Sales Process > Invoicing: Sources of Customer Invoices
  PPT
Invoicing: Sources of Customer Invoices
Sources of Customer Invoices
Customer invoices can either originate from sales orders, or can be created in Financials.
In the first instance, invoices are created using Invoice Post and Print (7.13.4).
In the second instance, invoices are created using Customer Invoice Create (27.1.1.1). Financial invoices can be created to process additional charges or price adjustments.
Customer Invoicing Process
Key Invoicing Points
Invoice numbers are generated using daybooks. If the daybooks are set up by site, the invoice numbering is also site specific. This setting is a legal requirement in some European countries.
Invoice posting and printing are combined in QAD Enterprise Financials. Before posting, you can preview invoices. You can also reprint invoices after posting.
When the enhanced shipping functionality is used, the shipping data is passed to Financials for invoice creation.
 
The correction invoice functionality lets you maintain a link between original invoices and corrections. This function streamlines order entry because all details from the original invoice are copied to the new sales order, ready to be updated.
 
US Exercise: Sales Process
In this exercise, you will create and post customer invoices based on sales orders.
Use the following parameters where needed:
 
Parameter
Value
Entity
10USACO
Sub-account
Elec
Cost Center
default or Adm
Intercompany
USACO
Site
10-100
Location
010
Printer
PAGE
For all other fields, use the default or choose data from a lookup.
1 Use Sales Order Maintenance (7.1.1) to create a sales order.
a Press Enter on the Order field. Note the order number (needed for the next step)_______________.
 
Field
Value
Sales Oder Header
 
Sold-To
10C1005 (Rockland Industrial Company)
Bill-To
10C1005 (Rockland Industrial Company)
Ship-To
10C1005 (Rockland Industrial Company)
 
 
Details
 
Taxable
No
b Specify the line details:
 
Field
Value
Ln
1
Item Number
02003
Site
10-100
Qty Ordered
100
List Price
USD 2.34
Note: On the sales order line, enter the List Price in the field. Do not use the Price List popup window.
c Press Enter to confirm the line. At line 2, click End Lines and then click Trailer to go to the trailer.
d Press Next twice to confirm the order.
2 Use Sales Order Shipments (7.9.15) to ship all 100 units.
 
Field
Value
Order
Insert the order number created at step 1
Site
10-100
a Click Next until you reach the lines frame. Enter the data for line 1.
 
Field
Value
Ln
1
Quantity
100
b Press Enter, then Next twice.
“Display sales order lines being shipped”: Yes.
“Is all information correct?”: Yes
c Review the trailer and press Next twice to save.
 
3 Review the ready to invoice sales order in Pending Invoice Register (7.13.2).
 
Field
Value
Sales Order
Enter the sales order number from step 1.
4 Review the created transactions using Unposted Transaction Register (25.13.14).
 
Field
Value
Entered Date
Today
To
Today
5 Use Operational Transaction Post (25.13.7) to post the sales order shipment. Limit postings by using the daybook ISS-SO and the current date.
 
Field
Value
Daybook
ISS-SO
To
ISS-SO
6 Review the GL transaction in Journal Entry View (25.13.1.3). Select transactions for daybook ISS-SO only.
 
Field
Value
Daybook Code
ISS-SO
Double-click your transaction to review the posting details.
7 Use Preview Invoice Print (7.13.3) to print a draft invoice for your sales order.
 
Field
Value
Sales Order
Enter the sales order number created at Step 1.
To
Re-enter the SO number.
8 Use Invoice Post and Print (7.13.4) to post the customer invoice.
a Enter the sales order number to post.
b Click Next.
c In the Invoice Post Output and Invoice Print Output fields, specify Page.
d Click Next.
A new window opens with the posting details.
e After reviewing the posting details, close the window.
9 View the customer invoice using Customer Invoice View (27.1.1.3).
Look for the customer number (10C1005 Rockland Industrial Company) in the browse and double-click it to select it. Click Search to display the invoices for this customer. You can use the browse filters to further target your search.
10 Review the invoice posting on the CI Posting tab.
11 Run the following reports with the current date as the posting date:
• GL Transaction Report (25.15.1.1)
• GL Transactions Audit Log (25.15.1.9)
• GL Transactions by Daybook (25.15.1.4)
Use the filter criteria to make your search easier (for example, daybook, customer, date).
Note: If unposted transactions prevent the report from running, select Tools | Manage Filter Fields in the menu. Select to display the Check for Unposted Transactions filter criteria. Set Check for Unposted Transactions to No when running the report.
EMEA Exercise: Sales Process
In this exercise, you will create and post customer invoices based on sales orders.
Use the following parameters where needed:
 
