Sales Summary - Invoices

The Invoices screen displays sales or purchase invoices and a breakdown of their financial information, for example how profitable sales orders are or the total order value of purchases made from a specific supplier over a date range. Once the user has returned the results in the grid they can use the grid menu to print the contents of the grid or save the information as a text file, see Grid Menu.

Filters

The Invoices tab uses the F4 filter button which allows users to apply the filters that are listed below in Available Filters.

Notes:

  1. The Go button must be pressed to populate the grid if the F4 filters have not been used.
  2. The grid can display either Sales or Purchase invoices depending on the radio button selected.
  3. Double-clicking on a line will open the purchase order or the Sales Invoice Manager at the stage where the sales invoice is located.
    Note: if the order is older than 15 months the system will open at the [ Sales Invoice Manager | Staged Processing | User Tray ].
  4. Please see the information on Sales Summary Filter Sets for how to use the F4 filter.
  5. If the Purchase radio button is selected only the Issue Date filter is the only date type filter available.

Available Filters

The following filters are available on the Invoices tab using the F4 filter button button:

  • Agent (Customer): filter results by the selected agent who is the default agent set against the customer's record in the Lookup Data Area in their [ Customer | Detail | General ] screen. More than one agent can be selected.
  • Agent (Sales Order): filter for all sales orders with the Agent set against them, more than one agent can be selected.
  • Brand: show orders from the selected brand.
  • Classification: only show orders where the customer belongs to certain classifications.
    Note: users can select more than one option and are also able to invert their selection.
  • Company Type: only show orders where the customer is of a certain type.
  • Country: displays orders for customers that have this Country assigned against them in their [ Customer | Detail | Financial ] screen. You can select multiple countries.
  • Courier: display orders shipped via the chosen courier.
  • Currency: show invoices in a particular currency.
  • Date: filter invoices or sales orders by a date range, as specified in the date range filter radio buttons to the right of the popup.
  • Customer Creation Date: show customers created between given dates.
  • EC Company:Customer is EC Company.
  • Exclude Overheads:
  • Free items: show orders containing free items with the specified 'free item reason' recorded.
  • Include Lost Demand: show lost demand items (items the customer has chosen not to buy).
  • Invoice Amount: displays orders with a total value matching the amount in this field.
    Note: wildcards can be used.
  • Keycode (source keycode): only show orders with the chosen keycode recorded at the time of customer creation.
  • Keycode - Discount: only display sales orders with a particular keycode recorded against them.
    Note: keycodes sorted alphabetically.
  • Keycode - Tracking: only display sales orders with a particular tracking keycode recorded against them.
  • Keycode - Tracking - Type: only display sales orders with a particular tracking keycode of the selected type recorded against them.
  • Manufacturer: Filter results by stock item manufacturer.
  • Regions (Post Codes): report on Sales by geographical location as set up in [ System Data | Company | Post Code Regions ] screen. Postcode Regions uses an algorithm for matching and cannot support 2 digit number ranges, for more information see [ System Data | Company | Post Code Regions ].
    Note: users can select more than one option and are also able to invert their selection.
  • Sales Source: show orders with a certain source recorded when the sales order was taken.
    Note: users can select more than one option and are also able to invert their selection.
  • Sent / Not-responded: show customers who have not responded to a mailing.
  • Show Lost Demand (Only): only show lost demand items (don not show regular sales items).
  • Site: show orders from the chosen site only.
  • Stock Code: only show orders containing a specified stock item.
  • Stock Description: only show orders containing a specified description.
  • Stock Item: only show orders containing a specified stock item.
  • Stock Mid Type: show orders with items of a particular mid-type (level 3).
  • Stock Sub Type: show orders with items of a particular sub type (level 4).
  • Stock Type: show orders with items of a particular stock type (level 2).
  • Stock Type Pack Inclusion: works in combination with Stock Type (level 2) filter as follows:
    Note: only works with Sales.
    1. Item Stock Type Only: the Stock Type filter applies to the Sales Order Item's stock type.
    2. Parent Stock Type Only: matches by the Sales Orderr Item's parent's Stock Type only, so only pack children items will be returned (and only when their parent's stock type matches).
    3. Both: will return all the Sales Order Items with either Stock Type or their parent's Stock Type (in case of children) matches.
  • Stock Type Type: show orders with items of a particular type type (level 1).
    Note: adding/removing one of the above four stock type filters will add/remove them all.
  • Supplier URN: show items containing items supplied by a specific supplier.
  • URN: Company URN.
  • Value from/to: show orders with a total value in a certain range.


