Non-Stock Sales Invoices and Credit Memos

Create sales invoices and credit memos for non-stock charges without item lines.

Use Bevica you are able to create ad-hoc financial sales invoices and credit memos for anything you need to invoice or credit which is not inventory related.

This article goes through the process of creating and completing a basic financial sales invoice and sales credit memo.

Prerequisites

Working knowledge of Bevica and Sales Ledger.

Creating a Sales Invoice

Sales Invoices are typically created from the Sales Invoice list or an existing Sales Invoice, but can be created from the Customer Card/List and some Role Centres.

Unless created from the Customer Card where the Customer No. is selected automatically, clicking New will present you with a blank Sales Invoice page. The cursor rests on the Customer No. field, then select the customer by either typing its name or using the lookup and searching. Once found, the sales invoice is given its unique number and Bevica populates the invoice with default information from the Customer card; e.g. Payment Terms, Due Date, Salesperson Code, Currency Code.

Any information can be changed if necessary.

The following date fields can be used to help manage the sales invoice process:

Field Name	Field Purpose	Note
Posting Date	Defaults to today's date when the invoice is created.	Will become the Invoice date when the invoice is posted.
Document Date	Defaults to today's date when the invoice is created.	Is used to calculate the 'Due Date'.
Due Date	Is calculated using the 'Document Date' date and 'Payment Terms Code'.

Other useful Sales Invoice fields:

Field Name	Field Purpose	Note
Posting Description	Defaults to the document type and number e.g. Invoice SI00001.	If you are unable to see this field then personalise your page to bring it on. The text in this field is copied to the Posted Sales Invoice, Customer Ledger Entry and G/L Entry 'Description' fields.
External Document No.	Use this field to record your Customers reference number if applicable.
Sales Document Type	A list you can define to help filtering and reporting on sales documents.	The field is copied to posted documents.
Work Description	Is populated from 'Sales' comments on the Customer and Ship-to records.	This text appears on the Sales Order, Sales Credit Memo, Sales Invoice, Posted Sales Invoice and Posted Sales Credit Memo documents.

Adding Sales Invoice Lines

Sales invoice lines can be created manually by selecting the 'Type' of line you want to create. The most used options are:

Option	Option Purpose	Note
Comment	Allows you to enter free text that appears on the sales order document.
G/L Account	For a misc. financial value.	When posted, an entry will be made to this G/L account
Item	Do not select this directly on an invoice. Sales Lines where Type = Item should be processed on a Sales Order.
Resource	For a misc. financial value.	When posted, entries will be created using the posting setup on the Resource card.

Enter a Quantity and a Unit Price. Optionally enter a Line Discount % if applicable.

If you receive one of the following errors when trying to post the Sales Invoice:

Gen. Prod. Posting Group must have a value in Sales Line: Document Type....

OR

VAT Prod. Posting Group must have a value in Sales Line: Document Type...

You need to go to the GL Account you are trying to add onto the line and add values into the following fields on the Posting FastTab:

• VAT Prod Posting Group - enter an appropriate value depending on whether VAT will usually be charged, for example this will be STANDARD if VAT would normally be charged. The VAT Prod. Posting Group can be amended on the Sales Invoice Line.
• Gen. Prod Posting Group - enter SUNDRY.

Once the values have been added, you will need to add the GL Account onto the sales line/s again and you should be able to post the sales invoice.

Completing Invoice Entry

When you have finished entering the invoice, if you are not ready to post the document, you can release the invoice by selecting the 'Release' option on the invoice ribbon in the 'Release' section. Many fields on the sales invoice cannot be amended whilst the invoice is at ‘Released’ status. Users are then aware that this document has been completed and is awaiting posting.

Amending a Completed Invoice

Any invoice can be amended multiple times prior to posting. To amend a ‘Released’ invoice you open the invoice by selecting ‘Reopen’ on the ribbon in the ‘Release’ section. This sets the ‘Status’ field to Open.

Posting an Invoice

Prior to posting, you can select to Preview Posting, so you can check the entries that will be posted. Once you are ready to post you have 3 options:

• Post - posts the sales invoice and removes it from the sales invoice list
• Post and New - posts the sales invoice, removes it from the sales invoice list and creates a new sales invoice document for you to complete
• Post and Send - posts the sales invoice, removes it from the sales invoice list and creates an email with the sales invoice document attached for you to send to the customer.

Posted Sales Invoice

When a Sales Invoice is posted it creates a 'Posted Sales Invoice' transaction. This is a copy of the sales invoice at the point it was posted. From this transaction's page, select 'Navigate' on the ribbon to see what other records Bevica has created. Most commonly: 'Customer Ledger Entries', 'VAT Entries' and 'G/L Entries'.

Sales Credit Memos

A financial Sales Credit Memo, i.e. one that doesn't include inventory, can be created and posted in the same way as a Sales Invoice. If you need to credit anything that is for inventory you must create a Sales Return Order document. When the credit memo is posted, it will create a Posted Sales Credit Memo document.