Sales/Invoicing Fields

Enter or select a customer ID for this transaction. To display a list of existing customers, type ? in this field, or select the Lookup button. To add a new customer, type + or double-click the field, which displays the Maintain Customers/Prospects window.

If you want to make a sale to a customer you don't want on your permanent customer list, use the Receive Money task.

This is the customer name and bill-to address.

• If the customer is an existing one, the name and address cannot be edited here, but they can be edited in the Maintain Customers/Prospects window.

  Tip: On the Sales/Invoicing window, the customer name appears as a link that you can click to go to the Maintain Customers/Prospects window.

• If the customer is a new one, you can enter the name and billing address directly in the Bill To fields after you enter the new customer ID.

  Tip: On the Sales/Invoicing window, before you enter a customer ID, you'll see an Add a new customer link that will take you to Maintain Customers/Prospects where you can add a new customer.

You can use the Ship To field to edit the shipping address. Just select the arrow button next to the field. Use the scroll box to get to the top of the list and select the address to change.

This allows you to select a contact and the ship-to address associated with the contact. When you select a customer in the Sales/Invoicing window, the contact set up as the default ship to contact will appear in the Ship To fields by default; you can choose another contact and address using the drop-down arrow button next to the field.

You can edit a ship-to address for the sales invoice you are currently entering. After you select the contact you want to edit, simply click in the fields that you want to change and type in new data.

Select this button to clear the Ship To address.

Sage 50 displays the current accounting system date or the first day of the accounting period if you are not in the current period. Enter the date of the transaction; this date is used for aging and is required.

This is the date that payment for the invoice is due. The date shown is either based on the Terms for the customer or comes from a transaction that was used to create this invoice, such as a sales order. You can change this date if you need to.

The due date is required.

Leave this blank if you want the program to print an invoice. Sage 50 will suggest an invoice number when you print the invoice. Enter an invoice or other reference number if the invoice is being entered after it was created elsewhere (after the fact).

Select the Drop Ship box if this will be a drop shipment (that is, the items will be shipped directly to the customer from your vendor).

This note identifies the current payment status of the sales invoice: Unpaid, Partially Paid, or Paid in Full. The payment status appears after the invoice is posted (or saved) or a payment is applied to it.

If the status is Partially Paid or Paid in Full, you will also see the date that the last payment was received.

This link appears next to the payment status on the sales invoice if it has not been paid in full. You can click the Pay Now link to open the Receive Money screen with the invoice selected to be paid.

You can enter the customer's purchase order number or any other piece of information that will identify the sale to the customer. This information appears on customer statements and prints on the invoice.

If you apply a sales order to this sales/invoice, this information comes from the sales order.

You can select the type of method by which the items are to be delivered to the customer. The methods are set up in Inventory Items Defaults on the Maintain menu. You can also enter a different method if it is not on the list. This field appears only for the Product invoice template.

If you apply a sales order to this sales/invoice, this information comes from the sales order.

Enter the date when you expect the items to ship. This will appear and print on reports; it does not affect the posting of inventory or journal entries. This appears only for the Product invoice template.

Selecting this shows you the current terms and allows you to change the terms of the sale. This includes the:

Discount Amount: This is the discount the customer receives if he pays within a certain date.

Discount Date: This is the date up to when the customer's discount is good.

Discount Terms: This displays the discount, how many days the discount is good for, and the number of days from the date of sale when payment is due.

If you apply a sales order to this sales/invoice, this information comes from the sales order.

You can optionally enter a sales representative so that you can identify sales by individual representatives. To display a list of existing sales representatives, type ? in the this field, or select the Lookup button. To add a new sales representative, type + or double-click the field, which displays the Maintain Employees/Sales Reps window.

If you apply a sales order to this sales/invoice, this information comes from the sales order.

Enter or select a valid general ledger account to use when recording money owed for this sale. This only applies if your company uses the accrual method of accounting. If your company uses the cash-basis method, then you can't enter an A/R account. The default for the field will be the last account entered. If no account has been entered, this field will be blank.

If you apply a sales order to a sales/invoice, this information comes from the sales order.

Click this link to see a list of transactions that are related to the one you are currently viewing. For instance, if you were viewing a converted quote, clicking this link will open the Related Transactions window and it would show you a list with the sales order, proposal, or sales invoice that the quote was converted to.

To display a list of existing items, type ? in this field, or select the Lookup button. To add a new item, type + or double-click the field, which displays the Maintain Inventory Items window.

This field appears only for the Product invoice template.

This is the number of items left to be shipped for the sales order that is applied to this invoice.

This is the number of items that you want to ship to the customer and include in this invoice.

You can enter up to 160 characters for the description. Selecting the button displays the full-length description if it is longer than the first line.

Enter the general ledger income account number to use when recording this sale. If you enter an item number, this defaults from the sales account you entered for the item in the Inventory Items selection of the Maintain menu. If you do not select an inventory item, it defaults to the customer's default G/L sales account.

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.

