This section includes the fields and descriptions for the Job Invoice Crediting tab.
Billing Address Island
| Field | Description |
|---|
| Bill to Customer
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This is the number of the customer who was invoiced. The other lines contain the customer’s name and address. It is retrieved from the window Jobs.
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| Attn.
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This is the customer’s attention person to whom payment information is directed. It is retrieved from the window Jobs.
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| Country
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This is the customer’s country code. It is retrieved from the window Jobs.
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Price Island
| Field | Description |
|---|
| Currency
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This is the currency the job was invoiced in. It is specified in the window Job Information.
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| Billing Price Total
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This is the sum of the billing prices shown in the table part of the job invoice.
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| Tax
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This is the tax Maconomy calculated for the invoice. It is added to the invoice automatically.
If multiple tax codes are enabled, three additional fields will be added above the “Tax” field: “Tax 1,” “Tax 2,” and, if enabled, “Tax 3.” For further information on multiple tax codes, please see the description in “Tax Codes.”
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| Balance Due
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This is the amount (in the job’s currency) which is due from the bill-to customer. It is the total billing price, less any invoices on account and including tax.
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| Invoice Discount %
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This is the percentage used to calculate the invoice discount. It is retrieved from the Job Information card.
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| Invoice Discount
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This is the invoice discount deducted from the invoice. It is retrieved from the Job Information card, where it was entered as a percentage.
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| Net on Account
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This field shows how much of the job price was invoiced on account and deducted from the final job invoice. If you are looking at an invoice on account, this field will show “0.00.”
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| Tax on Account
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This field shows how much tax has been added to any invoices on account for the job. It is deducted from the final job invoice. If you are looking at an invoice on account, this field will show “0.00.”
If multiple tax codes are enabled, three additional fields will be added above the “Tax on Account” field: “Tax on Account 1,” “Tax on Account 2,” and, if enabled, “Tax on Account 3.” For further information on multiple tax codes, please see the description in “Tax Codes.”
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Crediting Island
In this island, you can define how you want to carry out the crediting of the current invoice. Information about the invoice and previously credited amounts is shown in table form.
| Field | Description |
|---|
| Restore Job Entries
|
This field is used when you select the action “Create Credit Memo Selection.” If you mark this field and select the action “Create Credit Memo Selection,” the current job invoice will be reversed, returning the status of the job to what it was before invoicing.
If the invoice to be credited has reconciled job invoices on account and/or credit memos on account, these are reopened when crediting.
If the field is not marked, job entries are created when the amount is credited.
The field is automatically marked if the current invoice is an invoice on account, and the mark cannot be removed. In this case, crediting the invoice causes the specified invoice on account to be reopened. The reopened invoice can be seen in the window Job Invoices On Account.
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| Detailed Credit Memo
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If you mark this field, all the invoice specification lines will be transferred to the credit memo when it is printed. If you do not mark this field, the credit memo only shows a line with the total credited amount.
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| Pref. Credit Memo Date
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In this field, you can enter the preferred credit memo date. The date must be within the open posting interval, which is specified in the window System Information in the Set-Up module. If you do not enter a date, Maconomy inserts the current date when the credit memo is printed.
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| Invoice
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This field, and the remaining fields in this island, is part of a table showing information about the current invoice and the new credit memo. Each field is a row with information about billing price (in both invoice and job currency), percentage of billing price, cost, gross margin, gross margin percentage, and markup percentage. The cost and gross margin are displayed in the base currency of the company
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| Credited
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These fields show information about any amounts previously credited to the current invoice. The amounts are displayed as Billing Price amount (invoice and job currency), Cost amount, and percentage of the billing price of the original invoice.
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| Credit Memo
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In these fields, you can enter an amount or a percentage which you want to credit. By default, the full amount of the original invoice is displayed, but you can change it. The amount you enter cannot exceed the total amount of the original invoice. When you select the action “Create Credit Memo Selection,” the amount in the “Billing Price” column of this field is used as the credit memo amount.
The invoice currency/job currency exchange rate in the Billing Price fields is based on the original invoice.
Whenever you change the credit memo amount, the fields in the “Balance” row of fields below are updated to show the remaining, uncredited amount.
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| Balance
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In these fields, you can enter an amount or a percentage which you do not want to credit. The difference between the amount you enter and the amount available for crediting (that is, original invoice amount less previously credited amounts) is shown in the “Credit Memo” row of fields above when you press Return. This is a shortcut to crediting an invoice down to a certain amount.
In the remaining fields of this row, the new GM, GM %, and Markup % of the invoice is calculated. Furthermore, you can adjust the crediting by changing these values manually, but only if the field “Restore Job Entries” is not marked.
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Invoicing Island
In this island, you can define how you want to create an invoice on the basis of the job entries restored by crediting a job invoice in this window. Information about the invoice and previously credited amounts is shown in table form.
| Field | Description |
|---|
| Preferred Inv. Date
|
In this field, you can enter the preferred invoice date. The date must be within the open posting interval, which is specified in the window System Information in the Set-Up module. If you do not enter a date, Maconomy inserts the current date when the invoice is printed.
For more information, please see the description of the field “Preferred Invoice Date” in the window Invoice Selection.
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| Invoice
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This field, and the remaining fields in this island, is part of a table showing information about the current invoice and the new invoice. Each field is a row with information about billing price (in both invoice and job currency), percentage of billing price, cost, gross margin, gross margin percentage, and markup percentage. The cost and gross margin are displayed in the base currency of the company.
