Overview
This application allows the user to capture an invoice for a specific product (Diamond, Gold, Copper, etc)
Function
Capture a new invoice:
Click on the 
button then select the 'New Invoice' option.
The 'Header' tab will be displayed first.
Here you will be requested to fill in the following information:
- The 'Invoice Type' will determine if your invoice is a Provisional Invoice or a Final Invoice.
- If you select Final Invoice you will have the choice to continue capturing a Final Invoice from a Provisional Invoice, cancel and capture a Provisional Invoice instead or to stop capturing an invoice.
- If you click 
to capture a Final Invoice from a Provisional invoice you will be requested to enter the invoice number. When you have entered the number click the 
button.
- Invoice Date and Period can be specified
- Select a Debtor using the picker:
- The Debtor Name will automatically be populated once you have selected a Debtor:
- Select the Product which you are making the invoice out for: (These products and there prices are added and maintained in the Product Master Application and Product Grades and Price Maintenance Application)
- The Reference is filled in manually:
- Select whether to use Company Bank Details or Selected Bank Details on the invoice. DataSaint can set up a default bank account code for the sales invoices. The program will automatically load the bank if this default is set up. If no bank default is set up then the program will use the company bank details. The bank details can be maintained in the Bank Master application.
- The values will automatically be calculated in the section on the right. You can select the currency of the invoice, whether to add VAT and you can select a tax code.
You can now click on the 'Detail' tab to fill in the detail for the product:
Click on the 
button then select the 'New Line' menu option 
.
- The value of the product will be the "Carats/Ounces" field multiplied by the "Value per Carat" (In the top right-hand corner of the screen you can see this in the "Total Line Value" box)
- The LOT Number field will be displayed on the Product Invoice. The system automatically inserts a value for the lot field. The user can then change the filed as required.
- "Stone Count" is for display purposes only and is not part of any calculations.
- The "Selling Price per Carat" contains the unmodified and prediscounted value per carat.
- The "Invoice Value per Carat" shows the value per carat after debtor discounts for the grade.
- "Freight Cost" shows the treatment costs for the product. Treatment never includes VAT. (Invoices with freight costs can be posted if a Treatment control account has been set up)
Fill in the product detail as required and click on the 
button.
To undo the changes click on the 'Cancel' button and select 'Cancel Line Changes'
When the button says 
it means that it will save the current invoice line.
When the button says 
it means that it will post the entire invoice.
From this screen you will also have the option to copy the previous line by clicking the 
button.
Follow these steps every time you wish to add another line to the invoice.
Once all the required lines have been captured for the invoice we can Post the invoice using the 
button.
This dialog screen is used to decide hot to handle the invoice posting:
Post - Will complete the invoice. Accounting entries posted.
Hold - Will place the invoice on hold to be posted at a later stage.
Cancel - Will stop posting, allowing the user to cancel all changes or make additional changes to the invoice.
Click on 'Post' or 'Hold'
Amending Detail Lines while Capturing an Invoice:
While capturing an invoice you can amend the lines already captured before posting the invoice.
Double-click the invoice line in the grid to load the data for that line.
Click the 'Amend' button and select the 'Amend Line' menu option.
You will then be in 'Amend Line' mode. Make the required changes to the line and click the 
button.
Follow the same steps to Amend a held invoice, just select the 'Amend Held Invoice' option.
Deleting Detail Lines while Capturing an Invoice:
While capturing an invoice you can delete the lines already captured before posting the invoice.
Double-click the invoice line in the grid to load the data for that line.
Click the 'Delete' button and select the 'Delete Line' menu option.
Follow the same steps to delete a held invoice. Just select the 'Delete Held Invoice' option.
Posted Provisional and Final invoices have to be credited. They cannot be deleted once they have been posted.
A credited Provisional Invoice cannot be used to capture a Final Invoice.
A Provisional Invoice cannot be credited if it has been linked to a Final Invoice.
Print Product Invoices:
Click on the 
button:
Specify the printing criteria and click on the 
button.
The selection box allows the user to print invoices or credit notes. The 'All' option will print both.
The 'Pro Forma Items' option will print invoices on hold if checked.
Use the 'Document Number' filed to specify an invoice number to print.
Provisional and Final Invoices:
By default all invoices will be captured as Provisional Invoices.
The user can choose to post a final invoice after an existing provisional invoice or they can choose to capture a final invoice without a provisional invoice.
Logic which applies to Final invoices linked to Provisional invoices:
- Posting a Final Invoice will automatically create a credit note for the provisional invoice.
- Holding Final Invoice will automatically create a held credit note for the provisional invoice.
- Deleting the held final invoice will automatically delete the held credit note.
- The held Provisional credit note cannot be deleted or amended manually.
- Posting the held final invoice will also post the held provisional credit note.
- You can only capture a final invoice when capturing a new invoice.
- You cannot capture a final invoice once any lines have been added to the new invoice. (Invoice must first be canceled)
- Once you have chosen to capture a Final Invoice it cannot be changed back to a Provisional invoice type. The invoice will need to be canceled and a new invoice must be captured.
- You can only capture one Final Invoice per Provisional Invoice.