Field
Value
Entity
22UKCO
Sub-Account
Elec
Cost Center
default, or Adm
Site
22-100
Location
10
Printer
PAGE
For all other fields, choose data from the lookups
1 Use Sales Order Maintenance (7.1.1) to create a sales order.
a Press Enter on the Order field. Note the order number (needed for the next step)_______________.
 
Field
Value
Sales Oder Header
 
Sold-To
22C1001 (Teasdale Hospital)
Bill-To
22C1001 (Teasdale Hospital)
Ship-To
22C1001 (Teasdale Hospital)
 
 
Details
 
Taxable
No
b Specify the line details:
 
Field
Value
Ln
1
Item Number
02003
Site
22-100
Qty Ordered
100
List Price
GBP 2.34
Note: On the sales order line, enter the List Price in the field. Do not use the Price List popup window.
c Press Enter to confirm the line. At line 2, click End Lines and then click Trailer to go to the trailer.
d Press Next twice to confirm the order.
2 Use Sales Order Shipments (7.9.15) to ship all 100 units.
 
Field
Value
Order
Enter the order number created at Step 1.
Site
22-100
Lot/Serial
Select from lookup
a Click Next until you reach the lines frame. Enter the data for line 1.
 
Field
Value
Ln
1
Quantity
100
b Press Enter, then Next twice.
“Display sales order lines being shipped”: Yes.
“Is all information correct?”: Yes
c Review the trailer and press Next twice to save.
3 Review the ready to invoice sales order in Pending Invoice Register (7.13.2).
 
Field
Value
Sales Order
Enter the sales order number from Step 1.
4 Review the created transactions using Unposted Transaction Register (25.13.14).
 
Field
Value
Entered Date
Today
To
Today
5 Use Operational Transaction Post (25.13.7) to post the sales order shipment. Limit postings by using the daybook ISS-SO and specify the current date.
 
Field
Value
Daybook
ISS-SO
To
ISS-SO
6 Review the GL transaction in Journal Entry View (25.13.1.3). Select transactions of daybook ISS-SO only.
 
Field
Value
Daybook Code
ISS-SO
Double-click your transaction to review the posting details.
7 Use Preview Invoice Print (7.13.3) to print a draft invoice for your sales order.
 
Field
Value
Sales Order
Enter the sales order number created at step 1
To
Re-enter the SO number
Click Next to confirm.
8 Use Invoice Post and Print (7.13.4) to post the customer invoice.
a Enter the sales order number to post.
b Click Next.
c In the Invoice Post Output and Invoice Print Output fields, specify Page.
d Click Next.
A new window opens with the posting details.
e After reviewing the posting details, close the window.
9 View the customer invoice in Customer Invoice View (27.1.1.3).
Look for your customer number (22C1001 (Teasdale Hospital)) in the browse and double-click to select it. Click Search to display the invoices for this customer. You can use other browse filters to further target your search.
Review the invoice posting on the CI Posting tab.
10 Run the following reports with the current date as the posting date:
• GL Transaction Report (25.15.1.1)
• GL Transactions Audit Log (25.15.1.9)
• GL Transactions By Daybook (25.15.1.4)
Use the filter criteria to make your search easier (for example, daybook, customer, date).
Note: If unposted transactions prevent the report from running, select Tools | Manage Filter Fields in the menu. Select to display the Check for Unposted Transactions filter criteria. Set Check for Unposted Transactions to No when running the report.