Revelation Accounting Software
Chapter 10 – Daily Operations – Invoicing
1.
Introduction...390
2.
What is an Invoice and why is it important in Revelation………391
2.1. Setting up Currency (Forex Clients)...393
2.2. Setting the Currency Reminder...394
3.
Pre - Invoice Menu...394
3.1. Process & Print Invoices...395
3.2. Process & Print After...395
3.3. Process Invoice to Disk...396
3.4. Select another Printer...396
3.5. Set Layout and Invoice Messages...397
3.5.1.
Layout...397
3.5.2.
Message...397
3.5.3.
Email Message...398
3.5.4.
Terms Message...398
3.6. Exit out of the Pre-Invoice Screen...399
3.7. Document number Information Screen...399
4.
Invoice Options Menu...400
4.1. Debtors Invoices...400
4.1.1
Call-up and existing Customer’s Account (Normal and COD Debtors)...400
4.1.2
Customer Information Screen...401
4.1.3
Delivery Address Selection Screen...401
4.1.4
Main Invoice Screen...402
4.1.4.1 Address Details (info Display / Input Prompt)...402
4.1.4.1.1
Customer Postal Address (Display Screen)...402
4.1.4.1.2
Delivery Address...403
4.1.4.1.3
Delivery Method...403
4.1.4.2 Sales Invoice Details...404
4.1.4.2.1
Vat Number Prompt (Input/Info Display)...404
4.1.4.2.2
Account Number (Info Display)...404
4.1.4.2.3
Vat Excluding/Including (Input/Info Display)...404
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4.1.4.2.5
Order Number (Input / Info Display)...405
4.1.4.2.5.1 Importing an Order or Back Order into the Invoice...405
4.1.4.2.5.2 Importing a Pro-Forma Invoice into the Invoice...406
4.1.4.2.5.3 Importing a Quote into the Invoice...406
4.1.4.2.5.4 Invoicing Serialised Items (Enterprise/Empire Only)...407
4.1.4.2.6
Rep Code (Input / Info Display)...408
4.1.4.2.7
Credit Limit (Info Display)...408
4.1.4.2.8
Trade Discount (Info Display)...408
4.1.4.2.9
Payment Terms (Info Display)...409
4.1.4.3 Invoice Main Body Information...409
4.1.4.3.1
Stockcode (Input Prompt)...409
4.1.4.3.1.1 Other Stockcode Search Keys (F-Keys, Barcode/Down Arrow)...409
4.1.4.3.1.2
Special Codes (Input Prompt)...410
4.1.4.3.2
Description (Input / Info Display)...410
4.1.4.3.3
Product Pricing (Input / Info Display)...410
4.1.4.3.4
Tax Code (Input / Info Display)...412
4.1.4.3.5
Quantity (Input)...413
4.1.4.3.6
Line Discount ( Input )...415
4.1.4.3.7
Line Total (Info Display)...417
4.1.4.4 Post Invoice Body Information...417
4.1.4.4.1
Overall Discount (Input / Info Display)...417
4.1.4.4.2
Freight Amount (Input / Info Display)...418
4.1.4.4.3
Goods Value (Info Display)...418
4.1.4.4.4
Discount Total (Info Display)...418
4.1.4.4.5
Freight Total (Info Display)...418
4.1.4.4.6
Vat Total (Info Display)...419
4.1.4.4.7
Total Due (Info Display)...419
4.1.4.4.8
Total Profit (Info Display)...419
4.1.4.4.9
Printer (Selection Option)...419
4.1.4.4.10
Finish/Save...420
4.1.4.4.11
Amend...420
4.1.4.4.12
Narration...420
Revelation Accounting Software
4.2. Post-Invoice Screen...421
4.2.1.
Print a Duplicate Invoice...421
4.2.1.1.
Process a New Invoice...422
4.2.1.2.
Process a Cash Sale...422
4.2.1.3.
Process Cash Received for invoice just processed...422
4.2.1.3.1.
Print a Duplicate copy of this Receipt...423
4.2.1.3.2.
Process a New Invoice for another Debtor...423
4.2.1.3.3.
Process a Cash Sale...423
4.2.1.3.4.
Process/Print a Cash Receipt for a Debtors a/c...423
4.2.1.3.5.
Email a copy of this Receipt to the Client...423
4.2.1.4.
Process new invoice for the SAME Debtor...423
4.2.1.5.
Print a Delivery Note / Packing Slip for this Invoice...424
4.2.1.6.
Print a Delivery Note to Another Printer...424
4.2.1.7.
Process/Print a Cash Receipt for a Credit of a Debtors Account...424
4.2.1.8.
E-mail a copy of the Invoice to the Client...424
4.3. Debtors Credit Notes...425
4.3.1.
Post Credit Note Screen...429
4.3.1.1.
Print a Duplicate copy of this CreditNote...429
4.3.1.2.
Process a New Invoice from another Debtor...429
4.3.1.3.
Process a Cash Sale...429
4.3.1.4.
Process another CreditNote to the same Debtor...429
4.3.1.5.
Process another CREDIT NOTE...429
4.3.1.6.
Process/Print a Cash Receipt for credit of a Debtor’s a/c...430
4.3.1.7.
Email a copy of this CreditNote to the client...430
4.4. Cash Invoices...430
4.4.1.
Delivery Details...431
4.4.2.
Cash Sales Details...432
4.4.3.
Cash Invoice Main Body Information...432
4.4.4.
Post Cash Sales Body Information...433
4.4.5.
Tender Prompt on Save...433
4.4.5.1.
Cash...434
4.4.5.2.
Cheques...434
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4.4.5.4.
EFT’s...434
4.4.5.5.
Voucher...434
4.4.5.6.
Other Tenders...434
4.4.5.7.
Mixed Tender...434
4.5. Cash Refunds...435
4.6. Cash Receipting on Debtors Accounts...437
4.7. Reprinting Invoices...441
4.7.1.
Reprinting (or Emailing) Invoices via a Number or Range of Numbers...442
4.7.2.
Reprinting Invoices via a Debtor’s Account lookup...442
4.7.3.
Reprinting Cash Invoices from the Cash Till Account...443
4.7.4.
Reprinting a Date range of a Debtor’s invoices...444
4.7.5.
Emailing a date range of a Debtor’s invoices...445
4.7.6.
Reprinting and Invoice, using an Order Number...445
4.7.7.
Reprinting a Debtor Receipt...447
4.8. Pro-Forma Invoices...447
4.9. Line-up Invoices...448
4.10.
Cash In/Out of Till...449
4.10.1. Cash Out...449
4.10.2. Cash In...450
4.11.
