If you need to do a credit note of the full previous tax invoice you did previously or want to invoice a customer all or part of a supplier invoice or GRV that you had just captured then this method will save you time and errors.
This will save lots of time instead of retyping lots of lines and also reduce errors as one does not have to remember the codes used to bring the stock in.
Below is an example of a GRV (Goods received Voucher) captured using the GRV icon (Red Circled One) in the inventory module of Pastel Evolution.
This document will be processed and then all the data reused to invoice a customer which will be invoiced the same lines as this GRV.
Be aware that one could do a GRV of multiple items that are meant for multiple customers and this GRV could be used many times as a template as it will be easier to delete lines and change quantity than adding all items in a new invoice.
So once you have processed the above GRV you will then go to the Invoice via the Inventory Module under Transactions and click on the Invoice Icon (Green One)
Before choosing the customer you would like to invoice click on the open button on the top left hand corner of your invoice (As shown on the bottom picture). This is the same way you would fetch a quotation or a sales order you want to fetch in the order entry module.
The Invoice Maintenance Screen is “Mainly” for customers as we entered into this screen from the Tax Invoice Screen. If you reach this screen from a GRV then the screen is mainly for suppliers.
There are multiple fields allowing you to filter and reduce the search criteria. On the top right choose the document type you want to fetch to use as a template. Even though we are in the Invoice Maintenance screen (Customers via Tax Invoices) you will see that you can choose Supplier type documents.
Also choose “Status” ALL and to reduce documents shown you can also choose the supplier name, transaction date (todays date if processed today) and when the document is found highlight it by clicking on it once (The Blue Block).
Once you choose one document the Button [Load as Template] becomes active. Click on it.
None of the above (Opening and fetching documents) has any financial, transactional impact at all and is harmless and does not affect previous processed documents.
At this point you can choose the customer the invoice is for (Yellow circle) and change Delivery note numbers reps and other reference numbers. Some of these will change as you choose the customer advising you the default rep is so and so.
The prices Column is blank in this example as there is no selling prices setup on each item and the reason it is zero. If the selling price was captured on each item on the price list linked to the customer these would populate correctly.
IMPORTANT : As we use a SUPPLIER document for the purpose of a CUSTOMER document you need to change the VAT from Input VAT to Output VAT on each Line.
Change other items including notes, item description (Depending on user rights) and capture the prices. If zero.
The Final Tax Invoice modified after using the original Supplier GRV as a template. Note the VAT changed from 3 (Input VAT for GRV) to 1 (Output VAT for Tax Invoice)
After processing this Tax Invoice you realise you made a mistake and need to do a 100% Credit Note for all items on this invoice.
Open up a Credit Note by clicking on the credit note icon on the transaction screen under the Inventory module. Then click on the Open Button to again go and fetch an original document.
Again fill in as many fields you can to narrow down the filter until you have the document you would like to clone or use as a template. Once the document is highlighted click on the [Load as Template] button.
The difference with using a customer document as a template to another customer document is that the Customer Code is also populated automatically.
There is one other fields that needs to be type manually as this field is carried over from the original documents and that is the Description field (This is the document Description field like
Goods Received Note.
The Printed Document will have the correct Document Description but the Ledger description will not if you do not change this.
Note that the Tax Invoice that was created from a Goods received note has the Description : “Goods Received Note” in description as I forgot this in the first example.
This was rectified in the Credit Note that picked p the Tax Invoice as a template.
You are able to fetch a previous Tax Invoice as a template when you are invoicing multiple customers the same thing and you do not use the module Annuity Billing.