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					                                                                          Directorate of Finance and Legal Services




                                  CEDAR VERSION 3
                                  SALES INVOICING
                                           Training Notes
                                                             April 2003

                                             Prepared by Melissa Day




                                                       TABLE OF CONTENTS
1.   Creating Standard Text ..............................................................................................................2
2.   Creating An Invoice In Invoice Writer .........................................................................................3
3.   Shortcut Keys .............................................................................................................................7
4.   New Password Rules .................................................................................................................7
5.   Appendix A: Customer Masterfile Input Document ...................................................................8




                                  Should you have any Cedar queries
                               please contact Rizwana Moghul - Ext 4417




                                                                      1
Sales invoices need to be raised using Invoice Writer. Schools and Directorates will enter details
of their invoices, the Income group will post the invoices onto the system and set them to print.


1. Creating Standard Text
This is used to enter or amend standard blocks of text that can by retrieved for any invoice
generated within Invoice Writer. Useful for repetitive data, it can be called onto an invoice by use
of a code.

Shortcut ACT141




To access the screen click on the + or double click on



                                                  2
Sales Invoicing
Invoice Writer
Standard Text


1     ID                  Type a unique 8 character, alpha/numeric code.
2     Description         In description field type a brief description of what the standard text is
3     Text                In text box type the text

Save the data by clicking OK or COMMIT.


2. Creating An Invoice In Invoice Writer

Shortcut ACT143




                                                                                           TABS




To access this screen either click on the + or double click

Sales Invoicing
Invoice Writer
Invoice Writer

You can use the tab key or mouse to move between fields
F2 can be used to go between screens using the mouse

GO TO THE BATCH TAB

The batch header controls information that ensures that all documents are correctly entered.

Complete the fields below:

1       NAME - Type in full name or initials

2       SUB LEDGER – Type in the sub ledger to which the transactions will be posted.
        SL1 – OBU
        SL2 – OBE



                                                  3
        Fast find can be used to find others

Currency comes in depending on what Sub Ledger has been chosen.

Year/Period comes in automatically.

Tax point comes in automatically.

3       BATCH TYPE – Click on down arrow to select invoice or credit note for the batch. Do
        not mix the batches.

4       DEFAULT PREFIX - This is the Prefix to the number on invoices, type I for invoice, C
        for credit note.

Post invoice lines box – leave blank

Sub type leave blank

5       INVOICE TOTALS – Type in Control box Gross Total of invoices.

6       NO OF INVOICES – Type in Control box total number of invoices or credit notes in batch.

7       When you have entered the above information click on COMMIT OR APPLY.

Batch number appears on top left hand side of screen.

CLICK ON INVOICE TAB




                                               4
This screen contains information for each invoice, e.g. customer code, payment terms

1       INVOICE TO - Type in Account Number of Customer, Fast Find can be used if required

2       ORDER REF – Enter order reference if required

3       PREFIX – Comes from the header

4       VAT RATE –Type in vat code, Fast find can be used,

5       DISCOUNT - LEAVE BLANK

6       PAYMENT TERMS – Default to payment terms on customer record, usually 30 days, can be
        changed using fast find

7       SUB TYPE - LEAVE BLANK

8       Save by clicking on COMMIT OR APPLY

9       This will provide a Sales Ledger reference number on top right hand side of screen.

10      HEADER/FOOTER TEXT – If you want to add any text for the customer as a header or
        footer. Click the TEXT button at the bottom of screen. You can use standard data setup
        by typing the code in (if known) or use Fast Find to find it. Press OK. Press the text
        button. The code will disappear and the text will be shown in the grid. You can amend or
        add text if required.

        You can also type free text here.

11      Press OK


12      Click on DETAILS button at bottom of screen to enter details of the products/services
        sold to the customer

13      You can either type the details in using Product code or by typing free text.

        PRODUCT - Click on fast find to find relevant product code.

        FREE TEXT – Type . see below for example

        PRODUCT         QUANTITY            UOM   PRICE PER VAT
        .1              ea 20.00            1     Feeds from previous screen can be changed

14      Click on TEXT CODE

Press OK to the analysed message you get (cfxm3520) if it shows.

There are two ways of adding text by using the code or typing free text:

a       If you have standard data setup then you can put the code in (if known) or use Fast Find
        to find it. Press OK. Click on the Text button. The code will disappear and the text will be
        shown in the grid. You can amend or add text if required. Press OK.

