Learn how to raise different sales invoices within Sage 200
From a Sales Order invoice to a VAT only invoice, there are various ways in which you can raise sales invoices within Sage 200, but you may not always know which option you need to use.
That’s why in this tip of the week, we show you how to raise different types of sales invoices within Sage 200 and help you decide which option you need to use based on the result you wish to generate.
How to raise invoices within Sage 200
Sales Ledger Invoice
To access the Sales Ledger Invoice, navigate to Sales Ledger > Enter Transactions > Invoice.
Next, enter the customer details (code, date of the invoice and any reference numbers) and the transaction details (goods value) and click ‘Save’.
This option is for internal purposes, for example, entering invoices that you will never print and give to a customer. A physical invoice is not produced, therefore this option is useful to record manual corrections, inter-company transactions, and opening balances that have not been included on a previous VAT return and require declaring to HMRC.
Sales Ledger Free Text Invoice
To access the Sales Ledger Free Text Invoice, go to Sales Ledger > Enter Transactions > Free Text Invoice.
Next, enter the customer details (code, date of the invoice and any reference numbers) and type in any invoice details (description, quantity, price and VAT code), and click ‘Save’.
This functionality was created for customers who need to produce and print a physical invoice, but do not have a ‘Commercials’ license (e.g. for businesses that have a ‘Financials’ only license).
Sales Order Invoice
To access the Sales Order Invoice, go to Sales Order Processing > Sales Order List > Select an order, then click the ‘Print’ button in the top right.
Alternatively go to Sales Order Processing > Document Printing > Print Invoices.
This is the preferred option of raising an invoice for most businesses. This option is the most commonly used and can be used to raise invoices against Sales Orders. A physical invoice will be produced, as well as available to re-print.
When choosing this option, you must use the ‘Post Invoices’ feature to send the SOP invoice to the Customer’s Account. If the SOP setting ‘Add directly to the Sales Ledger‘ is enabled, the customer account will be updated. However, if this setting is disabled, you will additionally need to run ‘Update Pending Transactions’ located within Sales Ledger > Period End Routines.
VAT Only Invoice
To access the VAT Only Invoice, go to Sales Order Processing > Order Processing > Enter VAT Only Invoice.
Next, select the customer details (code, date of the invoice and any reference numbers) > select ‘Add Lines’ > type in the details > select ‘VAT rate’ and ‘VAT value’ > click ‘Save’.
This option creates a physical invoice which only contains VAT, for example when entering inter-company tax, or a correction involving under or over charging VAT on a previously issued invoice. Once saved, the invoice is shown on the invoicing list with the status: Completed.
Like a Sales Order Invoice, if the SOP setting ‘Add directly to the sales ledger‘ is enabled, the customer account will be updated. However, if this setting is disabled, you will additionally need to run ‘Update Pending Transactions’ located within Sales Ledger > Period End Routines.
Invoicing Module
To access the Invoicing Module Invoice, navigate to Invoicing > Invoices > Enter New Invoice.
The intended purpose of this option is to raise Stock or Free Text invoices without further processing within SOP; for example, when entering invoices that require printing with a ‘Financials’ only license, don’t use an ordering process, or you need a quick one-off invoice.
This option produces a physical invoice and directly affects the stock module, so stock is allocated/despatched when this invoice is posted.
Similar to the Sales Order Invoices and VAT Only Invoices, if the SOP setting ‘Add directly to the Sales ledger‘ is enabled, the customer account will be updated. However, if this setting is disabled, you will additionally need to run ‘Update Pending Transactions’ located within Sales Ledger > Period End Routines.
For more information regarding Sage 200 Sales Invoices, please email our support team at sagesupport@pkfscs.co.uk or call us directly on 01332 959008.
To stay in the loop about our latest tips then make sure you are following us on LinkedIn and Facebook!