You can either accept the number that defaults here when you entered an inventory item or enter a new number. If you did not enter an item ID, you can skip this field by pressing ENTER. Then enter the total for the line in the Amount column. You can have up to five different price levels to choose from in the list, in addition to the Last Invoiced Price. The price levels are set up in Maintain Inventory Items.

This is the inventory item sales tax type. It defaults from the tax type you set up for this item in the Maintain Inventory Items window. You set up the sales tax types in Inventory Defaults. To see a list of different tax types, type ?.

Sage 50 calculates the amount by multiplying the quantity by the unit price.

If you are tracking job cost, select the job ID (if the job uses them) to which this line item applies. To display a list of existing jobs, click the folder button or type ? in this field. Tell me more about selecting job records.

From the Proposals window, you will see only jobs that have a Billing Method of Percent of Proposal or No Progress Billing. Moreover, if you have already billed or partially billed this line item, you will not be able to edit the job information on this line item.

To use job costing to its greatest potential, you should try to assign transactions to the most detailed level of the job possible (which can include job phases and costs codes). (Sage 50 Premium Accounting and higher)

Displays the item from the proposal.

Displays the description of the line item from the proposal.

Displays the amount of the line item from the proposal.

Displays the amount of the line item that has been previously billed.

Enter the quantity for the line item to be billed for this invoice.

Displays the unit price for a line item from the proposal.

Enter the percent of the line item that you want to bill for this invoice. Changing this field will recalculate the Amount.

Displays the amount for the line item on the invoice. Changing the amount in this field will recalculate the Bill % field.

Enter the quantity sold of this item. Once the quantity is entered, it is multiplied by the unit price to determine the amount. This appears only for the Standard invoice template.

This field displays the invoiced amount for the job on this Sales Invoice. The amount here will be the total of all line items on the Apply to Sales Order tab and the Apply to Sales tab for this particular Job ID.

To have an amount appear here, you must have invoiced amounts for a job that are greater than 0.00 and you must specify a Job ID on the associated line items.

If you change any value associated with this job, the amount in this field will automatically be recalculated.

This field displays the job for which retainage will be withheld. All jobs, phases, and cost codes with invoiced amounts on the Apply to Sales Order # and the Apply to Sales tabs will be summarized in a single line for the job.

For the Job ID to appear on this page, there must a line item on either the Apply to Sales Order # or Apply to Sales tab that has an amount other than 0.00.

This field displays the general ledger account to which retainage distributions will be applied for the current transaction. The default value for this field is set up on the Billing & Retainage tab of Job defaults.

You can change the value if you want by either typing in a new account number or by selecting an account from the lookup.

This field will be hidden if the option to display general ledger accounts in Global Options is selected.

This field displays the retainage percent for the job. Its default value is the Retainage % field set up for this job on the General tab of the Maintain Jobs window.

You can change this field manually. If you do so, the Retain Amount will adjust when focus leaves the Retainage % field. Similarly, if you change the Retain Amount field, this Retainage % will update accordingly.

This field will display the calculated amount of retainage for the job. All invoiced amounts on the Apply to Sales Order and Apply to Sales tabs will be added and multiplied by the Retainage %. The total will be the amount in the Retain Amount field.

You can change this field manually. If you do, the Retainage % will be updated accordingly.

In addition, this field will update automatically if the invoiced amount or the retainage % is changed.

Apply billable time tickets, expense tickets, and other reimbursable expenses when you invoice your customers. All tickets and reimbursable expense transactions associated with the customer selected in the Sales/Invoicing window appear in this window.

This is the total sales tax calculated for the transaction. Only items that are taxable (defined in the Tax column) will be taxed based on the sales tax ID selected. You can edit this field, if necessary.

The sales tax ID defaults from the one you entered in the Maintain Customers/Prospects window for the selected customer ID.

To display a list of existing sales tax IDs, type ? in this field, or select the Lookup button. To add a new sales tax ID, select Maintain, then Sales Taxes and follow the steps of the wizard.

Enter the freight charges for this transaction here. If you are applying a sales order to an invoice and had freight on the sales order, select the All button to transfer the total freight amount to the invoice.

If you are applying a proposal (Sage 50 Premium Accounting and higher) to an invoice and had freight on the proposal, select the Bill button and then select The remaining percent to bill of the Proposal to transfer the total freight amount to the invoice.

If you are applying a proposal to an invoice during Select for Progress Billing, click the Bill button and select The remaining percent to bill of the Proposal to transfer the total freight amount to the invoice.

This indicates the sum of all customer payments and credit memos that were applied to this invoice. The sum does not include payments entered in the Amount Paid at Sale field.

This indicates the sum of amounts for each line item listed on the invoice, sales tax, and freight (if entered). You cannot change it.

When you select the Amount Paid at Sale link, Sage 50 displays the Receive Money window, where you can quickly enter a single customer payment. This feature is typically used to enter a receipt for the sale at the time the sales invoice is posted. For example, your customer can apply a payment at the time of the sale and have it indicated on the invoice.

This represents the current balance due from your customer for the sale. Net amount due is calculated as the invoice total less any applied receipts. You cannot edit this field.