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This tutorial explains how to create a sales invoice for items of type inventory and for items of type Item Charge, like logistics cost.

Sales invoice for items

N.B: In this tutorial, the sales invoice is based on a previously posted sales shipment

Starting from the sales invoice list (cf. How to login and navigate), please click on “New” to create a new sales invoice:



Once the invoice is open, fill the header of the document. Always start by selecting the correct customer for this particular invoice.
You can do so, by typing its name in the corresponding field:



The system will open a pop-up window and search for all customer accounts containing the word “hickman”. You can also search by city or post code or even type the customer number, if you know it.
Once you’ve validated the field (either by hitting “Enter” on the keyboard or by clicking with the mouse on the vendor in the pop-up window), the system will pull all related information from the customer card, like its address or its VAT No.:



Sometimes, Business Central might have important insights to share with you. For example, it can advise you that this customer has an overdue balance.
You can click on “Show Details” to find out more about it:



A lot of information can be setup by default on the customer card. In case important information is missing, or you cannot set a default value on the customer card because it changes on each document, the system will highlight the concerned field with a red star. You can create missing information, like VAT Registration No.s from the Sales Invoice page without having to open the Customer Card:



For an item invoice, please fill the following fields:

- Customer (mandatory)

- Your Reference: a field that allows you to print the customer’s reference on the invoice (optional)

- Document Date: the date of the document as printed by the vendor (mandatory)

- Office Code (recommended)

- Incoterms (optional)

- Incoterms City (optional)

- Posting Date: the date at which the invoice will be considered in accounting (mandatory)

- Currency Code (mandatory)

- Payment Terms (recommended)

- Due Date (mandatory)

- Customer Pay-to Bank Account: defines which bank details are supposed to be printed (mandatory)

- VAT Posting Key (mandatory)

- VAT Registration No. (mandatory for EU transactions)

- Commission To (optional)

- Commission % (optional)

- Commission Amount (LCY) (optional)

Once the header of the document is filled, continue by filling the lines. As this invoice is based on a previously posted shipment, you don’t have to fill the lines manually.
Instead, please click on the following button:



This function will open a new window in which you can find posted sales shipments for this customer:



It is important to identify the correct shipment by using the field “Order No.” or “External Lot No.”. If you are unsure which shipment is the correct one, please contact your logistics department.

What to do if you don’t find a shipment in this list (non-exhaustive)?

- The shipment has already been invoiced completely

- The shipment might not have been posted yet.

- The shipment might have been posted in a different currency than the one provided on your sales invoice. That usually means the contract has been set in a different currency than the one you are trying to use.

- Contact your customer and ask for a new invoice in the agreed currency and change the sales invoice to the agreed currency
- Undo the shipment, correct the currency in the order and post the shipment again in the right currency.

Business Central has this limitation to calculate the expected cost of the stock once a purchase receipt or sales shipment gets posted. When the invoice related to this receipts or shipments arrives, it will cancel the previously calculated expected cost and replace them with the actual cost of the transaction. If these values had different currencies, the stock value would have to constantly revaluated in terms of currency exchange fluctuations.

What to do if you must invoice a lower quantity than the one that has been shipped?
If you want to invoice a quantity that is lower than the quantity of the shipment you have selected:



you can change the quantity of the tracking related to that invoice:







Then, you can modify the sales invoice line as well:



What to do if you must invoice a higher quantity than the one that has been shipped?
If you want to invoice a quantity that is higher than the quantity of the shipment you have selected, you are either using the wrong sales shipment or you must invoice a combination of different sales shipments. In the last case, simply use the button “Get Sales Shipments” again and select and additional shipment

What to do in case of a value difference?
Absolutely no problem: you enter the correct amount on the invoice on each line and post the document. The system will automatically cancel the expected revenue from the sales shipment and replace it with the actual amount as per your sales invoice.

What to do if you must add customer specific texts to this invoice?
You have several possibilities.

1) Use the free text module:



In this module, you can select specific spots on which text can get printed.

2) Add another text line below the item for which you want to provide more details:



You can add as many text lines as you want:



What do you do in case of a chemical analysis difference?
If the analysis does not affect the cost of the goods, you don’t have an obligation to update it. However, if the price is affected by the quality of the goods, please use the “Chemical Analysis” button to correct the value:



In the window, fill the correct analysis and click on “OK”:



 

Sales invoice for Item Charges

Starting from the sales invoice list (cf. How to login and navigate), please click on “New” to create a new sales invoice:



Once the invoice is open, fill the header of the document. Always start by selecting the correct customer for this particular invoice.
You can do so, by typing its name in the corresponding field:




The system will open a pop-up window and search for all customer accounts containing the word “hickman”. You can also search by city or post code or even type the customer number, if you know it.
Once you’ve validated the field (either by hitting “Enter” on the keyboard or by clicking with the mouse on the vendor in the pop-up window), the system will pull all related information from the customer card, like its address or its VAT No.:



Sometimes, Business Central might have important insights to share with you. For example, it can advise you that this customer has an overdue balance.
You can click on “Show Details” to find out more about it:



A lot of information can be setup by default on the customer card. In case important information is missing, or you cannot set a default value on the customer card because it changes on each document, the system will highlight the concerned field with a red star. You can create missing information, like VAT Registration No.s from the Sales Invoice page without having to open the Customer Card:




For an item charge invoice, please fill the following fields:

- Customer (mandatory)

- Your Reference: a field that allows you to print the customer’s reference on the invoice (optional)

- Document Date: the date of the document as printed by the vendor (mandatory)

- Office Code (recommended)

- Incoterms (optional)

- Incoterms City (optional)

- Posting Date: the date at which the invoice will be considered in accounting (mandatory)

- Currency Code (mandatory)

- Payment Terms (recommended)

- Due Date (mandatory)

- Customer Pay-to Bank Account: defines which bank details are supposed to be printed (mandatory)

- VAT Posting Key (mandatory)

- VAT Registration No. (mandatory for EU transactions)

- Commission To (optional)

- Commission % (optional)

- Commission Amount (LCY) (optional)

Once the header of the document is filled, continue by filling the lines.

- Type = Item Charge (mandatory)

- No. : the number of the item charge you want to use (mandatory)

- Sizing (optional)

- Packing  (optional)

- Location (optional)

- External Lot No. (optional)

- Duty (optional)

- Origin (optional)

- Unit of Measure (optional)

- Quantity (mandatory)

- Unit Costing Code (optional)

- Costing Value (optional)

- Direct Unit Cost (mandatory)

- Ship Period Type (optional)

- Ship Period From (optional)

- Ship Period To (optional)

- Ship Date From (optional)

- Ship Date To (optional)
 

The last step is to assign the item charge against one or more batches. This step is mandatory and very important as it will allow the system to amend the gross margin on the sales of this particular batch.

To assign an item charge, please open the “Item Charge Assignment” page as shown below:



This will open a window allowing you to distribute the amount to one or more shipments. Don’t worry, you don’t have to look through each shipment.
Business Central provides you with a button to see all possible shipments:



Click on it, and select the shipment you are interested in.
Then you can assign the complete quantity of the item charge or only a partial amount:




What to do if you must add customer specific texts to this invoice?
You have several possibilities.

1) Use the free text module:



In this module, you can select specific spots on which text can get printed.


2) Add another text line below the item for which you want to provide more details:



You can add as many text lines as you want: