Invoices consist basically of 3 sections, i.e. the heading,
transaction details and the footer.
The Header Section - contains the details of your
business, the postal and delivery addresses (if delivery address was entered)
of the debtor (customer), the document number, date, number of pages, Tax
reference number, and the reference number of the debtor for the transaction,
and account number. This information was displayed on the Document Entry Header
screen. The Exemption Reference number is the Tax number as entered on the
Edit - Accounts - Debtors (Accounting Information
The Transaction Section - contains the details of the
transactions as selected, entered and edited in the Document Entry Details
screen. It displays the code and description of the stock items sold, any
comments, any discounts, etc. If you are registered as a VAT vendor and you
have selected a Tax code, and VAT amounts for each item (Exclusive amount, Tax
amount and the Inclusive amount). Finally the total for all the transactions
are displayed at the end of this section.
The Footer Section - contains the message as entered on
the Setup - System Parameters - Documents (Invoice
tab) menu option and the Company and Tax
registration numbers if entered on the Setup - System Parameters - Company Info (Address tab) menu option. If this invoice was converted from a quote,
the quote number will be displayed. This section also includes a place for the
name and signature of the person, who accepts the invoice and the date on
which the invoice is accepted.
You may also select to print the company logo instead of your
address on the invoices. If you select to print your company logo, make sure
that your address and contact numbers are included in your logo.
Invoices will have exactly the opposite effect as that of
credit notes on the debtor (customer) account and balances, the stock quantities
and balances as well as the ledger accounts.
If an invoice have been posted or updated to the ledger, you
need to create a credit note to
reverse or cancel the incorrect entries on the invoice.