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Bulk invoicing for Accounting

[Music] we're going to look at how we post a sales batch invoice or batch credit note to the system batch invoices and credit notes or transactions there's no stock associated with them and are therefore postings directly to the gl so we can access the sales batch invoice tab to create a new invoice or new credit note or alternatively back in the customer screen we can access from the customers account we can access an action to create a batch invoice and when the screen opens we're presented with a data capture for the batch voice here we can capture who the customer account is the gl account code analysis code date for the invoice a reference for the invoice plus invoice line details and then the net amount the tax amount and the calculated line total so that's the information capture about the line by line invoices and then the bottom here we capture an exchange rate for the invoices but the subtotal and total is calculated and then what the actions are do we want to close it post it or potentially clear the batch clearing a batch removes all the unprocessed line items or invoices that you've recorded we're going to go ahead and create a batch invoice in the system first thing we do is select the customer that we want to send the invoice to and you'll see the system has brought in and populated some fields for us the gl accounts and bi code that would have been associated with that particular customer account next is the date which by default shows today's date but if we wish we can override it and as with item invoices the invoice date controls which period the invoice is posted to so if the relevant period is closed then the invoice date will stay as entered but the system will alert you and the transaction will be posted to the next open period then the reference number which is a mandatory field the system will force you to record some kind of reference number against the transaction now what's useful is the system will warn you if that reference number has been used with that customer previously so although you'll be able to save the batch you will need to change that reference number before you can post it as a new invoice into the system and the free text description or details field for your court information about that invoice so now moving on to the invoice value amounts the net amount is entered and based on the vat code or tax code that we assigned to this particular invoice we'll get a a tax calculation so we're going to select the standard right here and the system is set up with 20 percent we can if we want we can change that amount sometimes the value amounts the tax amount that's calculated is slightly different and if this happens and it's more intense sense and the difference then we do have a warning just advising us of that and the gross amount is obviously calculated from the net plus the bad amount but just know if we double click on the line total here the system will enter an option that we can change the gross amount sometimes you might have a gross amount but you don't know what the net amount is we could use this to to calculate back and it'll recalculate based on the gross amount and the the tax code what the net and that amount is so there's a simple one-line invoice entered into the system now we can go ahead and we can enter a another invoice and this time we're going to enter for the same customer we're going to put it to a different date we're going to set it to let's say yesterday's date and we'll give it a different number put in again some kind of description and we'll put in about a month we'll use the tax code as it is as i complete that line and move to a new line you'll notice that the screen the highlights in green the line item i've just captured and this is just a confirmation that in the background the canceled queue has has saved this new line item on the batch invoice for us now if we click on the f6 button on the keyboard we can actually copy the line above so this is a kind of quick data entry option that you can use where the line is copied with the customer information the gl account the analysis code the date the reference number etc everything is copied the same and where we might want to use this is if we have for example a second line item so we have description number two and we might have a different net amount and possibly a different tax code so this invoice has the same customer the same reference number and the same date so accounts like you will interpret that as one invoice with two invoice lines so we're going to go and add another invoice this time we're going to select an invoice to a different customer note it is in the same currency and that's one of the restrictions on using the batch entry screens is that the currencies of the different suppliers or different customers in this case have to be the same the system is advising me that i need to record an analysis code for this particular invoice and so i'll go ahead and select that from the drop-down list then i can give it whatever the reference code is and then another details about the invoice and a different invoice amount okay so this time we've entered a new batch invoice line it's a one-line invoice to a different customer and above that we have a two-line invoice to the bet customer and to that same customer a separate one-line invoice date of the 25th so you can see that we've now captured a batch of sales invoices to the system we have the option at this stage to post the batches if we wish we can actually close and when we close the system will save that batch it'll advise us just to make sure that we want to close the screen and when we go back into batch invoice and create a new batch invoice first time we do that the system will open up a window data entry window but it will have saved the last unprocessed batch of information for us so again that's just a nice feature of the system where you might be halfway through a batch and you want to check something out you can do so by using the the save function alternatively we can actually go ahead and post this batch directly into the system and now that we've done that back on the main listing screen we'll see there's those two invoices that we posted to that customer and the other invoice that we posted to delta consulting another thing we can do from the invoice listing screen here is we can click on the invoice reference the voice reference field opens up effectively what is the three lines of the invoice that we have just entered there to delve consulting and using the edit functions on the side here we can actually edit certain elements in certain fields in this particular invoice so for example if we wanted to change the date of the invoice we can just go ahead change the date there process the edits and the system will actually flag these this invoice has been changed put another blue flag on it and we can see in the change log here that the transaction date was changed on the three lines of that invoice we can use the functionalities then down at the bottom of the screen here to reverse this transaction print it off email it out to the customer mark it as dispute or export it the reverse function is the one we're going to look at click on the reverse function what happens is that the system automatically creates a mirror transaction and allocates that credit transaction against the originating invoice you can see down the bottom here that that delta consulting and credit note has been created for us an alternative way to create a credit node in the system is to use the new batch credit note when we select create a new batch credit node in the system we have a data entry screen very similar to the invoice batch invoice entry screen that we saw earlier except for the red font and again we can select a customer that we want to create a credit note for filling out similar details to previously again we need to give it some kind of reference number and we can fill out some kind of description put in the amount we want to credit the customer select the relevance tax code and there we have that one line credit note has been created in the system we can post this sales credit note or sn transaction to the system and at the same time print off a copy if we wish we also have the option then to clear the batch and that basically just removes the lines of uh that you have created in this credit note or in the invoice and brings us back to a blank data entry screen [Music]