Note:

  • It is possible to exclude overheads from displaying in this grid, see 018699: Change to Sales Summary screen to allow filtering to include/exclude Overheads from calculations.
  • When a keycode filter is applied, only non expired keycodes are available for selection by default. To filter using expired keycodes, right-click in the filter and select 'Show All'
  • There are different options available when you focus on a filter and right click. The option depends on the type of filter:
    • Refresh: updates the information available in the filter, for example if more options have been added.
    • Show All: shows all available options for example if a keycode has expired, this will show all keycodes including expired.
    • Set Date Value:
    • Clear: removes any default options e.g. the date.
    • Select All: will select all options (checkboxes).
    • Select None: will deselect all options (checkboxes).
    • Invert Selection: will either select or deselect options depending on current status, e.g. ticked to unticked and vice versa.

The Grid

The grid displays the following information:

  • Inv #: the the sales or purchase invoice number.
  • Ref:
  • Date: the date the invoice was issued.
  • Retail: the actual cost of the goods sold without any discounts.
  • Discount Net: the £ NET discount applied to the associated invoices.
    Note:
    • When running the report filtering on Sales Orders, the value displayed in the Discount Net column for each Sales Order will be the total of all discounts for all the items on the Sales Order, not just for the items which have been issued. This is important if you part-ship items.
    • When running the report filtering on Issued Only invoices, the Discount Net column only displays the net discount for items that have been shipped.
  • Net: the net value of the stock items or stock types sold including any discounts applied.
  • Tax: the amount of tax for the stock items or stock types sold.
  • Gross: the total of the Net Value and Tax for the stock items or stock types sold.
  • COS: the COS of an item at the time the sales invoice was issued.
  • Profit: Net value minus the COS.
  • Margin%: is calculated by the division of the Profit by the Net value expressed as a percentage.
  • URN: the customer or supplier (company) URN.
  • Customer / Supplier: the customer or supplier's name.
  • Sale Source: the sales order sales source or n/a if filtering on purchase.
  • Tax Reference: the Tax Reference listed against a customer in their [ Customer | Detail | General ] tab, this will be stamped against invoices that created for them.
  • Fees: this figure combines additional overhead charges for the sales order (including imported channel orders) and includes the Final Fee and Shipping Charges. eBay Only
  • Ass. Ref: The associated reference relating to the invoice / sales order.
    Note:
    • When running the report filtering on Sales, the value displayed in the Ass. Ref column for each Sales Order will be the associated reference on the SO of the invoice.
    • When running the report filtering on Purchases, the value displayed in the Ass. Ref column for each Sales Order will be the associated reference on the PO of the invoice.
    • If the filters are set so non-issued invoices are shown, then any changes made to associated reference on the invoices' source document will be reflected in this field.
    • This is available in updates released after October 2023.
Grid Configuration

The following columns can be added into the grid using Grid Configuration. They are hidden by default. Please see Grid Configuration for more details:

  • Address 1: the first line of the delivery address as it appears on the relevant sales order.
  • Address 2: the second line of the delivery address as it appears on the relevant sales order.
  • Locality: the locality of the delivery address as it appears on the relevant sales order.
  • Town: the town of the delivery address as it appears on the relevant sales order.
  • County: the county of the delivery address as it appears on the relevant sales order.
  • Postcode: the postcode of the delivery address as it appears on the relevant sales order.
  • Country: the country of the delivery address as it appears on the relevant sales order.
  • Delivery Value: the delivery value from the Sales Order.
    Note: if there are multiple invoices linked to a single Sales Order, then the "Delivery Value" will be displayed for the first invoice only.
  • Order Date: the order date from the Sales Order.
  • Issue Date: the date the invoice was issued from the Sales Invoice.
  • Invoice Date: the date of the Sales Invoice.
  • Delivery Date: the Delivery Date from the Sales Order.
  • Shipped Date: the date marked when invoice passes through confirm shipment/assign to courier process.
    Note: if the process in the Shipping stage of Sales Invoice Manager is not followed, then an invoice may not get a 'Shipped Date'.

Notes:

  1. If filtering to display "Issued only" Sales, then all the columns can be populated. However, if filtering by "Sales Order or Quotations", then the "Issue date", "Invoice Date" and "Shipped Date" will be blank.
  2. If filtering to include or only show Sales credit notes, all of the columns can be populated.
  3. If filtering to display Purchase Order rather than Sale Order items. Only the "Delivery Value" and "Invoice date" will be populated.

The user must have permission to be able to configure grids in [ System Data | Users | User Permissions ].


Note: If the Total cells at the bottom of the grid have a red background, for example total too big at the bottom of the grid, then the contents of the cell are too big for the cell width. To see the whole cell contents widen the column either by clicking and dragging the column headings or using the Resize Column option in the Grid Menu.

Context Menu


See Also


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