Till Options...450
4.11.1. Cash Up...450
4.11.2. Swap User / Shift Change...455
4.11.3. Swap Warehouse...456
4.12.
Select Another Printer...457
4.13.
Lock Down Terminal...457
4.14.
Import Sales Order into Invoice...458
5.
Point-of-Sales...459
5.1. Touch Screen POS...460
5.1.1.
The Selection options Screen...461
5.1.1.1.
New Cash Sales...461
5.1.1.1.1.
Sales Screen...462
5.1.1.1.1.1.
Barcode Lookup...462
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5.1.1.1.1.3.
PLU Lookup...464
5.1.1.1.1.3.1.
Selecting the Category Banks...464
5.1.1.1.1.3.2.
Selecting the PLU items...465
5.1.1.1.2.
Extra Options...465
5.1.1.1.2.1.
Voiding a Sale...465
5.1.1.1.2.2.
Finishing a Sale...465
5.1.1.1.3.
Tender Screen...465
5.1.1.1.3.1.
Debtors Account...466
5.1.1.2.
Cash Refund...466
5.1.1.3.
Process Debtors Payment...466
5.1.1.4.
Cash IN or OUT of Till...466
5.1.1.5.
Print Till Totals / Cash Up...467
5.1.1.6.
Reprint the Last sale...468
5.1.1.7.
Switch to another Cashier...468
5.1.1.8.
Lock...468
5.2. Super Market POS...469
6.
Review...472
Attention
Tip
Hot Tip
Warning!
Smarties
Bright Sparks
Revelation Accounting Software
1
Introduction
Invoicing forms the last part of the circle of business. This process books out the stock and or service from your company’s books and in turn replaces then with monies owed to you by your client. Depending on the agreed terms, the client is supposed to pay you on or before a specified date. There are many types of invoices in the industry, each with its own rules and terms. Good
examples of invoices would be rental, service or sales Invoices. Although a Pro-Forma invoice is not really an invoice, we have provided for them in our package and will be discussing them later on.
Processing a Sales Invoice to a Debtor
Click on Sales Invoices / CR. Notes on the Quick Access Menu.
Choose your printing options and click OK.
Click on Debtor Invoices.
Select your Customer and click on Select.
Select the Delivery address and click Select.
Confirm the Vat Number and press Enter on your keyboard to move to the next field.
Revelation Accounting Software
Type in the customer’s Order Number or click on the Down Arrow to import a Quote, SalesOrder or Pro Forma Invoice and click Select.
If no Order number is available, press Enter.
Click on the down arrow and select a Rep code.
In the body of the Invoice under the Stock code field, click on the down arrow or type in the first letter of the stock code e.g. L for Laptop. Now choose the correct stock code and click Select.
Fill in the Quantity and Line Discount, if any and press Enter.
Click on “Finish”.
Fill in Overall Discount and Freight amount (if any).
Click on “Save”. The Invoice will now be processed.
Select another option or escape to the main menu.
The Invoice can be viewed from the Debtor’s Record in the Super Menu – click on Transactions at the bottom. Choose the correct transaction then double click or click on Details. It can also be viewed from the Stock record in the Super Menu – click on Transactions at the bottom. Choose the correct transaction then double click or click on Details.
2
What is an Invoice and why is it important in Revelation
An invoice (an account receivable bill) is a legal document (Contract), issued by a seller to a buyer. This document specifies among other, the products, quantities, and agreed prices for products and or services the seller has provided the buyer. If you are a Vat vendor for the Receiver of Revenue, the invoice also specifies the amount of tax that you are collecting on behalf of the receiver. The signed invoice specifies the terms and conditions of the sales agreement as well as the payment terms. Depending on is you are a seller or a buyer, invoices are either know as a Sales Invoice or a Purchase/Supplier Invoice. To qualify as an invoice, the following must be stated on the document:
The word invoice or if the invoice is subject to Sales Tax, Tax Invoice (or these days “Computer Generated Tax Invoice”, In the event that the invoice as generated by a computer software package).
A unique reference number (in case of correspondence about the invoice). This number may not be repeated in a financial cycle. Good practice dictates that a reference number should not ever be repeated in a five year cycle.
Revelation Accounting Software
If the Invoice is Subject to VAT or GST, a Special column should be provided per line item aswell as at the bottom of the invoice to indicate the total TAX payable. In most cases, Forex Invoices are NOT subject to Sales Tax.
Full Legal Name and contact details of the seller.
Tax or company registration details of seller (if relevant). VAT Number
Name and contact details of the buyer as well as their VAT Number (If above the tax claim threshold).
If the goods or Service were delivered on a delivery note, date that the product was sent or delivered (with reference to the delivery note). This is usually done with a Sales Order
Purchase Order number (or similar tracking numbers requested by the buyer to be mentioned on the invoice)
Description of the product(s) – Delivery Address.
Unit price(s) of the product(s) (if relevant)
Total amount charged
(optionally with breakdown of taxes, if relevant)
Payment terms (including
method of payment, date of payment, and details about charges for late payment).
Additional Information may include the Reps Code, Clients Account number as well as the Sellers Banking Details and e-mail/web address.
Revelation Accounting Software
2.1
Setting up Currency (Forex Clients)
As part of the Enterprise and Empire Builder packages, Revelation allows sales and purchases in Forex. Before any invoice may be processed to a Forex Customer, it is necessary to set the rate of exchange for this transaction. Revelation will use this rate in order to convert the sale into local currency. This is required in order to balance the Trial Balance and Debtors Age Analysis. Revelation
will allow this rate to be amended or re-valuated from time to time as required. To change the Forex Currency for this transaction, go to System Setup Options >> Setup and System Maintenance >> System Preferences. Now look for and amend the Currency that you are going to invoice.
Tip: Revelation caters for up to 12 Foreign Currency’s.
Tip: Empire Builder caters for Forex Bank Accounts by default. This option may be purchased for Enterprise.
The rate of exchange is now captured together with the information of the actual invoice. To view this information after the invoice was captured, call up the invoice via the Super Menu and then click on [Ledger Details].
Revelation Accounting Software
2.2
Setting the Currency Reminder
In order to be reminded about the currency that should be changed before a Forex Invoice is produced; you may set a Pre-Invoice Reminder per user.
Tip: Authorised users may amend the exchange rate from the reminder screen. This must only be done if the user is fully aware of the consequences.
To set up the reminder, go to System File Updates >> Setup and System Maintenance >> User Preferences. Now look for the General tab. Tick the option to “Remind user to check Currency Exchange Rates”.
3
Pre - Invoice Menu
You may access an invoice from any of the following menu screens. From the Quick Access Menu, click on the [Sales Invoices/Credit Notes] button. You may also access the Invoice module from the
top Dropdown Menu, by clicking on Postings >> Print Sales Invoices.
