Maconomy Workspace Client Help

Invoices Tab

This section includes the fields and descriptions for the Invoices tab.

Billing Address Island

Field Description
Bill to Customer Here you enter the number of the bill-to customer. Maconomy retrieves the bill-to customer from the bill-to customer’s information card, but you can select another. Maconomy checks that the customer exists. If you cannot remember the bill-to customer number, you can use the search functions in the Find menu.

Bill-to Customer and Ship-to Customer are not the same if the shipment of items is sent to one customer and the invoice to another.

Maconomy automatically retrieves the bill-to Customer’s name, address, country, standard currency, and payment terms from the Customer Information Card.

The other lines show the bill-to customer’s name and address. The information is retrieved from the Customer Information Card. You can change the information.

Attn. This is the attention person of the bill-to customer the person to whom payment information is directed. The name is retrieved from the Customer Information Card. You can change the name.
Ctry This is the country of the bill-to customer. It is retrieved from the customer’s information card. It can be changed here.
Phone This is the telephone number of the bill-to customer, retrieved from the customer’s information card. It can be changed here.
Fax This is the fax number of the bill-to customer, retrieved from the customer’s information card. It can be changed here.
Telex This is the telex number of the bill-to customer, retrieved from the customer’s information card. It can be changed here.
E-mail This is the e-mail address of the bill-to customer, retrieved from the customer’s information card. It can be changed here.

Settling Company Island

Field Description
Company No. This field shows the number of the settling company that applies to the current invoice.

If the number in this field is different from the one specified in the island Company, Maconomy will automatically create intercompany balances at the posting of the invoice. In the intercompany balance, the company in this field will be the intercompany company. However, if the system parameter “Create intercompany entries for companies with same parent company” is not marked, intercompany entries are only created if the two companies involved are not both assigned to the same parent company.

For further information about the influence of a settling company and how such a company is determined, please see the section Multiple Companies in the chapter “Introduction to the G/L Module.” Intercompany balances are described in the window Intercompany Accounts in the G/L module.

Name This field shows the name of the company shown in the field “Company No.” above.

Price Island

Field Description
Currency Here you select the currency of the invoice. Maconomy automatically retrieves the value from the Customer Information Card. You can change the currency until you enter the first item line in the table part or you specify a charge.
Sales This is the sum of all the extended prices in the table part, expressed in the invoice currency. The amount includes line and quantity discounts. It does not include invoice discounts, tax or charges.
Invoice Discount % Here you can enter an invoice discount percentage. Maconomy suggests the value from the Customer Information Card, but you can change it. The invoice discount is automatically deducted from the item sales amount.
Invoice Discount This is the invoice discount amount, calculated by Maconomy and shown in the invoice currency.
Tax on Sales This is the calculated tax amount(s) in the currency of the invoice. Maconomy only calculates tax if you mark the “Tax” field in the Price island.

If multiple tax codes are enabled, the “Tax on Sales” field will be replaced by the following fields: “Tax 1 on Sales,” “Tax 2 on Sales” and, if three tax levels are enabled, “Tax 3 on Sales.” For further information on multiple tax codes, please see the description in “Tax Codes.”

Total (incl. charges) This is the total invoice amount expressed in the invoice currency. It is the sum of “Sales,” “Tax on Sales” and charges including tax deducted from the “Invoice Discount” field.

If the currency of the invoice is the same as the base currency of the company responsible for the invoice, Maconomy rounds the total invoice amount. However, this is only done if a rounding unit has been specified for the current currency in the field “External Rounding Unit” in the window Currency Rounding in the Set-Up module. If this is the case, invoice amount totals will be rounded to the specified unit. The printout of an invoice will thus show the total invoice amount as well as the amount that constitutes the rounding. When posting the invoice the rounding will be posted as follows: The customer (and thus the A/R Control Account) is debited the invoice total after the rounding, while a rounded amount, if any, is credited or debited the account for amount rounding depending on whether the amount has been rounded up or down. The amount rounding account is specified by means of a dimension combination in the window Posting References in the G/L module. The other entries to which the invoice might give rise are posted as normal.

Std. Currency This is the bill-to customer’s standard currency. It is retrieved from the Customer Information Card.
Total In Standard This is the total invoice amount in the bill-to customer’s standard currency. Maconomy calculates the amount using the current exchange rate table, which is maintained in the window Exchange Rate Tables in the Set-Up module.