Press Ok to the analysed message if it shows.


                                                  5
b       If you want to type free text click in the text box and type in your text. Press OK.

Press Ok if the analysed message shows.




When all fields are complete, press Commit. If you have more items to use the Next record button
or Down Arrow Key to move onto the next line and repeat from steps 13-14.

From the Details Screen go to the Analysis Tab

CLICK ON THE ANALYSIS TAB




This page is used to enter the chart of accounts analysis for the invoice line. The screen can only
be accessed when the invoice line detail has been entered. To allow the invoice to be posted the
analysed figure must equal the entered amounts and the variance must be zero.


                                                  6
1       COST CENTRE – Enter you Cost Centre, use Fast Find if necessary
2       ACCOUNT – Enter account code, use Fast Find if necessary
3       ACTIIVITY – Enter activity code, use Fast Find if necessary
4       AMOUNT – The amount charged
5       QUANTITY – Quantity associated with amount
6       UOM – Unit of measure code, e.g. EA – each

For example
COST CENTRE          ACCOUNT          ACTIVITY          AMOUNT           QUANTITY        UOM
NDAU                 RRA              ABSC              20.00            1               EA

You can also raise the invoice as a net amount so the amount is just typed in the net amount box,
and quantity and UOM is left blank.

If more analysis lines are to be entered, use the Next record button or Down Arrow key. Press
OK.

When completed choose OK to return to the invoice lines.

7       Click on AUTHORISER button at the bottom of screen
        You will see the Authoriser box has been filled in at the top right hand side.

8       Go batch to Batch Header

        You can change the amounts in the control boxes for invoice totals and no of invoices if
        Required. Click on APPLY or COMMIT..

9       Click on Ready to Post box.

Batch is ready for Income Office to post.

3. Shortcut Keys
F1                                                    Enter query
Shift F2                                              Executes query
F2                                                    Moves between screens
F3                                                    Commits
F4                                                    Exits
F5                                                    Lists values (Fast Find)
F6                                                    Copies Field
F7                                                    Clears Field
Shift F8                                              Help
Shift F9                                              Shows keys
Shift F10                                             Clears Record
F10                                                   Previous block
F11                                                   Count Hits
Shift F11                                             Next block


4. New Password Rules
   Minimum of 6 characters
   Leading character must be Alpha
   Can then be mix of alpha and numeric or all alpha
   Will last for 30 days
   Will be warned
   Will keep a history of last 10 passwords



                                                  7
        5. Appendix A: Customer Masterfile Input Document

                                                  Customer Masterfile Input Document
                                         Oxford Brookes University Group of Companies
                                                  Customer Masterfile Input Document

 Completion Instructions for the attached Input Document
 The field numbers referred to relate to the numbers in column 'A' on the form.

Please note
 For Customer Category PB - Private Sector Business - Either field 1 or 2, plus all other fields are mandatory
 For Customer Category PS - Public Sector - Either field 1 or 2, plus all other fields are mandatory
 For Customer Category PS - Public Sector - Either field 1 or 2, plus all other fields are mandatory

 For Customer Category PS - Public Sector - Either field 1 or 2, plus all other fields are mandatory

A
   Query                                            Notes                            Responses
 1 New Customer ?                                   Is this a new customer (Q1) ,
                                                    or amended details for an
 2 Amend Existing Customer                          existing customer (Q2)?
 3 Which Sales Ledger (s)?                          OBU invoices: SL1:
                                                    OBE invoices: SL2
                                                    OILP invoices: SL3
 4 Account Name                                     Enter customer name


 5 Address                                          Enter customer address




 6 Post Code
 7 Country ID                                       GB = UK
                                                    EC = EEC
                                                    NE = Other / foreign
 8 Contact Name                                     Enter customer contact
 9 Telephone No.                                    Enter all codes


10 Fax No. for invoices                             Enter all codes
11 E-mail address

    Prepared by                                     Type name of Originator
                                                    & School / Directorate
                                                    & Sign below


    Authorised by                                   Signature by Head of School /
                                                    Directorate



    Notes: Signing:
    a) confirms all contracts, controls and checks have been correctly carried out in accordance with University Policy
    b) accepts responsibility for the commercial risk
    c) authorises Finance (Income) to open / amend the account

    Any customer set-up forms not filled out correctly will be returned, which will cause delay in the set-up of customers.
INCOME OFFICE USE
   Entered by
   Date:




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