Input Based

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When you access an invoice form for an input-based job, you can select all of the previously costs of the job that weren't invoiced to include in the invoice.

If the:

• Input-based charge type has a preview format assigned to it, costs only display if they have been reviewed and flagged.
• Job has multiple customers, costs display using the split that is made using the Sales Split process.

The form has these tabs:

• Invoice Tab
• Get Sales Tab

Invoice Tab

Header Details

Batch

This updates with a generated batch number after the first transaction is entered.

Branch

The branch comes from the default option selected on the JC Module Control form. You can change the branch.

Last Invoice Number

This field displays the last saved invoice number in the batch in read-only format.

Invoice Detail

Job Detail

If the invoice form opens from the JC Job Maintenance form, this defaults to the job that was selected when the form was opened. You can select a different job.

Client Detail

If the selected job has a single customer, the customer code and details defaults when the job is selected. If the job has multiple customers, you must select the customer the invoice is for. For jobs with multiple customers, the costs that you can select for inclusion in the invoice are using the sales split.

Payment Date

This is determined by the customer Terms. It represents the date the invoice is due for payment.

Posting Date/Period End

The posting date defaults to the document date and is the date that is assigned to the invoice transaction when the general ledger updates. The period end date defaults in read-only format to the end date of the period in which the posting date falls.

Proforma/Invoice

The JC Job AR Invoice setting on the Module Control form determines whether the Proforma or Invoice option is selected by default. If the Proforma option is selected, when the invoice is saved, Greentree Desktop does not update customer balances or the general ledger no actual transaction is generated. You can generate a invoice for management review or approval before presenting the customer with a final invoice.

If the Invoice option is selected, an invoice transaction is generated when details are saved. Enter a reference in the Proforma or Invoice number field, or leave the field empty if AR Auto-Numbering is in use and you want generate a number when the invoice is saved.

Note: If the JC Preferences Permit invoicing option is not selected for the user, the Invoice button is not enabled and the user can only to create a proforma invoice.

Date (document)

The default value is the current date and represents the date associated with the invoice. The posting date defaults to this date.

Salesperson

The default value is the salesperson assigned to the selected customer. You can select a different salesperson for the invoice .

Order No

If the customer has the option Order number required selected on the AR Customer Maintenance form, you must enter a customer order number before the invoice can be saved. If you don't select this option, an order number is not required.

Hold Code

To put the invoice on hold, select a hold code here. Hold codes update customer or supplier balances with a retention value to determine the value of held invoices. You can't select an invoice that is on hold in AR Receipt Entry, AR Credit Note Entry, or AR Journals in the Items to Pay selection.

Format

Select an invoice report format to use if you are going to print the invoice from the form by clicking the Printer icon. You can select any report that is assigned as an Invoice Format on the Report Format Maintenance form.

Pre-paid

This is enabled if Advanced Job Cost function is in use.

Reprint

Select this option to reprint an invoice that is previously printed. Once an invoice is printed for the first time using this form, Greentree Desktop selects this option.

Invoice Amounts

These values update in read-only format as you select costs to include in the invoice. The tax code defaults using the standard tax hierarchies and the discount % is taken from the customer.

Invoice lines display in the table if they have been selected using the Get Sales form. The selection and editing of cost lines is always done using the Get Sales form.

Get Sales Tab

All uninvoiced costs of the job display in the table on this form.

Note: Any cost variances resulting from the purchase of JC or IN lines allocated to a job will also appear for selection.

Include sub jobs

If the job is a parent or project job, select this option to view costs for all sub jobs and the parent.

Restrict to work centre

If the job uses a work centre plan, you can select from a list of work centres available to this job to display only the cost lines for the selected work centre. For a job that uses a work centre plan, if the selected Work Centre is a non-posting one, costs for the sub-level work centres in the job's work centre plan displays.

All/Time/Purchases/Stock/Disbursements

These options are available to use as filters. For example, if you only want to view disbursement type costs, select the Disbursements box. To view all costs, leave the selection as it defaults to All.

Sum Parts/Sum Labour/Sum Purchases

These options are using the Summarise JC Costs options selected on the Module Control form. If you select this option, Greentree Desktop summarises cost lines for inventory, labour, and purchase activities if they have the same code and rate. If the options are not selected, one cost line displays for each transaction.

Edit/Select Cost Lines

The quantity and rate default from the source transaction. The selling rate for each line is determined when you save each cost transaction. You can edit the quantity, rate, and/or amount if required before billing. This does not change the original cost transaction.

Note: The values display in the currency of the customer.

Cost lines default to selected in the Invoiced column. This includes them in the invoice, and they display in the table at the base of the invoice form. To exclude a cost from the invoice, deselect the Invoiced box of the cost line. The Select All or Unselect All buttons are also enabled.

You can select Deferred to exclude the value of the line from the invoice, and indicate that it is being deferred for review . This option remains selected for the line when you review the costs using the invoice form.

To:

• Write off the cost, select Write Off. Greentree Desktop processes a write-off transaction for the line when you save the invoice.
• Set the Retail Rate to zero on the cost line, select NC.

The hours on Time type cost transactions are rounded up to the nearest interval defined by the JC sales code of the sales line.

When you save an invoice, any cost line selected as Invoiced does not appear when you access the invoice form for this job or customer. You can only select lines that were deferred or had no option selected during previous invoicing.

Narration

Enter a narration for the line. This is for reference only.

Narration Form

Enter a narration on this form. This may be an extended description of the work that was carried out, or other information. You can also select standard text that has already been written using the Standard Text Maintenance form. When you select the text name here, it appends to the narration.

Saving the Invoice

When an invoice is saved, the general ledger and customer balances are updated. These rules apply:

• If the Module Control option Use COS Journals is not selected for input based jobs, Greentree Desktop only posts an invoice transaction.
• If the Module Control option Use COS Journals is selected for input based jobs, Greentree Desktop posts a cost of sales journal in addition to the invoice transaction.

• JC AR Invoice Entry (IEC)
• GL Posting Hierarchies - COS Journal
• Write-Off Costs
• JC Sales Code Maintenance
• Selling Price Hierarchies
• JC Cost Variances
• Pre-Paid Invoicing
• Charge Type Maintenance
• AR Customer Maintenance

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