If you have the Navigator switched on, click on [Customers] and then [Daily Options]. Now look for and click on [Print Sales Invoices (and Cash Sales). See: Setup and System Maintenance (Chapter 26), for more information on this.
Using the Power Bar, you may also customise your own set of buttons to access frequently used functions such as Sales Invoices. Click on the Yellow question mark and then follow the steps. Once done, you simply
click on the button created.
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Once you access the “Sales Invoice” option, you will be presented with the Invoice selection “Pre-Invoice” Screen.
3.1
Process & Print Invoices
This option takes you directly to the main Invoice Selection Screen. From here you will choose to either produce Invoices, Receive Cash from Customers (Receipts), Reprint and e-mail Old Invoices, Book cash in and out of the Till, do cash up’s or Import and convert Sales Orders to Invoices.
3.2
Process & Print After
Using this option, you may achieve the same as option 3.1.; however, by default the printer will NOT
print a document after the invoice was produced. This is done in environment’s were paperwork is not critical. Once you have produced the invoice, you will be given the opportunity to print the document AFTER the transaction was completed by clicking on the “Print a Duplicate copy of this
Invoice” in order to produce the original of the document. Depending on you setting, hitting this option a second time will produce a “Copy” invoice.
Revelation Accounting Software
3.3
Process Invoice to Disk
Although not used much anymore, this option will produce an electronic file of the invoice you are about to process. This option is mainly used to produce a faxable or e-mail file. We recommend that you rather setup and use a PDF Printer to produces these documents. By default, when installing a
new Revelation, NovaPDF is installed by default. Visit our website in order to download a copy of the latest NovaPDF file at www.revelation.co.za . If, however, you prefer to create an electronic Invoice, simply choose the explorer path were you would like to save the invoice. Now give it a unique name and file extension. Usually it will be the invoice number followed by .TXT. This will create a text (NotePad or WordPad) document (e.g.
000030.txt). You may now use the file accordingly.
On the main Selection screen, Revelation will indicate the path were the file will be stored as well as the name allocated to the file.
3.4
Select another Printer
Option 7 will indicate which printer and layout files will be used to produce the invoice. You may now change the Printer to another printer. A good example would be were you would rather like to produce a PDF invoice that may be saved to file rather that printed. Simply choose the Print Quality and Printer to be used and then click on the [OK] button. You will now be returned to the previous screen.
Tip: to FAX this invoice directly to the client, ask your Dealer or IT department to setup a fax Printer in the selection list. Now simply use this option and select FAX instead of a Printer.
Revelation Accounting Software
3.5
Set Layout and Invoice Messages
From here you may either change the look of the invoice or the messages that you would like to appear in the body of the invoice. Different media has its own message requirement and Revelation caters for this.
3.5.1
Layout
This option assumes that you have different layout files that you have created. You may for instance have many division’s within your existing business and you would like each division to “fly their own flag”, so to speak. When invoicing for the different divisions, simply select the correct layout file (each with their own unique logo and layout) that corresponded with that division. Revelation will now use the newly selected layout to produce this invoice.
Note: Once the invoice is complete, Revelation will default back to the layout that is specified in the “Doc.Layout” setup option under Terminal Preferences. If you would like to permanently change the layout to a different layout, rather change it using the Terminal Preference setting.
Hot Tip: Use the Layout Designer to customise your own layout files (Complete with its own custom Logo). See: Chapter 26 >> Terminal Preferences for more information on this.
3.5.2
Message
If you are using a Default Revelation Layout (as opposed to a Custom layout file), you may use this option to change up to 6 Message lines at the bottom of the invoice. Again depending on the layout used, you may or may not be able to print all six the message lines. Use these lines to insert information such as terms and Banking details. We recommend that you rather use the Layout Designer to create a Custom layout that will suit your company’s requirements.
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3.5.3
Email Message
Whenever Revelation e-mails an Invoice or a Statement, it prepares the Invoice or Statement as n PDF document and places it on a standard e-mail as an attachment file.
The actual e-mail however, has a very basic message and description.
NOTE: If you use the option to input a message to go with the CURRENT invoice, which takes precedence.
In order to input your own message onto this standard e-mail, use this option to type up to 150 Characters to be placed on the outgoing e-mail messages. This message will stay in place until it is replaced or deleted.
Tip: When using the option after the invoice was produced, to send the e-mail. Rather click on the option “Input a message to appear in Email body” to attach messages, as it allows for
substantially more character space.
3.5.4
Terms Message
This option allows you to change the terms and conditions messages for the intended invoice. Only certain layout files may be used when using terms and conditions. Try using the PLAINCPA.WIN layout. Also, you must be in letter quality in order to use this feature.
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You may spesify up to 12 Lines of additional information that may be printed at the bottom of the invoice (Depending on the layout you have opted to use).
Tip: Depending on the amount of lines you require, we recommend that you design your own layout file using the Layout designer found under Terminal Preferences.
3.6
Exit out of the Pre-Invoice Screen
This option exits you back to the Pre-Invoice screen.
3.7
Document number Information Screen
The bottom half of the Pre-Invoice Screen gives information such as the next available Invoice, Cash Sales, Credit Note and Refund number. It also indicates the layout and printer selections. Due to the potential high number of users that may be invoicing simultaneously, the document number is only allocated to the document on completion. The information here only indicates the next available
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4
Invoice Options Menu
Once you click on the “Process Invoice” option above, you will be presented with the following main invoice selection screen. From here you may choose the correct option required.
4.1
Debtors Invoices
Use this option to create Sales Invoices for goods and services rendered to Clients that have an account with you. It is important to note the difference between a Cash Invoice and a Debtors Invoice. You only use a Cash Invoice when the client actually pays you for the goods “on-the-spot” If they want to pay for the items on any other time (Before or After), you should treat them as a Debtor. Rather open a Debtors Account Called C.O.D or Cash Sales. You should mark this as a Cash Only account.
See: Chapter 5 on how to create a new Debtors account
4.1.1
Call-up and existing Customer’s Account (Normal and COD Debtors)
Clients that deal with you on a regular basis will have a Debtors account with you. Calling up an existing account can be done in three different ways. (See:Chapter 4, for more info on this).
Tip: Remember that not all account clients have credit limits. To make sure you can keep record of all the sales to clients, open an account for all customers, but mark them as “Cash only”. See:
Chapter 5 – 2.3.17.
You will now be presented with the search engine again. You may also choose to cancel the quote at this stage by clicking “Cancel”.
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4.1.2
Customer Information Screen
Depending on the setting under the User Preferences, you could or could not be presented with the Debtors Master Record Details and Notes.
