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Miscellaneous Invoices allow you to raise an invoice or credit for charges that are not generated through the standard Job, Sales Order or Contract invoicing processes.
Use a miscellaneous invoice when you need to bill a customer for ad-hoc goods or services without creating a separate operational record.
User rights needed for this module.
The Miscellaneous Invoice access right in Service Geeni allows users to create invoices not linked to jobs or orders.
Module Access: Miscellaneous Invoice.
Before you begin
You will require:
Appropriate Sales Analysis Codes and Revenue Nominal Codes configured.
Customer records already created.
Getting There
You can find the Miscellaneous Invoices module via the Finance menu.
In the module, you can view and edit existing invoices or create a new one via the Generate Invoice button.
Raise a Miscellaneous Invoice
Click Generate Invoice.
In the window, complete the required invoice information:
Invoice / Credit: Select whether you are creating an invoice or a credit.
Date: Defaults to today's date.
Invoice To: Select the customer to invoice.
Branch: Defaults to the current branch.
Site ID: Select the site if applicable.
Invoice To Site ID: Select the site to be invoiced where applicable.
Payment Terms: Displays the customer's payment terms.
Customer Address: Displays the customer's address.
Delivery Address: Enter or amend the delivery address where required.
Invoice Notes: Add any notes that should appear on the invoice.
Adding Invoice Lines
Use the lower section of the screen to add the invoice details.
For each invoice line, you can enter:
Description
Goods Value
Order Reference
You can also associate the line with:
Job Number
Contract Number
Select:
VAT Code
Sales Analysis Code
Revenue Nominal Code
Repeat the process until all invoice lines have been entered.
Reviewing Invoice Totals
As invoice lines are added, Service Geeni displays:
Total Invoice Goods Value
Total Nominal Allocations
Before releasing the invoice, ensure the Total Invoice Goods Value and Total Nominal Allocations are equal.
The Goods Value for the Line and SA code must be equal; you'll be prompted to fix it when you go to raise it.
Saving as a Draft
If the invoice is not yet ready to issue, select Save as Draft.
Draft invoices can be completed and released later.
Releasing the Invoice
Once the invoice has been completed, select Release Invoice.
Releasing the invoice makes it available for the standard invoicing process.
Note: Once released, miscellaneous invoices follow the standard sales invoice posting process. For information on how invoices are exported to your accounting package, see Posting Nominal Transactions and Journal Update.
Previewing and Printing
Select Preview to review the invoice before issuing it.
Select Print to generate the Sales Invoice as a PDF.
Depending on your invoicing configuration, releasing the invoice may make it available for inclusion in the normal invoicing cycle.
Producing a Miscellaneous Credit
To create a miscellaneous credit:
Open Produce Miscellaneous Invoice.
Click Raise New Miscellaneous Invoice.
In the Invoice / Credit field, select Credit.
Select the invoice to credit.
Complete or amend the credit details as required.
Add or remove invoice lines where necessary.
Review the credit, then select Release Invoice or Print as required.
Note: The credit amount cannot exceed the original invoice amount.
If credits have previously been applied to the selected invoice, Service Geeni displays the existing credit information, including the credit value, date, and the user who created it, before allowing another credit to be applied.
Troubleshooting
Total invoice goods and nominal allocation values for VAT Code should be equal.
This message indicates that the invoice goods total and nominal allocations do not balance for the selected VAT code.
Review the invoice lines, VAT Codes and nominal allocations before releasing the invoice.
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