Creating a Job Invoice

This is the invoice date

Mandatory

Today’s Date

This is the Customs or Forwarding Job Number. Entering a correct job number will populate the Department, Bill To, Consignee, House Bill Fields

Mandatory

Blank

This is the company in which you will be billing the invoice to. Clicking on the will bring up a lookup from the customer master file (Where Debtor is selected)

Please Note: If you receive the following message:

This means that the client has a credit hold. This is controlled from the Customer Master File in the Administration Menu. This field is found in the Debtor Tab called Account Control 

If a -1 then a hold is put on the Invoice.

Mandatory

Data pulled from Job

This is brought across from the Job Number. This is a no entry field and used for display purposes only.

N/A

Data pulled from Job

This is brought across from the Job Number. This is a no entry field and used for display purposes only.

N/A

Data pulled from Job

This is brought across from the Job. This is a no entry field and used for display purposes only.

N/A

Data pulled from Job

This is the type of Invoice that the customer will receive either Final or Disbursement. These 2 invoice types vary by the number of days for the customer to pay. (Usually non-profit charges such as Duty form part of a Disbursement invoice, whilst direct profit items such as Fees will be a Final Invoice Type.) Using 1 or two invoice types is entirely up to the business.

Mandatory

Disbursement

This is the due date of when the invoice is due. The due date is based on the Invoice Type (Disbursement/Final).

If Invoice Type = Disbursement, then the Due Date is the Invoice Date + Disbursement Days from the Customer Masterfile.

If Invoice Type = Final, then the Due Date is the Final Days and Due Date Info from the Customer Masterfile Debtors invoice screen

There is some validation on this date. The due date cannot take place before the invoice creation date. This can be amended by the user.

Optional

This indicates if the invoice has been printed or sent to the Debtor in a CSV file. This is a no entry field and invoices cannot be updated if the invoice has been printed or sent by EDI. The Debtor can be set to receive invoices by EDI in the Customer Masterfile.

N/A

System Generated

This is number appears once the invoice has been saved for the first time. This is a no entry field

N/A

N/A

Ticking this checkbox allows users to enter the currency and exchange rate for the charges. The invoice will print out with the foreign currency that is selected in this screen. This is only allowed for Charge Codes that have a FXC Indicator as Yes in the Chart of Accounts Masterfile

Optional

No

This is used when users want to invoice out in AUD but want to input the invoice line charges in Foreign Currency.

OPlease note: The Charge Code must also have the FXC Indicator set to “Yes” in the General Ledger Chart of Account Master file. If you do not have access to the General Ledger Menu, please contact your manager.

Optional

Null

This is defaulted to AUD and is not updateable unless the Foreign Currency Invoice Checkbox is checked.

OPlease Note: To process this Cash Receipt: If Foreign Currency then you need to process receipt via Banking Foreign Contra Receipt. If AUD then use Banking Cash Receipts. See Banking Manual for further information

Optional

Null

This is defaulted to null and is not updateable unless the Foreign Currency Invoice Checkbox is checked. When it is checked the Exchange Rate will default to the value from Customs based on the Currency Field, this can be changed to a value that you want

Optional

Null

This is the Charge Code. This field has a lookup facility which looks up the Alpha Charge Codes Masterfile in the Administration Menu.

Mandatory

Null

This is any amount that has been previously billed for the job and particular charge code.

N/A

Pulled from previous invoice

This checks if any money has been paid out via a Creditors Invoice, Direct Cheque, or Job Journal Profit. (left over monies)

N/A

Pulled from Creditors Invoice

This is the currency in which the line item is to be entered. This is only accessible if the Edit Line Currency is checked, and

OPlease note: The Charge Code has the FXC Indicator set to “Yes” in the General Ledger Chart of Account Master file. If you do not have access to the General Ledger Menu, please contact your manager.

Optional

Null

This is the exchange rate of the charge code line item. This defaults to the Rate against the Currency in Administration Menu. This can only be modified if the Edit Line Currency Checkbox is ticked.

Mandatory

Customs Rate

This is the exchange variance of the charge code line item. This defaults to the Exchange Variance from the Charges Screen on the Job Registration Screen first, then from the Exchange Variance from the Customer Masterfile

N/A

Charges Screen from Job Registration

Enter the Foreign Amount against the charge code. This is only accessible for the 2 scenarios:

The Foreign Currency Invoice is checked. Invoice is shown in FXC amounts

OR

The Edit Line Currency is checked, and the Charge Code has the FXC Indicator set to “Yes” in the General Ledger Chart of Account Masterfile.

OPlease note: If you do not have access to the General Ledger Menu, please contact your manager. The invoice is shown in AUD amounts.

Optional

No

Enter the local amount against the charge code. This is accessible is the invoice costs and charges are in AUD, or you have the Edit Line Currency Checked and you have selected the AUD Currency in the line item.

Conditional

Null

The Expected cost of the Creditors charge amount.

This is optional and is configurable at the company level. Contact GMA Support if you want this added/removed.

This allows users input the expected cost and when the invoice is posted, the profit will be taken up automatically. If this value matches with the creditor’s invoice, then the job will not appear in the Work in Progress report. If it doesn’t match then the job will appear on the Work in Progress Report, in which case users will need to apply a further job journal to re-adjust the cost. See General Ledger Module Job Journal Manual for further information

OPlease Note: This is a no entry field for Account Codes that have a No Mark Up Indicator set to YES in the Chart of Accounts Masterfile in the General Ledger Menu

Optional

Blank / Local Amount (if No Mark Up = YES)

Amount minus the Cost. This amount will be posted to the General Ledger if the Expected Cost is on.

Optional

Amount minus Cost

Ticking this box allows users to take off the GST on selected charge codes by Un-ticking the GST flag above.

Optional

No

This flag is used to remove the GST Percentage on the charge code line. This is accessible when the “GST On” is checked and the Alpha Code has a GST Percentage figure > 0 in the Alpha Codes Screen in the Administration Menu. See below:

OPlease Note: All Charge Codes will default as 0% GST when the Bill To Code is flagged as an Overseas Company in the Customer Masterfile in the Administration Menu.

Optional

No