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| Credited
|
These fields show information about any amounts previously credited to the current invoice. The amounts are displayed as Billing Price amount, Cost amount, and percentage of the billing price of the original invoice.
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| New Invoice
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In these fields, you can enter an amount or a percentage which you want to invoice. By default, the full, credited amount of the original invoice is displayed, but you can change it. The amount you enter cannot exceed the total amount of the original invoice. When you select the action “Create New Invoice,” the amount in the “Billing Price” column of this field is used as the new invoice amount. Note that you can only create an invoice when the original invoice has been fully credited (that is, the billing price of the invoice has been credited completely).
Whenever you change the credit memo amount, the fields in the “Reduction” row of fields below is updated to show the remaining uninvoiced amount (that is, the amount which will be suggested as invoice reduction when you have approved the current invoice selection).
In the remaining fields of this row, the new GM, GM %, and Markup % of the invoice is calculated. Furthermore, you can adjust the invoice amount by changing these values manually.
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| Reduction
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In these fields, you can enter an amount or a percentage by which you want to reduce the amount of outstanding open entries. The difference between the amount you enter and the amount available for invoicing (that is, original invoice amount less previously invoiced amounts) is shown in the “New Invoice” row of fields above when you press Return.
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Job Invoice Selection Island
| Field | Description |
|---|
| Invoice Selection
|
Click the icon or link to access the Job workspace.
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| Job
|
This is the name and number of the job to which the invoice pertains.
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| Billing Price Total
|
This field shows the total open entries on the job to which the current job invoice pertains. Note that this amount may be different from the amount shown in the island Invoicing if additional job entries have been registered for the job since the invoice in this window was created, and those job entries have not been closed.
If an amount for invoicing on account is currently approved on the job, this amount is shown.
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| Billing Price Total, Invoice Currency
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This field shows the total open entries on the job in invoice currency to which the current job invoice pertains. Note that this amount may be different from the amount shown in the island Invoicing if additional job entries have been registered for the job since the invoice in this window was created, and those job entries have not been closed.
If an amount for invoicing on account is currently approved on the job, this amount is shown.
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| Type
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This field shows if the current invoice selection for the job is debit (an invoice) or credit (a credit memo).
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| Open for Selection
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If this field is marked, the current invoice crediting is open for selection.
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| Approved for Editing
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If this field is marked, the current invoice selection of the job has been approved for editing in this window or in the window Invoice Selection.
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| Invoice Approved
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If this field is marked, the current invoice selection of the job has been approved in this window or in the window Invoice Selection.
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Invoice Island
| Field | Description |
|---|
| Invoice No.
|
This is the number of the job invoice. If you cannot remember the number of a job, you can use the search functions in the Find menu. The invoice number series is defined in the window System Numbers in the Set-Up module.
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| Job
|
This is the name of the job to which the invoice pertains.
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| Invoice Name
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This is the name of the invoice.
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| Invoice Date
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This is the date the invoice was issued.
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| Payment Terms
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These are the terms that apply to the payment of the current invoice.
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| Due Date
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This is the date the invoice becomes due. It is calculated automatically from the invoice date and terms of payment.
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| Department
|
This is the department associated with the job.
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| Company
|
This field shows the name and number of the company responsible for the current job. The company number is transferred from the window Jobs and cannot be changed here.
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| Settling Company
|
This field shows the name and number of the settling company that applies to the current job.
For further information about the influence of a settling company and how such a company is selected, please see the section “Multiple Companies” in the chapter “Introduction to the G/L Module.” Intercompany entries are described in the window Intercompany Accounts in the G/L module.
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| Reference
|
This is the reference entered in the “Ref.” field in the window Jobs.
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| Tax No.
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This is the invoice’s tax number. It is retrieved from the window Job Information.
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| Draft Created
|
This field shows the name of the user who created the draft invoice (that is, who approved the invoice selection) and the date when the draft invoice was created.
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| Invoice Approved
|
This field shows the name of the user who approved the job for invoicing and the date on which the job was approved for invoicing.
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| Invoice Printed
|
This field shows the name of the user who printed out the last invoice, currently shown in the window and the date on which the invoice was printed. The name is not altered during reprint.
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Detailed Specification Island
| Field | Description |
|---|
| Show
|
Select this field to show the lines from the detailed section below the summary section.
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| Contains Detailed Specification
|
This field indicates whether the invoice contains lines in the Detailed specification section.
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Invoice on Account Island
| Field | Description |
|---|
| Amount Reconciled
|
This field shows the amount hitherto reconciled on the current invoice on account. If the amount is zero, the invoice on account has not been reconciled.
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| Tax Reconciled
|
This field shows the tax amount hitherto reconciled on the current invoice on account. If the amount is zero, the invoice on account has not been reconciled.
If multiple tax codes are enabled, three additional fields will be added above the “Tax reconciled” field: “Tax 1 reconciled,” “Tax 2 reconciled,” and, if enabled, “Tax 3 reconciled.” For further information on multiple tax codes, please see the description in “Tax Codes.”
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| Reconciliation Amount
|
This field shows the amount yet to be reconciled on the current invoice on account.
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| Reconciliation Tax
|
This field shows the tax amount yet to be reconciled on the current invoice on account.
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Ship to Address Island
| Field | Description |
|---|
| Customer
|
This is the number of the customer for whom the job was performed.
The other lines in this field show the ship-to customer’s name and address. This information is retrieved from the window Jobs.
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| Attn.
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This is the ship-to customer’s attention person to whom shipping information is directed. This information is retrieved from the window Jobs.
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| Country
|
This is the customer’s country code. It is retrieved from the Jobs window.
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