This is a very handy option as it allows the user to access as well as inform the client of potential issues that may delay the processing of the Invoice. (The client may be near the credit Limit, or overdue on payment).
WARNING: If the client has access to this screen, they may notice unfriendly notes that could jeopardise your client relationship!? E.g. John is a bad payer, make sure he does not get discount.
Either make sure the notes are friendly or out of sight.
Tip: To disable this screen, from User Preferences >> Invoice, un-tick the “Display full Debtors details during invoice/quotes” option.
Now clicked on the [OK] button. You will be presented with the main Sales Invoice screen.
Depending on the Status of the client, you could also be presented with additional information such as if this is NOT an active client, or that this account is on hold due to OVERDUE alerts and would require a Supervisor Override, if the Supervisor Password is active.
Frozen Account Status Overdue Payment Status
4.1.3
Delivery Address Selection Screen
The transaction is now at a stage were specifics must be inserted. You may now either select the required Deliver address, or, if not present, [Add], [Edit] or even [Delete] delivery addresses from here. Invoices that are going to be collected by the client can be marked as such by clicking on the [Collect] Button.
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4.1.4
Main Invoice Screen
You may now process the actual invoice details. The Main Invoice page Displays all the information available, some of the information presented will be pure information views, where-as other tabs may be edited. Use either your mouse, Enter key, Tab Key or the down arrow to move between tabs.
Tip:The following screen explanations are split into “Info Display” Screens, “Input Prompt” Screens or Both. The Info Display Screens display pre-defined information such as Account Numbers were as the input Prompt screen may have pre-defined information in them, but you may change the information to suit your invoice.
4.1.4.1
Address Details (info Display / Input Prompt)
This info Display screen displays the current Sales Invoice customer details. Make sure that you are invoicing the correct customer. In many cases incorrect selections have led to major discrepancies with nasty consequences such as goods that have to be returned at your expense or even loss of clients due to unreached deadlines. This is often the case in larger organisations where the possibility exists that clients could have similar Names.
4.1.4.1.1 Customer Postal Address (Display Screen)
These days, most mail is handled by e-mail. If however you still make use of traditional mail, confirm that the Postal address stated in this section is correct.
4.1.4.1.2 Delivery Address
The Delivery address is selected when entering into the Sales Invoice, however, you may change the address at this time by clicking on the down arrow and selecting a new address.
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This will give you the following choice selections that you may insert:
The top part of the selection screen will indicate existing delivery addresses that you may click on and then press the Select Button (5). If you or your clients require the goods to be collected from your premises, click on the “Collect” button (1). This screen will also allow you to maintain your customer’s details by allowing you to remove old or
unwanted delivery addresses. Simply click on the address that you would like to remove and the click on the “Delete” button (2). The same goes for delivery address that you would like to update. By clicking on the “Edit” button (3), you will be given the opportunity to modify the chosen delivery address. Once completed, click on the [Save] button.
If you click on the “Add” button (4), a similar screen
will be opened where you may add the new delivery address details. To close the delivery address field, click on the close button (6). For those customers that are using a Cash Debtors account for cash sales, you may search for customers using this field.
4.1.4.1.3 Delivery Method
Revelation provides for several delivery methods to be inserted into your Sales Order. Typical examples would be:
You may even insert specific Transports Names in the provided section. To add or edit Delivery methods go to Debtors MasterFile or see Chapter 25 for more information on this. Note that you may ask Revelation do design a Sales Order an Invoice Layout that will print this information on the document (If required).
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4.1.4.2
Sales Invoice Details
Although very similar to Sales Quote and Sales Orders, there are some differences between the three client documents. Due to the fact that this module may also be used as a stand-alone training chapter, most features will be repeated. If you are familiar with them, please just skip to the relevant sections.
4.1.4.2.1 Vat Number Prompt (Input/Info Display)
This option will prompt you to confirm the client VAT Number. It may be switched off under the System settings >> VAT/sales Tax. Click on the “Set Prompt for Clients...” option. After the explanation, confirm [Yes] to keep the prompt, or [No] to switch off the prompt.
4.1.4.2.2 Account Number (Info Display)
Whenever a new Debtor is added, the system allocates a seven character account number to the debtor’s account. Many clients will use this number as a reference when they deposit the funds on acceptance of the quote. Make sure that it is correct.
4.1.4.2.3 Vat Excluding/Including (Input/Info Display)
When creating a new Debtors Account, on the [Control] page, one of the choices you will have is to select how the prices must appear on the client’s documentation. You may either choose
excluding or Including Prices to appear on the documentation.
This Info Display simply indicates your choice. You may change this by going to the Super Menu >> Debtors >> and then calling up the Client’s info. Now click on the “Control” page. Click the edit button and tick/un-tick the “Print Tax Excl. Invoice?” tab.
Tip:Remember to “hover” the mouse button over any choice button for a more detailed explanation as to what the selection box is for.
4.1.4.2.4 Invoice Date (Input / Info Display)
When a user logs onto Revelation, they will be prompted for the date. The User that logs on first will set the default logon date for the day. Invoice dates are important as they log the exact date and time that the invoice was placed in order for us to be able to control schedules and deliveries as well as alert us when invoices are overdue in terms of the sales agreement on the delivery.
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Revelation will use the system date as the default date for orders. If require, you may change the date as the system does allow for forward dated orders.
Tip: You may also change the date of the invoice to an earlier date than the system period date in order to backdate an invoice.
Please Note: The actual transaction and VAT is NOT backdated; only the aging on the debtors Statement is. If you need to backdate the actual invoice, rather use the Past Period Journal function under Postings to accounts.
Warning: Be careful of this option as fraud could be committed using this. In order to prevent backdated invoice, you may activate the Supervisor Override password mechanism. Tick the option under user settings, Invoice, to call the supervisor if the invoice does get backdated. You may also disable the date prompt under the user settings.
4.1.4.2.5 Order Number (Input / Info Display)
You may now insert the clients order number. If you click on the down arrow or press the [F5] key, you will be presented with the following options screen. Click on the required button to import an Order, Quote or Pro-Forma Invoice.
4.1.4.2.5.1
Importing an Order or Back Order into the Invoice
If you are using Sales Orders, you may now import a Sales Order into this invoice. Partly Completed Invoices may also be imported from here. To import an order into the invoice, simply highlight the outstanding Order and the click [Select]. If the list is long, you may also search for the order by inserting the Client’s or Internal Order Number.
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If you do not insert the Order from here, but you are inserting items that belong to an Order, you will be given the opportunity to allocate the stock that you are selling to the outstanding Invoice later.
