How to Create Sales Invoice

      How To Maintain Sales Invoice

After we actually ship items or render services, a sales order can be applied to a sales invoice. Once the sales invoice is entered, accounting information is entered in the General Ledger (in accrual-based companies). Most businesses generate an invoice as proof of the sale to give or send to their customers. Only one sales order can apply to an invoice. However, we can create multiple invoices from a single sales order.

In order to record the Sales Invoice of a company open the company information in Peachtree software, as the company is opened the following screen appears in the software.

We then click on the Tasks button which is in the above Bar of the software and click on the Task bar menu the following dropdown list will appear after doing so 

From the Tasks menu we click on the 3^rd option of the drop down list and that is Sales/Invoicing as shown in the below mentioned screen

By opening the Sales/Invoice window the following Sales invoice screen will be appeared in the peachtree software

The top part of the Sales/Invoicing order window contains header Information such as customer name, address, invoice number, date and other information.

1) The first step in creating the Sales Invoicing is we Type or selects the Customer ID. We are not able to enter the Sales /Invoice in peach tree unless we have maintained the Customers. Peach Tree displays the Customer’s current balance and credit limit in the lower-left corner as shown in the following screen.

We then select the Customer from our Customers which will be shown by clicking on the Customer ID magnifyingButton list or by pressing the plus (+) key while the insertion cursor is in the Customer ID box or we can also open the customer ID drop down list by double-clicking inside the Customer ID field so that all the Customers will be appeared in the drop down as shown in the below screen

2) The Second step is to enter the recipient Ship To address, we click the Ship To arrow and choose the Bill to address or one of the Ship to addresses we entered when we setting up the Customers Default. Peachtree does not store a manually entered ship to address permanently in the customer record. The Shipping Address is shown in the following screen

3) We after selecting the “Ship To” then move to the next step in which we enter the Date in which we are sending the goods to the customer. We can select the date through the calendar which is shown in the following screen

                          

4) Leave the invoice number blank if we want Peachtree to assign an invoice number when we print the invoice. Inventory item numbers on a sales order can’t be edited from an invoice. To change item numbers, we must edit the original sales order. We can, however, change the quantities or item description. To add additional items or charges to the invoice, click the Apply to Sales tab and add the items there.

5) We then record the Customer PO (Purchase Order).

6) We then after filling the purchase order number then move on the Shipping Method and select the shipping method from the Ship Via list drop down box as shown in the following screen.

                  

7) We then record the Ship Date in which we send the items to the Customers.

                            

8) We then select the Discount terms in which Discount rate we are allowing the customers in which they gets discount. The peach tree allows every Quote a standard discount of 2/10, n/30 we can change the discount rate according to our desire.

                            

8)  We then select the Sales Representative Number.

9)  After that there are main two tables available in the Sales Invoicing the first is Apply to Sales and the second is Apply to Sales Order. When we open a Sales Invoice window we are in the Apply to Sales window and we can edit this if and only if we have entered the data of Sales order in the Sales Order window the detail about both are given as follows:

Apply to Sales Order: When we select a customer who has open sales orders, the Apply to Sales Order tab displays, allowing us to select which order to receive items against.

Apply to Sales: If we select a customer with no open sales orders, this tab displays. You can enter a direct sale that did not originate on a sales order or quote. In addition, even if you have selected a sales order and shipped items against it on the Apply to Sales Order tab, you can also select the Apply to Sales tab to enter additional sales not included in a sales order.

We select the Apply to Sales Order No. or Apply to Sales from the drop down list . Remember thelist shows us only the accounts which we made earlier in the making of Quote and Sales Order time. We then select the No. the following screen will be appears

                 

10)  After that if we are selling any inventory item we then select the Item ID of the item from the list which we maintain in the Inventory Items. Peach tree fills in the Item Description, the Remaining and Shipped items, its Description and item’s unit price, and the Tax status. Then it multiplies the quantity times the unit price of the unit price for the total amount. We fill the given information shown below if the screen

          

After filling it we then click on the Save button or press Alt + S button to save the Sales Invoice.

Sometimes the software shows the error

Which says that this invoice will cause the Customer Balance to go over the Credit Limit by --------? Is this OK? If we set this in the default setting then the error will not be shown but if not then it will be shown while we want to save if we exceed the amount so in this case just enter the OK button so that the Sales Invoice will be saved.