If this amount added to the customer’s balance and order sum exceeds the customer’s credit limit, Maconomy issues an alert. Earlier invoices must be posted before they are included in the credit limit evaluation. When checking if the customer's credit limit has been exceeded, Maconomy checks the current customer's credit limit at enterprise level as well as at company level. See the description of the fields in the island Credit Limit in the windows Payment Information and Company Specific Payment information in the A/R module for further information about how credit limits are handled in Maconomy.

Price List Here you select which price list to use for item lines in the invoice. Maconomy automatically retrieves the price list from the Customer Information Card, but you can select another. You select from existing price lists, that is, sales price lists created in the window Price Lists in the Inventory module. If you select “blank,” prices are calculated from item cost price at the current warehouse and gross margin. Cost price and gross margin are specified in the Item Information Card in the Inventory module.

If you select a price list in a currency different from the invoice currency, Maconomy converts the prices into the invoice currency using the exchange rate table currently in force.

Price Step Here you specify whether to take prices from a fixed price step in the price list. The highest level is “6.” Maconomy suggests the value from the customer information card, but you can choose another. Any other value than “0” will only have effect if you also choose a price list in the field above.

If the field “Fix Price Step” in the window System Information is marked, and if you enter a value here, Maconomy will always suggest the price from the given price step, regardless of whether the quantity the customer is buying would normally justify a lower price due to a quantity discount.

If the “Fix Price Step” field is not marked, Maconomy will suggest the highest price step justified by the quantity ordered.

Tax Here you mark whether to add tax to the invoice. Maconomy suggests the value in the Customer Information Card, but you can change it.

Job Cost Island

Field Description
Job No. Here you can enter the number of a job from the Job Cost module, to assign the invoice to a job. Certain jobs can involve item sales from Maconomy’s Inventory module. To register such a sale, you create an invoice in this window and assign it to the appropriate job.

The invoice is printed here, and the sales figures are transferred to the Job Cost module. When the job is finished, you can calculate the whole job, including any item sales.

Maconomy checks that the job exists, and that you have specified the same ship-to customer number on the invoice and the job. Maconomy also checks that the job is not blocked or ended. If you enter a value In this field, you must also enter the number of an amount activity in the “Activity” field.

Activity No. In this field, you can enter the number of an amount activity from the Job Cost module if the invoice is assigned to a job. This activity number will be suggested on lines created in the table part.
Task In this field you can enter the name of a task if the invoice is linked to a job.

Charges Island

Field Description
Description Here you can enter an optional charge text. It is printed on the invoice in front of the actual charge amount. If you wish to add charges to the invoice, you must enter a text here, describing the charge.

You can add up to four charges to an invoice. Every one of the four lines in the Charges island, consisting of the “Description,” “Amount,” “Tax Code,” “Tax,” “Rep. Code” and “Group” fields, defines one charge. Note, Maconomy does not retrieve the charge codes from the Customer Information Card.

Amount Here you enter the charge amount to be added to the invoice. The amount must be in the currency of the invoice.
Tax Code Here you can specify the tax rate(s) to be applied to the charge. If multiple tax codes are enabled, the “Tax on Sales” field will be replaced by the following fields: “Tax 1 on Sales,” “Tax 2 on Sales” and, if three tax levels are enabled, “Tax 3 on Sales.” For further information on multiple tax codes, please see the description in “Tax Codes.”
Tax This is the tax amount of the charge. Maconomy calculates this figure automatically from the charge entered and the tax code(s) selected. The amount is subsequently added to the invoice if the invoice is subject to tax. The amount in this field cannot be changed.
Rep. Code In this field, you can enter an item tax code, which is created in the window Popup Fields. Maconomy uses the field to determine which tax code to use for calculating tax for the current charge, as the reporting code is part of the criteria to select a tax code in the window Tax Tables in the G/L module. At this selection, Maconomy uses the tax table specified for the responsible company assigned to the current invoice. This tax table is selected in the window Company Information. However, the tax code is only selected from a tax table, if you have specified that tax tables which are specified in the window System Information are to be used, and only if the company responsible for the current invoice is assigned to a tax table. If no tax table has been specified for the responsible company or if you are using differentiated tax, and you are not using tax tables, Maconomy will use the tax code specified for the individual charge in the window Charges. If neither tax tables nor differentiated tax has been selected, Maconomy uses the standard tax code specified in the window System Information in the Set-Up module.

When posting invoices, the reporting code is used for determining which tax report entries are to be created when invoicing the charge. On the basis of the tax report entries, it is possible to create tax reports which show tax and tax basis entries assigned to a given tax report field. This kind of reporting is only possible if extended tax reporting has been selected in the window System Information.