4.1.4.2.5.2
Importing a Quote into the Invoice
You may view and then select the required Quote that you would like to import into the Invoice. This option assumes that you have not converted the Quote into a Sales Invoice.
If the Quote has already been invoiced, you will receive a notification, but will be offered the opportunity to re-import the quote again.
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4.1.4.2.5.3
Importing a Pro-Forma Invoice into the Invoice
As with Quote and Order, Simply click on the required Pro-Forma invoice that needs to be imported into the Invoice, and then click on the [Select] button. To view the invoice, click on the [Display Invoice] button first.
4.1.1.1.1.1.1
4.1.4.2.5.4
Invoicing Serialised Items (Enterprise/Empire Only)
“Serialised” stock items are items that each have a unique Serial number printed on them which you want to keep a record of. You must have flagged these items as serialised (on the Control page of the stock record).
See: Chapter 5 - Point 4.1.5 & Chapter 9 - Point 3.2.3.7
Whenever you sell one of these items via the Invoice module, you will be prompted to select the Serial numbers that are being supplied. These sales of serialised items are stored in a special tracking file which allows you to monitor the item for guarantee purposes.
The available Serial numbers of the selected item on the invoice are displayed in the Serial Number window. Hi-light each Serial Number required and press [Enter]. You can use the incremental search facility by typing the first few characters of the required Serial Number. A window on the right keeps track of how many Serial numbers you have allocated so far. You may DE-allocate previously selected Serial numbers by simply hi-lighting it again and press [Enter].
If you erase the Serialised item line in the Invoice, the allocated Serial numbers are released as well. When the invoice is processed, each of the Serial number records you selected is updated with the relevant sales information from the Invoice. The allocated Serial numbers are printed on the Invoice immediately below the item itself.
Tip: To amend a Serial number on an invoice, go back to the quantity field and the press the [F5] key
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4.1.4.2.6 Rep Code (Input / Info Display)
Revelation has one of the most advanced Rep Code analysis and commission pay-out structure in any SME Accounting package. When a new Debtor account is opened, the system will prompt you for the DEFAULT rep that will be dealing with this client.
Whenever a new invoice is issued, Revelation will use this Default code. You may change this rep-code if required. (See: Frequent Reports >> Rep Code Analysis, for more detail).
Tip: If you would rather like to have the user that is logged in to be the default rep then
Go to Setup >> User Preferences >> [POS] >> Select “Default REP Code for Cash Sale invoices” and then tick the “Use above Rep for Debtor Invoices as well” box just below that.
4.1.4.2.7 Credit Limit (Info Display)
One of the most important considerations when opening a Credit facility is to determine the amount of credit that will be allowed. (Our aim is not to teach about the new Credit Act, but this should be a serious consideration when extending credit). You may decide this yourself or make use of a credit guarantee company that will specify the amount. If the Supervisor Password is enabled and the correct parameters set for this user, the password will be required to continue. In the case of the Branch Limit being enabled, this invoice will influence all the branches that are linked to the Branch Limit.
4.1.4.2.8 Trade Discount (Info Display)
The word “Trade Discount” was derived from discount given to clients that are in the “SAME TRADE” as what you are in. This discount is more widely used today to give general or overall discount to priority clients. In essence, the trade discount that was pre-set when opening a new debtor’s account will populate the Overall Discount field at the end of any sales document. Before saving the Sales Invoice, Revelation indicates what discount will be allowed on this Invoice. Depending on your user settings, you may adjust the discount accordingly.
WARNING:
Make sure that you are NOT allowing Line and Overall Discount as this will constitute Discount on Discount.
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4.1.4.2.9 Payment Terms (Info Display)
“Terms” is the agreed period, in days, for extending Credit to the client before payment is due. It is also pre-determined when creating a new client record. This may not be changed during transacting, as terms form part of a legally binding agreement between the client and yourself. You may set the system to charge interest or “Auto freeze” account based on terms. To change the terms, call up an account from the Super menu and then use the [Edit] button.
4.1.4.3
Invoice Main Body Information
You will now be able to insert or amend the required information in the Sales Invoice. Remember that you will be able to pull in Sales Quote, Sales Order (Back Order) or a Recipe into the invoice at this time, by using the [F9] key. A Sales Order will usually start with message lines. You may now use the different tools provided to customise your Sales Order.
4.1.4.3.1 Stockcode (Input Prompt)
To add items on the Sales Order, input all or part of the required item’s stockcode as specified in your Stock (Inventory) file and press [Enter]. If a partial code is used, a window of matching items will be displayed. By further typing in the rest of the stock code, Revelation will do a defined index search until the desired item is narrowed down for selection.
If you prefer, you can left-click the down-arrow at the end of the current stockcode field and the entire stock file will be displayed in a Browse window. From here you may choose the required item.
HotTip: Click on the [Show Pic], [Cross-Ref] and [Recent] buttons to see special information on the Sales Invoice, such as a list off recent prices to this client on the required item and other items that are compatible with the one on the invoice.
Tip: Move the slider bar to the right to display more identifiers on the stockcode like, Unit-of-sale, Bin location and Category code.
4.1.4.3.1.1
Other Stockcode Search Keys (F-Keys, Barcode/Down Arrow)
Use the F-Keys, (as described in Chapter 4 - F2, F3, F4 & F5) to search for the required stock. You may also use a barcode scanner to scan in the stock code. If you prefer, you may also be able to click on the down arrow next to the stockcode field in order to call up the stock list.
Tip: Remember that you may Insert and Delete lines with the [Shift+Insert] and [Shift+Delete] keys. (See Chapter 4 for more information).
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4.1.4.3.1.2
Special Codes (Input Prompt)
Press the [F9]key to call up a list of all the fields that are available to import into the Quote. You may also use the = options as described in Chapter 4.
=S - Single Message Line
=T - System Messages
=O - Odd Items
=P - Price Change (if not permanently on)
=A - Assembly Invoice (If Installed)
=Q - Sales Quotes
=R - Recipes & Kits
Tip: If this is a till point, you may place a sale on hold and begin a second sale, by clicking the [F10] button at the Stockcode prompt.
4.1.4.3.2 Description (Input / Info Display)
This input/display prompt displays the description of the product that you have selected. If enabled, you may also amend the Description whilst placing the order.
.
To enable this feature go to User Preferences >> Invoices and look for “Allow Stock items Description to be Modified”. Use this option with caution.
Alternately, Revelation will simply skip over this column when you hit the [Enter] button.
4.1.4.3.3 Product Pricing (Input / Info Display)
Depending on how the account was set up (Exclusive or Inclusive Pricing Display for this client), you will be presented with the price for this item. If you are using a special Price list that was set up via the [Price List] option or the Special [StockPrice] link mechanism, Revelation will use that price rather that the standard pricing for the item being invoiced. By pressing the [Enter] button, you will be moved onto the next column or, if enabled, you could be allowed to modify the selling price of the item. You may change this Setting under User Preferences >> Sales Invoices.
