To ship items on a sales order, open the Sales/Invoicing window, select the customer, then choose the open sales order you want to invoice. Once you enter the quantity of items you are shipping, you can print this invoice and have Sage 50 assign an invoice number, or you can enter an invoice number if the invoice was prepared manually and you will not print it from Sage 50.
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From the Tasks menu, select Sales/Invoicing. Sage 50 displays the Sales/Invoicing window.
Note: This procedure assumes you are using the predefined Product template. To select a template, click the Layout toolbar button and choose the template that you want to use from the pull-down menu. If you choose a customized template, please adjust the instructions below accordingly. Learn more about templates.
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If the customer has open sales orders, the Apply to Sales Order # tab appears in front.
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Enter the invoice number in the Invoice # field if you are not going to print the invoice. Leave this field blank if you are going to print the invoice and Sage 50 will assign the next available invoice number for you when you print the invoice.
If you will be changing terms, shipping information, and so on for this invoice, be sure to select the sales order before making your changes. The information on the sales order is entered into the fields on the Sales/Invoicing window and will overwrite any information currently in those fields.
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From the drop-down list on the Apply to Sales Order # tab, select the sales order number that you want to ship items from. Sage 50 displays the items on the order in the line-item list.
The first two columns in the line-item list, the Item ID and Remaining columns are gray, meaning you cannot edit them. To edit a sales order, you must open the sales order in the Sales Order window.
The Remaining column shows the number of items left to be shipped to complete the sales order. For example, if there were 20 widgets on a sales order and you have previously shipped 15 of them, when you ship additional items, the Remaining column will show that 5 widgets still need to be shipped.
- Enter the quantity of the item you plan to ship from the sales order.
- If you plan to ship all of the items, click the Ship button and choose the All option. Selecting Ship None removes all entries from the Shipped field.
- If necessary, you can edit the information for each item included on the invoice, including the item's description, unit price (the number of decimal places is selected in Global Options), sales tax status, and the job information (if applicable).
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The default G/L sales account that appears for each line item is based on the customer sales account default or the item ID selected. To change the account ID, type ? in this field, or select the Lookup button. To add a new account, type + or double-click the field, which displays the Maintain Chart of Accounts window.
Note: If you have the Hide General Ledger Accounts global option activated, Sage 50 will not display G/L Accounts field in this window. To modify G/L accounts used for this transaction, you must click Journal.
- You can apply reimbursable expenses to the invoices if this customer is associated with a job and you have entered related job expense transactions. Tell me more about applying reimbursable expenses.
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Note: If you have the Hide General Ledger Accounts global option activated, Sage 50 will not display the A/R Account field in this window. To modify the A/R account used for this transaction, you must click Journal.
- Select the sales tax ID for this sale.
- If freight was entered on the sales order and you want to add it to this sales/invoice, click All.
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If you have received a partial or full payment for this invoice at the time of the sale, select theAmount Paid at Sale link. Sage 50 displays the Receive Payment window, where you can enter receipt information.
The Net Amount Due displays what the customer currently owes for the sale.
- Click Print if you want to print and save the invoice. Otherwise, click Save.