The value in this field is transferred from the charge code, but can be changed here.

Group Here you can enter a code to define the group to which the charge will later be posted. Through a dimension combination in the window Posting References, the group points out the G/L account and other dimension values to which the charge should be posted when you post the invoice. Group 1 charges are posted to the account (and any other dimension values) to which the dimension combination in the posting reference “Order Charge 1” refers for the department the invoice involves. Group 2 charges are posted to the account (and any other dimension values) to which the dimension combination in the posting reference “Order Charge 2” refers, and so on. If you change the group suggested by Maconomy, Maconomy checks that the value is between “1” and “4.” You can assign more than one charge to the same group.

Dimensions Island

Field Description
Location In this field, you can enter a value for the dimension Location. If you do not enter a value manually, Maconomy will attempt to derive a value, using the order of priority set up in the window Dimension Derivation in the G/L module. If no value can be derived, the standard value is transferred from the window System Parameters in the Set-Up module. See the chapter “Introduction to the G/L Module” and the window Dimension Derivation for a further description of dimension derivation.
Entity The functionality of this field is similar to the functionality of the field “Location” above.
Project The functionality of this field is similar to the functionality of the field “Location” above.
Purpose The functionality of this field is similar to the functionality of the field “Location” above.
Spec. 1-3 The functionality of these fields is similar to the functionality of the field “Location” above.
Local Spec. 1-3 The functionality of these fields is similar to the functionality of the field “Location” above.

Ship to Address Island

Field Description
Ship to Customer In this field, you enter the number of the customer receiving the items. Maconomy checks that the customer has been created in Maconomy and, if the system parameter “Aut. company specific customer creation” has not been marked in the Set-Up module, whether the current customer has been created as a company-specific customer for the company responsible for the contract. If this parameter has not been marked, the customer must be created as a company-specific customer in the window Company Specific Customer Information Card before orders can be created with the current combination of customer and company. Furthermore, Maconomy checks that the customer has not been blocked in the window Payment Information in the A/R module.

If the customer’s credit limit is exceeded, Maconomy alerts you. You can then choose not to create the invoice before the customer has paid overdue bills. Please note that previous invoices must be posted before Maconomy includes them in the credit limit evaluation. When checking if the customer's credit limit has been exceeded, Maconomy checks the current customer's credit limit at enterprise level as well as at company level. See the description of the fields in the island Credit Limit in the windows Payment Information and Company Specific Payment information in the A/R module for further information about how credit limits are handled in Maconomy.

When you press Return, Maconomy automatically retrieves various information from the Customer Information Card. You can change most of the information.

After creating the invoice, you can change the ship-to customer by entering a new customer number in this field. Maconomy then retrieves the information on the new ship-to customer (including bill-to customer) when you press Return. However, the invoice currency will not change if you have entered item lines in the table part. Calculated fields, such as “Tax, Sales” and “Due Date,” are calculated again. If charges have been specified on the invoice, the ship-to customer can only be changed to a customer using the currency already specified on the invoice.

The other lines show the ship-to customer’s name and address. The information is retrieved from the Customer Information Card. You can change the information.

Attn. This is the customer’s attention person the person to whom shipping information is directed. The name is retrieved from the customer’s information card, but can be changed here.
Ctry This is the customer’s country code. It is retrieved from the customer’s information card, but can be changed here.
Phone This is the customer’s telephone number. It is retrieved from the customer’s information card, but can be changed here.
Fax This is the customer’s telefax number. It is retrieved from the customer’s information card, but can be changed here.
Telex This is the customer’s telex number. It is retrieved from the customer’s information card, but can be changed here.
E-mail This is the customer’s e-mail address. It is retrieved from the customer’s information card, but can be changed here.

Company Island

Field Description
Company In this field, you can enter the number of the company responsible for the invoice. If you do not enter a value manually, Maconomy will attempt to derive a value, using the order of priority set up in the window Dimension Derivation in the G/L module. If no value can be derived, the standard value is transferred from the window System Information in the Set-Up module.

If the company in this field is different from the one shown in the island Settling Company, Maconomy will automatically create intercompany balances at the posting of the invoice. In the intercompany balance, the company in this field will be the responsible company. However, if the system parameter “Create intercompany entries for companies with same parent company” is not marked, intercompany entries are only created if the two companies involved are not both assigned to the same parent company. See the section “Multiple Companies” in the chapter “Introduction to the G/L Module” and the window Intercompany Accounts in the G/L module for a further description of the concept of responsible companies and intercompany balances.