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If enabled, you will also be prompted for a price (the curser will stop at the price). Also, if you have set the customer’s account to excluding, you may insert and INCLUSIVE price and then click the [F5] key. Revelation will then calculate the excluding price for you.
Tip: Some users may be set to only allow higher prices (Upselling). Enable this option under the User Preferences>> Invoicing.
Once enabled and you amend the pricing structure, the following message will appear when trying to give a price lower that the stated price. This phenomenon is called “Up selling”, and is usually used at auctions were the selling price is the minimum acceptable price for the item.
Tip:When giving discount, by amending prices enable the Supervisor password structure and make sure that each user has their “Minimum acceptable margin%” switched ON by setting a minimum Margin percentage here.
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Hot Tip: Switch on the option to indicate “cost price” and “margin” at the bottom of the invoice. This will assist in ensuring that the price is not under cost.4.1.4.3.4 Tax Code (Input / Info Display)
Tax codes on stock items are usually set. In most countries the Receiver has some
pre-determined exempt items, like milk, that attract Zero VAT. The Debtors account is also usually set to either charge tax or not (depending whether the client is a Foreign or Local client). This option is set when the Client’s account is created or amended.
If you have the correct prompts set, you are allowed to modify the tax during the invoice process.
This is applicable in cases were the client is a local client, but opened a branch in a neighbouring country or were one country (like in Zambia), allow multiple trade currencies’. In this event, we also recommend the Revelation Forex Module. You will then be allowed to change the tax codes
accordingly. Press the [F5] key when prompted for the Tax Code. This will display the different Tax codes available.
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If the vat option has been set to Zero VAT, the TAX portion on the invoice should also display Zero.
4.1.4.3.5 Quantity (Input)
Enter the quantity of the items that you would like to invoice out to this customer. At the bottom of the invoice screen, the on-hand quantity will be displayed. (The available stock may differ from the on-hand, depending on Sales & Purchase Orders placed on the item).
When the quantity entered has sales order outstanding against it for this client, on this item, the following prompt will appear:
If this invoice is a result of one or more of these Orders, you may now highlight the required Order and then Allocate this invoice quantity against that Order by clicking [Allocate to this Order]. You may also allocate this quantity against a Range of Orders in Date Order, by clicking on the [Allocate from here onwards] button. In the example above, you may stipulate the quantity as 11. You then highlight the first order. If you press the [Allocate from here onwards] button, both Orders will be fulfilled by this invoice. You may first view the order by first highlighting the order and then clicking on the [Display Order] button. If the quantity if not for one of the Orders listed, you may choose to NOT allocate against the orders by clicking the [Cancel Allocation] button now.
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When the quantity exceeds the quantity on-hand, you may choose to receive a prompt screen to warn you of this, by clicking the following tick under the User Preferences >> Invoicing.
“Display warning if Quantity exceeds stock Onhand”.
If you do not have sufficient stock on-hand to supply the required quantity, and this option is ticked, you will be prompted with the following:
You may now choose to Supply those items that you do have in stock against this invoice by clicking [Supply OnHand]. You will now see the following screen appear:
To invoice the quantity available, click on the [NO] button. The remaining required items will NOT be placed on backorder. If you do not want to invoice only the available items, rather cancel the item from the invoice by clicking the [Yes] button. This will remove the item from the invoice altogether.
The better option would however be to choose the [Back Order] button on the previous warning prompt. This option serves a dual purpose in that it will a) Supply the available stock to the invoice and b) backorder (Sales Order) the difference in Quantity required and Quantity available. You may change the Back Order Quantity (the client may only require 1 to be Back Ordered as he, let’s say, found one item in your store that does the same Job). Use the Order Reference to insert either the clients official Order Number or a Reference such as the name of the person allowing the Back Order.
Tip: If you are working with a scanner, it may be quicker to scan an item multiple times rather than to have to insert the quantity. If this is the case then change the User Preferences>>Invoice,
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accordingly by un-ticking the prompts for Tax Code, Price, Description and Quantity (Usually Retail environments).
4.1.4.3.6 Line Discount ( Input )
Line discount deducts a percentage discount from the items selling price. This should not be confused with Overall Discount. It is possible to allow overall discount and line discount. (Discount-on-Discount). Rather decide which method is going to be used and set the system accordingly, per user. It would also be advisable to limit the amount of line discount that each user is allowed to allocate. See User Preferences>>Invoice.
Tip: Depending on the layout that you are using, when using Auto-discount, Revelation could print the line discount amount next to the Quantity column.
If the user exceeds their allotted line discount discretion, they will be halted. The system will display the maximum discount they are allowed.
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Tip: If a Supervisor Override Password is present, and it is setup accordingly, the user may override the prompt by entering the password now and then allow the higher discount.Hot Tip: If the “Display Item Cost Price + Margin” is on, you may check the profit Margin after Discount, by moving back up to the item line with the arrow keys.
The item’s new Margin (Gross Profit) will be displayed at the bottom left of the invoice screen. In the event that the Discount will exceed the Minimum required Margin (Gross Profit) of this item, you will also be halted, but only if the Supervisor Override Password was activated.
You may also elect to skip the Line discount altogether for this user by disallowing the prompt. This is set per user under the user preferences >> Invoice >>. See both Invoice and Cash Sales prompts.
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4.1.4.3.7 Line Total (Info Display)
This total is the excluding or including total for the line and is the result of the product price multiplied by the quantity less the line discount.
This column can NOT be amended, as all other calculation, like the Total goods Value, is based on this amount. When decimal quantity and currencies are used, Revelation uses a rounding algorithm to calculate the total as demonstrated below. This is done because currency generally gets reported as a two decimal amount.
4.1.4.4
Post Invoice Body Information
Once the Invoice has been completed, press the [Esc] or [Finish] button to exit out of the Invoice body. You will now be able to see a summary of the invoice at the bottom part of the invoice. The following information will be displayed.
4.1.4.4.1 Overall Discount (Input / Info Display)
This is the discount that is linked to Trade discount and is the discount given on the TOTAL Invoice.
Be careful not to give line and overall discount. To setup the Overall discount amount, go to User Preferences>>Invoice.
You may set a percentage maximum discount that can be given by a user, or Switch off the prompt for overall discount on Debtors as well as on Cash Sales altogether. This will also switch of the overall discount on invoices. To enforce the maximum percentage discount, you must activate the
supervisor password as well as tick the “Maximum Overall Discount% is exceeded” tick under
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On the Sales Invoice preference screen, make sure that the Overall Discount prompt is ticked.
