Modifying Sales Order Invoice

The Invoice is a written verification of the agreement between the buyer and seller of the goods or services. Invoices are an integral part of record keeping since they record the Sales transactions. The invoice record typically contains a lot of useful information for the customer in regards to the order itself as well as payment schedules (if used) and remittance information.

Configuration

The "Print outs menu" and "Printouts -- maintenance" security settings must be set to "Yes" for users who will build and modify report layouts. Additionally, the "Printouts -- edit report layouts for sales" setting is required to modify the Invoice report. Other configuration considerations include sample Invoices created in DEACOM. If customers have just recently installed the DEACOM software, they may need relevant data loaded or created. This occurs during the Implementation process.

Users should also reference the "Configuration" section of the Managing Report Layouts page prior to creating any report. 

Process

General process information on designing Report Layouts can be found in the Managing Report Layouts page.

Designing the invoice layout

  1. Navigate to Print Outs > Maintenance > Report Layouts.
  2. Locate and select the "invoice" system report in the list then click "Modify" to display the Printing Defaults form. 
  3. In the "Name" field enter an appropriate name for the report. Note that this indicates the name of the report as it will appear in the pick list throughout the system when users select the report to print.
  4. Ensure "Type" is set to "Sale" and complete other fields on the Printing Defaults form as desired. Complete information on the fields available to this form are covered on the Report Layouts Encyclopedia page.
  5. Click "Add" to display the Printing Defaults form.
  6. Enter a caption for the new report, such as "u_invoice" so the system recognizes this version as a user-created version of the master system report. The value entered is up to the user, but we recommend that the value entered be preceded by "u_".
  7. Click "Save" to create the new report copy then close the Printing Defaults form.
  8. In the Edit Printing Default section of the Printing Defaults form, locate and select the newly added copy then click "Edit Report".
  9. On the User Report Name form, enter a name for the report then click "Continue" to open the Report Designer, which should display the default Invoice template as supplied by DEACOM.
  10. Modify the general layout of information on the report.
    • Users may wish to print a few Invoices using the default template to understand what type of information is generally printed. This is accomplished by clicking the "Preview" button on the Report Designer toolbar.
  11. Typically, invoices will contain the following:
    • Header - Form title, Company information (company name, logo, address, and contact information), Order information (Sales Order Number, Customer PO Number, Invoiced date, Bill-to and Ship-to names and addresses, Ordered and Shipped dates, Ship Via, Freight payment method, Terms, Payment due date represented by "l_duedate").
    • Detail - Item Master information of the materials ordered (Part Number or Customer Part Number and Description, Ordered and shipped quantities, Units of Measure, Prices, and extensions, etc. and specific Lot Numbers that were shipped if Lot Tracking is used), Notes from various records such as the order itself, items ordered, bill-to/ship-to. It may also be helpful to include a Payment Schedule for the customer's reference.
    • Footer - Payment remittance information, a summary of all charges (including remaining balance information if pre-payments were accepted), date and time document was printed, page numbers, notes or instructions for how to handle the materials, etc.
      • Note: There are also a number of calculated fields available that store data like Locations, Lot Numbers, and QC information. For a description of how these fields work, please contact Tech Support.
  12. Once all sections have been designed, click "Save" to commit the changes, then close the Report Designer.
  13. Back on the Printing Defaults form, click "Save" then close the form to complete the process.

Printing Sales Order invoices

To print an invoice for a Sales Order:

  1. Navigate to Sales > Order Reporting > click "View". Users may also utilize the available filters to narrow down the list of Sales Orders that will be displayed.
  2. Locate and select the desired Sales Order and click "Print".
  3. On the Copies To Print form, confirm the "Report" selected and print settings then click "Print".

For more information and additional methods on how to print invoices for Sales Orders, refer to the Invoicing Sales Orders page.