Proforma Invoice: General Area

You use this area of the invoice to specify general details relevant to all items added to the document. General area fields described below are arranged into several logical groups following the organization of fields in the General area of a form page. The following subsections of the General area are singled out:
 
Customer-related Information
 

Field

Used for

Customer

Select a customer from the list of customers which were previously entered into the system or create a new customer.  

Customers (legal entities and private individuals) are added to the system as companies.

  • It is a required field. If a customer is not selected, you will not be able to save the document.

Registered office address

Specify the customer’s registered office address where all official communications have to be sent. 

  • The field is completed automatically if a registered office address is defined for the customer. You cannot modify the auto-completed address or enter the registered office address manually. 

Shipment address

Indicate the customer’s ship-to address to which the items will be delivered.

  • The field is completed automatically if the shipping address is indicated for a customer. Still, you can override it.

 

Contact Details

Field

Used for

Sales manager

Select a salesperson who issued the invoice from the list of your employees.

Customer contact

Select the customer's contact person from the list of contact persons previously added into the system for this customer or create a new contact person.

  • A default contact person defined for the customer is provided automatically onсe you select the customer. You can change it if necessary.

Sales channel

A means of selling to customers. Select the relevant sales channel from the list of created sales channels or add a new one.

  • Sales channel is provided automatically once you select the customer being retrieved from the customer record created in the Company directory. 

Phone

Contact person’s phone number.

  • The phone number is provided automatically once you select the contact person if it is defined in the contact person data. You can change it if necessary.
 
Payment Terms
 

Field

Used for

Bank account

Select a bank account into which you will receive payment for the invoice from the customer in a currency of the invoice. You can also create a new bank account.

  • A default bank account specified in My company settings is automatically suggested in this field if the currency of the default bank account and the currency of the invoice coincide. 
  • It is a required field. If you delete the autocompleted bank account and do not select an alternative one, you will not be able to save the document.

Payment terms

Select payment terms for the invoice. In Codejig ERP, payment terms comprise the following components: net terms that indicate when the payment of entire invoice amount is required and discount terms that offer discounts for an early payment. For example, 14 days net means that the payment is required within 14 days from the invoice date.

  • For each net term available, an associated early payment discount can be specified. Early payment discount reduces the amount the customer owes you if the customer pays before the due date indicated in the invoice. For example, if your customer pays the invoice within 5 days after receiving it instead of the normal 14 days, you may deduct 4% from the payment.  In the payment terms, it can be defined as 4% for 5 days.
  • Payment terms specified for the given customer are provided automatically once you select the customer. However, you can change them if necessary.

Due date

Due date is a date before which the invoice has to be paid. If the invoice is not paid,  the invoice amount becomes the overdue amount after the due date.

  • If payment terms are specified for the customer, the due date is set automatically being calculated based on the indicated net terms and the invoice date. However, you can change the suggested due date if necessary. In this case, selected payment terms will be disregarded. 

Delay terms

Select delay terms for the invoice or create new delay terms.  In Codejig ERP, delay terms determine the penalty interest for delayed payment for the invoice. Penalty interest is payable after the due date.

  • Delay terms specified for the given customer are provided automatically once you select the customer. However, you can change them if necessary.
 
If the invoice has not been paid, on the listing page of the Invoice document, the column Open amount will display the sum to be paid in red. When the invoice is paid the open amount becomes zero.
 
Document-related Information
 

Field

Used for

Number

Invoice number is assigned automatically when you save the invoice based on the selected numerator.

Users with the appropriate permissions can override the auto-generated number and enter it manually.

After overriding the invoice number, automatic numbering will proceed in the same manner but using the manually set number as a start value.

Date

Date field is automatically assigned the date and time when the new invoice was created.

The date and time specified designate the posting date and time, the document date and time, and the invoice date.

You can override the auto-generated date and time and enter them manually.

  • It is a required field. If document date is not specified, you will not be able to save the document.

Proforma Invoice

A proforma invoice on base on which the new invoice was created.

  • The field is filled in automatically when you create the new invoice on base of the previously created proforma invoice. You can edit or delete it if necessary.

Reference

A creditor reference number that is automatically generated and assigned to the invoice. 

The creditor reference number allows you to automatically match the invoice with the payment received for it from the customer.

  • If you override the invoice number, the reference number will be automatically updated.

Document Totals

Field

Used for

Currency

Select a currency in which prices of goods and services are set in the invoice. 

  • Currency of the invoice is provided automatically once you select the customer being retrieved from the customer record created in the Company directory. It is a currency set as your customer's default currency.
  • If no currency is set for the selected customer, the currency of the invoice is autocompleted from My company settings.   
  • It is a required field. If you delete the autocompleted currency and do not select an alternative one, you will not be able to save the document. 

Total amount

Displays the total amount of all goods and services added to the invoice in the specified currency.

  • The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.

Net amount

Displays the total net amount of goods and services to be sold.

  • The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.
  • The field is unavailable if your company is not identified as a VAT payer by the system. For information on how to set up your company as being registered for VAT and enable required VAT-related functionality,  see VAT Number. 

VAT amount

Displays the total VAT amount charged on the net amount or contained in the total price of items and services added to the invoice.

  • The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.
  • The field is unavailable if your company is not identified as a VAT payer by the system. 

Price includes VAT

If you want to specify the price for one item without VAT, keep the price includes VAT option turned off.  As a result, VAT amount will be charged on the net amount that, in its turn, will be calculated as price excluding VAT x quantity. The two added together will make up the total amount.

If you want to include VAT at the chosen VAT rate in the stated price for one item, turn on the price includes VAT option. In this case, the total amount will be determined by multiplying the price of one item that is VAT inclusive by the quantity.  