4.1.4.4.2 Freight Amount (Input / Info Display)
You may stipulate an amount here that the client will be charged for delivering the goods to their premises. This amount will be placed in its own income field under the Trial Balance called “Freight Charged A/C”
Tip: Rather create a Service Item stockcode for freight if you have different freight charges. This way you will not have to search for the appropriate freight, but rather work of a fixed list.
4.1.4.4.3 Goods Value (Info Display)
This Info Display screen is the Excluding VAT Total of all the goods on the Sales Invoice AFTER line discount but BEFORE Overall discount and Freight.
4.1.4.4.4 Discount Total (Info Display)
If Overall discount (not line discount) was given to the client, the total discount will appear in this column.
4.1.4.4.5 Freight Total (Info Display)
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4.1.4.4.6 Vat Total (Info Display)
The VAT amount in this column is the Total of the entire Vat on the invoice. It is calculated per line item and not calculated on the Goods Total. This is due to the fact that the Goods Total may contain Vat able and non- VAT able amounts.
4.1.4.4.7 Total Due (Info Display)
This is the Grand Total of the Sales Invoice after Discount, Freight and VAT. This is the amount that the client will be liable for on his account once invoiced.
4.1.4.4.8 Total Profit (Info Display)
Once the Sales Invoice is in the post-body phase, Revelation will add up all the cost and selling prices per each item and then give you a profitability figure in both Currency and in Percentage (If this option is switched on for this user).
See: User Setting>>Invoice Chapter 25 for more information on this function.
4.1.4.4.9 Printer (Selection Option)
This option allows you to change the printer before the invoice is complete. You may have a lot of information on the invoice only to find the wrong Invoice printer was selected or the invoice printer is out of order.
Select the [Printer] button now. The following options will be available.
If you choose the [Another] button, you will be taken to the normal Printer Selection screen. Choose any of the printers from the standard list.
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4.1.4.4.10
Finish/Save
To Finish the Invoice, click on the [Finish] button. This will change the button into the [Save] Button. Once saved, the Printer will first start printing the invoice (in order to speed the process up) and the only save the invoice to the server hard drive.
4.1.4.4.11
Amend
If you need to amend the invoice before you press the [Save] button, you may still amend it by pressing the [Amend] button now. To amend the invoice once it has been saved, you must first credit the invoice and then re-invoice it.
4.1.4.4.12
Narration
You may now add a narration to the invoice. This Narration will be displayed whenever a transaction is called up from the Super Menu or, if the correct selection if made, this Narration will be displayed on the statement.
You may also choose from a list of Pre-Programed Messages by clicking on the [Select from Stored Notes].
Highlight the required message and then click on the [Select] button.
Tip: To use the Account Name as the Narration, click on the [Use Accnt Name as Narr]. You may. You may also Add, Edit and Delete Stored messages from here.
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4.1.4.4.13
Cancel
You may also opt to cancel the invoice at this stage. Once you select the [Cancel] button, you will receive a final confirmation. You may select either the [Yes] button to confirm the cancellation or the [No] button to not cancel the Invoice and then be taken back to the body of the invoice.
4.1.5
Post-Invoice Screen
Once the Invoice has been complete, you will be presented with a Post-Invoice Screen. This screen will assist you in useful functions such as Picking Slips and emailing.
4.1.5.1
Print a Duplicate Invoice
This option services a dual function. You may want to print another copy of the Invoice that you have just completed or in the event that you chose the option to “Process Sales with option to Print AFTER each sale” the Invoice, you may now print an original Sales Invoice.
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4.1.5.2
Process a New Invoice
From here you may start a new Invoice. You will be returned to the option to select a new Client. As this is the default option, you may simply click the [Enter] key to call up the next client.
4.1.5.3
Process a Cash Sale
This option has to be selected first and then you will be taken to the “Cash Sales” Screen. See: 4.3 for more information on Cash Sales.
4.1.5.4
Process Cash Received for invoice just processed
If an Account Client that has just bought from you chooses to rather pay for the invoice you have just processed, you may receive the payment directly after the invoice by clicking on this option now.
This payment will form part of your Cash-up.
You will then be presented with the tender screen. The Amount Tendered will be pre-populated with the amount on the invoice. Depending on what and how much the client tenders, you may change the “Amount Tender” accordingly. Now select the Tender type that they offer by clicking on the down arrow:
In our Example, a Mixed Tender was offered. In this event, the different Tender breakdowns become usable.
Once you press the [OK] button, the following option screen will appear. From here you may (1) “Process and Print a Receipt to your standard Receipt printer as setup under Terminal Preferences, by clicking on the [Print Receipt] button. If you have a Slip Printer set up for this user, you may (2) “Process/Print the Receipt on the Cash Slip Printer” by selecting [CashSlip Receipts]. You may also elect to (3) NOT print a Receipt. This may be were manual Receipt books are used. For this option click on [Receipt NO Print]. At any stage before printing the receipt, you may (4) attach a Narration to the Receipt by clicking on the [Narration] button first. This will then call up the usual Narration option. See: 4.1.1.4.4.12
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4.1.5.4.1
Print a Duplicate copy of this Receipt
This option will produce a duplicate copy of the Receipt just printed. This is usually in order to give the client a copy and then put the other copy on file.
4.1.5.4.2
Process a New Invoice for another Debtor
Usually you would not print another receipt but rather continue to produce invoices. This option will take you back to the invoice Client Selection Screen in order to continue the invoice process.
4.1.5.4.3
Process a Cash Sale
From here you may elect to continue processing Cash Sales Invoices. Other than a New Invoices for another Debtor, this option takes you to the main Invoice screen. Simply Select Cash Sales. (PS: This may change in future to go direct to a new Cash Sale).
4.1.5.4.4
Process/Print a Cash Receipt for a Debtors a/c
At this stage, you are allowed to receipt more payments from the client that was just processed. The client just paid this Invoice and now remembers that he owns you for other invoices as well.
4.1.5.4.5
Email a copy of this Receipt to the Client
You may now email a copy of this receipt to the client. The usual email Selection Screen will appear. Click the down arrow to choose an existing address or simply type in a new address.
See: 4.1.10 for more information
4.1.5.5
Process new invoice for the SAME Debtor
This option assumes that you have a few invoices that you are going to produce for the same client you have just Invoices. On selecting this option you will be returned to the Delivery address portion of the same Client you have just invoices in order to produce the next invoice for them.
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4.1.5.6
Print a Delivery Note / Packing Slip for this Invoice
This option produces a Picking slip with no prices. It will list the following:
Stock Code
Description
Quantity
Unit-of-Sale
Bin Location
No Pricing information will be printed on this document.
