Invoicing is processed in the Job Planning and Processing page and the Job Budget Sales page.
During the invoice run, the posting of the invoice can be conditional for each consumption line. Therefore, the invoice run must be planned; that is, relevant invoice lines will be automatically suggested. On the Invoicing menu, choose the Sale action.
In the Job Budget Sales page, select the relevant lines and then choose the Plan action on the Invoicing menu.
The Invoicing Planning field shows that planning lines are available and the Invoicing Total Pr. Pl. (LCY) field shows the sale total.
Each planning line can be shown and/or edited by choosing the Per Block action on the Invoicing menu. It is also possible to show the invoice lines for a complete job structure by choosing the All Lines action on the Invoicing menu.
To create a sales order from the draft invoice, release the invoice run by choosing Invoicing > Release on the Job Budget Sales page.
Invoice creation is indicated in the Sales Invoice field; choose this value and then choose the Show Document action to open the Sales Invoice.
To create a single invoice for multiple shipments from different sales orders, choose Functions > Create collective Invoice on the Actions menu of the Job Budget Sales page. This function opens the standard Get Shipment Lines page, which shows all shipped, but not invoiced positions from all sales orders related to the job. The selected shipment lines can be then combined into a single invoice for processing.
Before posting the invoice, choose the Preview Posting action on the Posting menu to see what the posted Job Ledger Entries will be.
Close the Job Ledger Entries Preview page and view other entries, or close the Posting Preview page to continue with the posting process.
After posting the invoice, the posted sums are shown in the Job Budget Sales page.
The Plan and Release functions can be run periodically using the Job Invoicing Planning and Job Invoicing Release reports accessed using Tell Me. Choose the icon, enter the report name, and then choose the related link. These reports allow for batch processing of multiple jobs.
Invoicing with Foreign Currencies
Invoices with foreign currencies are processed the same as described in the previous section, but the Invoice Currency Code field on the Job Card and Sales Currency Code field in the planning lines need to be populated accordingly.
In the Job Card, entering a currency in the Invoice Currency Code field allows for alternative currencies to be used in the sales invoice.
For example, US Dollars (USD) is entered as an alternative currency for a job that uses British Pounds (GBP), which is the default currency for CRONUS International Ltd.
After adding fixed price entries to the Budget Calculation, choose Processing > Job Budget Sales to open the Job Budget Sales page for invoice planning.
With the first line selected, on the Invoicing menu, choose the Plan action to prepare the line for processing and then choose the Per Block action to open the Job Processing Invoicing page. The Sales Currency Code is set to USD, which was the currency in the Invoice Currency Code on the Job Card. Also, the fields showing local currency (LCY) are different because the default currency for the customer is GBP.
The Sales Currency Code can be changed as needed, if multiple currencies need to be invoiced for a job. For example, the first two entries in the job budget calculation can be invoiced to currencies different than USD: Swedish Krona (SEK) and Swiss Franc (CHF), respectively.
The sales fields are updated to accommodate the new currency. To prepare for invoicing, change the Invoicing Status to Planning. The same planning process is done for the second line, except with the Swiss Francs. The third line is planned and the USD currency is unchanged.
When ready to invoice, select all lines in the Job Budget Sales page and then choose the Release action on the Invoicing menu.
After release, the individual sales invoices are created.
Choose the Yes value in the Sales Invoice field of each line to review the currencies.
Sales Credit Memos
Sales Credit Memos are accessed using Tell Me. Choose the icon, enter Sales Credit Memos, and then choose the related link. Posted invoices can be used as templates for the credits by using the Copy Document function.
In addition to the standard fields on the credit memo, the Reason for Credit Memo field offers additional functionality for the re-invoicing of job lines. The options are:
- New Invoice – determines if new invoice lines (for this position) are generated for the invoice run and a new (adjusted) invoice can be created.
- Refund – determines if the total price for this position will be reduced by the sales credit memo with no further processing.
Sales Order Direct Posting
Job positions that are defined with Sales Code = SALESORDER can be processed directly by posting a sales order instead of through an invoice run.
Posting this sales order will update the job line(s) without generating any invoice lines for a future invoice run.
Rolling Calculation after Invoicing
After posting sales invoices, the Job Rolling Calculation page is updated with posted price information.
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