  • If your company is not identified as a VAT payer by the system, the price includes VAT option becomes unavailable and is permanently turned off.
 
VAT Details Subsection
 
The VAT details subsection appears on click of the Unfold VAT details icon and includes the following fields:
Note: The entire subsection is unavailable if your company is not identified as a VAT payer by the system. 

Field

Used for

VAT 

 Displays VAT rate types selected for added items.  

  • Each specific VAT rate applied is displayed as a separate line item in the VAT details section. For example, the standard rate was applied to three items and the reduced rate to five. As a result, two line items appear in this section, for the standard rate and the reduced rate, containing certain information related to the charges based on these rates.    

VAT amount

 Displays the total VAT amount charged on the added items to which a particular rate was applied. 
 

Not all line item fields are displayed by default. To enable such fields, you have to turn on the extended mode for line item by clicking the More button above the list of items.
 
On enabling the extended mode, the following field appears:
 

Field

Used for

VAT base

 Displays the total net amount of added items to which the VAT rate was applied. The VAT was charged for the indicated net amount. 

VAT rate,%

 Displays VAT rate (in percentage) according to the displayed VAT rate type.
 
If you want to turn off the extended mode, click the Less button.
Note: After turning off the extended mode, advanced item details will persist.
Totals section includes subtotal and total amounts for your invoice. The total fields comprising this section are computed fields, they are disabled for editing and cannot be overridden. 
 
VAT Information
 

Field

Used for

VAT number

Your VAT number. It is the national VAT number issued by a country in which you have registered for VAT. Thus, it always starts with a country code that is two letters that refer to the country of the establishment.

  • The VAT number is autocompleted being retrieved from the VAT tab on My Company settings page.
  • Right now, the field is used for informational purposes only; it is disabled for editing and cannot be overridden.
  • The field is unavailable if your company is not identified as a VAT payer by the system.

Customer VAT number

  
 The customer's VAT number.
  • The customer's VAT number is autocompleted being retrieved from the VAT Number page.
  • Right now, the field is used for informational purposes only; it is disabled for editing and cannot be overridden.
  • No value is provided in the field if the customer is not identified as a VAT payer by the system. For information how to specify VAT numbers, see Company: VAT Tab.
  • The field is unavailable if your company is not identified as a VAT payer by the system.
  
Additional Details
 

Field

Used for

Note

Add any extra details or comments about the invoice.

Attachment

Add any additional files or external links related to the invoice.

  • You can upload images, text files, PDF files, spreadsheets, compressed files and other data files (for example, CSV and XML files).
  • You can download uploaded attachments to your device by clicking a file name. 
 
Advanced mode 
 
Advanced mode - turn on the advanced mode to view the accounts to which receivables and advances from the customer are recorded. 
 

Field

Used for

Set accounts by default

Click the Set accounts by default button to automatically set the default accounts for the customer and for items added in the Items section. Customer accounts will be retrieved from the respective customer record, and, for each item added, item accounts will be fetched from the associated item record. 

  • On click of the Set accounts by default button, you will override accounts selected for all added items and restore default accounts specified in respective item records. So, if you have once selected alternative inventory accounts for your items and do not wish to change them, do not click this button.  

Receivables from customers

When you issue the invoice, the amount that the customer owes you for goods and services is recorded in the account for receivables as a debit. The amount of trade receivables is recorded in the currency of the invoice and in the main currency being converted into the latter according to the exchange rate current as of the invoice date. 

  • The account is provided automatically based on the customer accounting data specified in the respective customer record in the Company directory. If necessary, you can change it.
  • It is a required field. If you delete the autocompleted account and do not select an alternative one, you will not be able to save the document.

Advances from customers

If your customer has paid some amount as an advance prior to receiving the invoice, this amount will be recorded to the advances from customers account as a credit in the currency of the invoice and in the main currency being converted into the latter according to the exchange rate current as of the payment date. 

Upon issuing the invoice, the amount of the invoice that does not exceed the specified advance amount is recorded in the account for advances as a debit in the currency of the received payment and in the main currency being converted into the latter according to the exchange rate current as of the payment date. The remaining amount will be recorded in the account for receivables as a debit in the currency of the invoice and the main currency being converted into the latter according to the exchange rate current as of the invoice date.

  • The account is provided automatically based on the customer accounting data specified in the respective customer record in the Company directory. If necessary, you can change it.
  • It is a required field. If you delete the autocompleted account and do not select an alternative one, you will not be able to save the document. 

Profit center

Specify a project or a department that you want to relate to the invoice. Costs are allocated to the profit center. The Profitability report shows the profitability of the project.

  • It is an optional field. 

Create credit note
 
Click the Create credit note button to create a credit note directly from the invoice.
 
The button is available only in saved invoices.
 
The credit note will be created and its fields will be populated from the invoice fields. However, you can edit and modify values in the fields if, for example, a customer has made a partial return or the total amount of the returned goods differs from their original total amount.  
 
If a credit note has already been created based on the invoice, a link to the credit note will be displayed on the form instead of the Create credit note button. 
 
Note: You can create your invoice based on a sales quotation, a sales order or a delivery. Then, the system will copy all data from the sales quotation/sales order/delivery and transfer it to the invoice. As a result,  all fields of the invoice document,  except the fields Note, Attachment, will be populated from the fields of the sales quotation/sales order/delivery. The mentioned above fields will remain empty, but you can fill them in manually. Also, if certain invoice fields are absent in a document based on which the invoice is created, those fields will remain empty in the invoice. The field Profit center will be populated only if the invoice is created based on the delivery. If the invoice is created based on other documents, no value will be copied to the field.   Also, you can change the autocompleted values if necessary. Regarding the fields #(serial number) and date, they will be automatically assigned the autogenerated serial number and the current date, as is the case with all newly created documents.
 
More information