4.1.5.7
Print a Delivery Note to Another Printer
If the stores/warehouses have their own printer, you may select to print the Picking slip directly to them. Make sure that the printer has been clearly marked on the network.
4.1.5.8
Process/Print a Cash Receipt for a Credit of a Debtors Account
This option allows you to receive payment from any client after the last invoice was completed. See: 4.5 for more information on this topic.
4.1.5.9
E-mail a copy of the Invoice to the Client
Once the Invoice has been printed, you may now e-mail the document to the client. It is very important to note that Revelation uses the Letter Quality layout to generate the e-mail. Make sure that you have this setup properly. See: Chapter 26 >> Terminal Preferences.
Revelation will call up the e-mail address that you inserted in the invoice e-mail field when you created the account. See: Chapter 5 – Point 2.3.1 & 2.3.2. If there is no e-mail address in the invoice field, the default e-mail address will be used. You may also insert any e-mail address by simply
starting to type in the required address. To access the Extra e-mail address list, simply click on the down arrow. You may also Add & Delete address from here.
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HotTip: If the option to “Input a message to appear in Email body” is tick, you may attach a full e-mail message to the invoice. In future, you may be able to choose from pre-defined messages.Hot Tip: If you need to send the same email to more than one email address (Cc), then you simply add each address on the same email line and split them with a colon “;”
4.2
Debtors Credit Notes
As Revelation is a Real-time system, it does not allow you to charge invoices once they are processed. We believe this is a very prudent move from our side as it eliminates the temptation to apply amended invoices in a fraudulent manor, thus protecting the owner of the business. We believe that an invoice should rather be credited and then re-issued. Simply click on the [Debtors Return (Cr.Notes)] button. In Order to simplify the Credit note, we allow an existing invoice to be called up and imported into the Credit note. You may now credit the entire invoice, or you may delete the lines on the Credit note that you would not like to credit. To import an invoice into the Credit note, click on the [Yes] button when prompted. To start a Blank Credit note, click [No].
To credit a Foreign Debtors Invoice, you HAVE to use the [Yes] option. This is to ensure that the exchange rate for the Credit note is correct (the same as what it is on the oriogional invoice).
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The Forex Credit Note will display the origional Invoice number as well as state the Local currency value. You may remove lines from the invoice, reduce quantity, but you may not add lines to the Credit note or change prices as the origional invoice was procuced at a spesific rate of exchange.
In order to locate the correct invoice that should be imported into the Credit note, you may either insert the correct invoice numver into the space provided. It is not neccesary to lead with the zero’s. (e.g. to call up Invoice 000121 simply insert 121)
You may also go directly to a Clients account in order to locate the invoice that you would like to credit by clickin gon the [Debtor’s Account] button.
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The list of call the Invoice numbers will be displayed. From here you may do a [Go Backward] search, [Display Content] as well as Import the invoice into the Credit note.
In the event of the [Display Content] option, the origional invoice will first be displayed with the option to [Import] the invoice from here into the Credit note.
As with an invoice, the content on the credit note may now be checked and changed. You will also notice that in the case of the invoice import into the credit note, the Origional invoice number will be listed in the first line of the Credit note with the referance “***** This Credit Note refers to Invoice No. ???? *****”
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Tip: Remember to use the [Shift+Delete] buttons to remove lines from the Credit note.Hot Tip: It is important to note that in the case of Open Item accounts, if the Invoice’s payment has already been allocated agains the open item, you will have to manually post the Credit amount gainst another outstanding invoice/s or leave the credit amount as unallocated.
If you answer yes, the following confirmation screen will appear in finishing the invoice.
You may noe choose to cancel the Credit Note by selecting [No] or you will be presented with the allocation table if you select to process [Yes].
You may now either select an open invoice you would like to allocate the credit amount to or you may leave the Credit as unallocated by pressing the [Finish] button instead of using your arrow keys and [Enter] button.
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4.2.1
Post Credit Note Screen
Once the Credit Note has been completed, you will be presented with a Series of options.
4.2.1.1
Print a Duplicate copy of this CreditNote
This option will produce a Duplicate of the Credit Note just printed. Depending on the General System preference setting under “General”, the word “COPY”, may or may not be printed on the Duplicate Credit note.
4.2.1.2
Process a New Invoice from another Debtor
By clicking this option you will be taken to the Debtors Invoicing screen. You may start producing new invoices by selecting the required clients account as if you clicked on the [Debtors Invoice] button.
4.2.1.3
Process a Cash Sale
This option will shortcut you to the Cash Sales Invoicing Screen as described below in point 4.3
4.2.1.4
Process another CreditNote to the same Debtor
From here you will be taken back to the confirmation screen in order to select between a normal Credit note or an invoice import.
4.2.1.5
Process another CREDIT NOTE
These options will shortcut you to the Confirmation screen. Choose the debtor and then the Invoice you would like to credit.
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4.2.1.6
Process/Print a Cash Receipt for credit of a Debtor’s a/c
This option assumes that you would like to pay the Debtor back for the invoice that was just credited. Remember to use a MINUS sign when posting this transaction in order to turn the Cash Received engine into a REFUND. If however you would simply like to receive a normal payment from a Client, use this option as described in point 4.5 below. Once done, you will be presented with a similar screen as described in point 4.1.5
4.2.1.7
Email a copy of this CreditNote to the client
This option allows you to Email a copy of the Credit Note to the Client. As it falls within the same category as invoices, the default invoice email address will be used to send of this Credit note to. To change this, simply overtype the address or click the down arrow.
Tip: You may add a message to the Credit Note email by ticking the ‘Input a message to appear...” box. This will take you to the default email message option as describes in 4.1.1.9
4.3
Cash Invoices
On January 30, 1883, James Ritty and John Birch received a patent for inventing the cash register. James Ritty invented what was nicknamed the "Incorruptible Cashier" or the first working, mechanical cash register. His invention came with that familiar bell sound referred to in advertising as "The Bell Heard Round the World". I doubt if James could ever have envisaged what impact his invention would have had on the world of today.
Revelation has always been inspired by innovative thinking. We believe that were James & John around today, the Revelation Cash and POS options would have been their first choice. In Revelation the Cash Sales function is purely a Point-of-Sales function. The sales that are generated using this method are not captured against a Client account, but rather logged against a General Ledger account (as setup when the user was created). The cash sales account allows the operator to receive different tender types at the end of the sale and then logs them in order for the operator to do a day-end Cash-up based on the different tender types; hence Ritty’s saying “The Incorruptible Cashier”. Each Cashier will then have to give an account for the days sales and Tenders.
