automatically selected when selecting a contact (See set up billing address in how to “Create new contact”
• Date : Invoicing date
• Due Date : Invoice due date
• Number : Running sequence number automatically generated by system
• Ref : Reference document number (If available)
• Currency : Automatically selected from default currency
• Currency Rate : Please go to in tab “other info” by default take from currencies setting
• Tax Type : There are 3 types of tax

• Tax Exclusive (Sales total before VAT)
• Tax Inclusive  (Sales total included VAT)
• No Tax  (Sales total without VAT)

• Tax Invoice Number. :  Running sequence number automatically generated by system (In case tax components are selected in invoice line)
• Payment Terms: Automatically selected when selecting a contact (See how to configure payment term in how to set up “Payment Term Methods”) or manually select.  The system computes a payment due date by using the number of days that are set up in payment terms.
• Related To : Related document where the invoice copy from. For example,Copy invoice from sales order.
• Outstanding Credit : Outstanding credit amount. In case credit notes are made for this customer and the credit amount is not allocated to any invoice yet.
• Outstanding Deposit : Outstanding deposit amount. In case debit notes are made for this customer and the debit amount is not allocated to any invoices yet.

• Input invoice line details

• Product : Select product item (The product can be product or service)
• Description : Product name or description (This can be default product name by select product item) or type description manually.
• Qty : Product Quantity
• UoM : Sales Unit of Measure of product
• Unit Price : Price per unit of product
• Disc % : Discount percentage per invoice line
• Disc Amt : Discount amount per invoice line
• Account : Income/Sales account code
• Tax Rate : Tax component per invoice line
• Tracking-1 : Select branch if record accounting by branch
• Tracking-2 : Select department if record accounting by department
• Amount : Automatically computes sales amount by line
• Add a new line : Add more line by clicking the button
• Memo : Memo as text
• Note : Type text

• The system will calculate the subtotal, tax amount, total and due amount by automatic

• Tab Taxes

• Tax Comp. : Tax type
• Base Amount : Tax base
• Tax amount
• Tax Invoice Number
• Tax Date
• Calculate Taxes : The system will calculate tax by automatic

• Tab Allocate Deposit

• Deposit : The document deposit
• Date : The date deposit
• Outstanding Deposit : the balance deposit
• Amount : the deposit amount

• Tab Other Info

• Journal : The type journal entry
• Sequence : The type sequence number
• Payment Method : The payment method
• Create Time : The document date is created

• Click the button “Save” then click the button “Approve” to post an invoice. The Invoice status has changed to “Waiting Payment”

• Make a payment detail

• Amount : The amount that paid
• Date : The date that paid
• Account : The account that paid
• Ref : The reference number
• Add Payment : The button to paid the payment

• Print invoice form by clicking the Print button

• Then the system will pop up the window and click the button Print

• Invoice form in PDF format

• View journal entry by clicking  Options  →  View Journal Entry

• Journal entry of the invoice

The system can search the invoice by click the button “Search”

After clicking the button Search, can select the field to search the invoice

• Contact : The customer contact
• Currency : The currency of customer invoice
• Date : The receive date
• Subtype : The type of payment
• Type : The type of invoice
• Billing : The address of invoice
• Due Date : The paid date
• Memo : The detail in the field memo
• Number : The document number
• Product
• Ref : The reference number
• Status : The invoice status
• Tax Invoice Number

Create Invoice from Sale Order

• Go to menu:  Sales → Sales Orders. Open a confirmed sales order and click Options →Copy To Customer Invoice

• System will create a draft invoice or find this invoice later by accessing menu:  Accounting → Customer →Receivable)

• Click approve after completion

• The status has changed to “Waiting Payment”

Note:  If amount is not covered with SO, can create Invoice by clicking the button “Copy To Customer Invoice” until the amount is covered with SO.

SO

Click the button “Copy To Customer Invoice” to create the partial Invoice. And will get the first Invoice below

If the amount is not covered with SO, can create Invoice by clicking the button “Copy To Customer Invoice. Will get the second Invoice below

After creating Invoice that the amount cover with SO and click the button “Copy To Customer Invoice” again, the system will shows error and cannot create Invoice.

Create Invoice from Good Issue

• Go to menu:  Inventory → Inventory → Good Issue. Open an approved good Issue and click Options →Copy To Customer Invoice

• System will create a draft invoice or find this invoice later by access to menu Accounting → Customer →Receivable

• Click approve after completion

• The status has changed to “Waiting Payment”

Note: If Invoice be related with Bill Issue, can’t draft or Void

Bill Issue

Invoice

If total in the invoice is zero, the system can’t press the button Approve.