This field also shows the name of the specified company.

Invoice Island

Field Description
Invoice No. This is the invoice number the sole and absolute identification of the invoice. Maconomy allocates the next available invoice number, after you enter a customer number.
Invoice Date This is the date of the invoice. Maconomy automatically suggests today’s date. If you change the date, Maconomy checks that it is within the open-posting interval.
Due Date This is the date the invoice is due for payment. The due date is calculated automatically from the invoice date and payment terms.

If you have marked the field “Due Date from Printing Date” in the window System Information, the due date is calculated from the printing date.

Customer Information Island

Field Description
Reference Here you enter an optional text. You can, for example, enter the name of the customer contact you spoke to about the order. The text is printed on the invoice.
Received by Here you can enter the name of the employee who created the invoice. Maconomy suggests the name of the user, but you can change it. You must enter a name.
Sales Rep. No. Here you can enter the number of the employee who is registered as sales representative on the invoice. Maconomy suggests the employee who normally sells to the customer, but you can change it. The number is retrieved from the Customer Information Card.

If you cannot remember the number of the sales representative, you can use the search functions in the Find menu.

Sales Rep. This is the name of the sales representative.
Department Here you can select the department which the invoice involves. Maconomy suggests the department from the Customer Information Card of the ship-to customer, but you can select another.

You maintain departments (with G/L accounts) in the window Posting References in the G/L module.

Warehouse Here, you select the warehouse from which the invoiced items are delivered. Maconomy suggests the warehouse from the window Customer Information Card, but you can select another. You select from existing warehouses, that is, warehouses created in the Warehouse Information Card in the Inventory module.

Note that you can only select one warehouse from which to deliver the invoiced items.

If you specify a warehouse assigned to another company than the one responsible for the current invoice, Maconomy will create intercompany balances when you post the item journal created as a result of the invoice. In the intercompany balance, the company to which the warehouse is assigned will be the intercompany company. However, if the system parameter “Create intercompany entries for companies with same parent company” is not marked, intercompany entries are only created if the two companies involved are not both assigned to the same parent company.

If you have Maconomy Basic, this field has no function.

Stock Location No. In this field, you can specify the location in the current warehouse from which the items are shipped. This location will apply to those lines in the table part where the stock location field is left blank. If a stock location is specified on a given line, it overrules any location specified in this field. When you create an invoice, Maconomy suggests the standard shipping location specified for the selected warehouse, but you can specify another location.
Language Here you can select which language the invoice is printed in. Maconomy suggests the customer’s language from the Customer Information Card in the Accounts Receivable module, but you can select another. The language code refers to one of the item descriptions in the Item Information Card “Description Language 1,” “Description Language 2” and “Description Language 3.” Maconomy uses the code to determine the text in the “Description ” field in the table part of the window.

You can maintain the language codes in the window Popup Fields in the Set-Up module.

Pmt. Terms Here you select the payment terms of the invoice. Maconomy automatically suggests the bill-to customer’s payment terms from the window Payment Information, but you can change the value. If you do, the invoice due date is calculated again.

You maintain payment terms in the window Popup Fields in the Set-Up module.

Cust. Payment Mode In this field, you can specify how the customer is to pay the invoice. Maconomy suggests the customer payment mode specified on the bill-to customer’s information card, but you can change it.

Customer payment modes are created in the window

Customer Payment Modes in the Banking module.

Global Location No. If the customer has requested that you use a specific global location number on the invoice, you can specify the location number in question here. Maconomy suggests the global location number specified in the window Company Specific Payment Information for the customer in question, but you can change it here if the location number to be used in connection with the current invoice is not the same as the standard location number of the customer.

For further information about the concept of global location numbers, see the introduction to the window Company Locations in the G/L module.

Company Tax Code In this field, you can enter a company tax code, which is created in the window Popup Fields. Maconomy uses the field to determine which tax code to use for calculating tax for the current invoice, as the reporting code is part of the criteria to select a tax code in the window Tax Tables in the G/L module. At this selection, Maconomy uses the tax table specified for the responsible company assigned to the current invoice. This tax table is selected in the window Company Information. However, the tax code is only selected from a tax table, if you have specified that tax tables which are specified in the window System Information are to be used, and only if the company responsible for the current invoice is assigned to a tax table. If no tax table has been specified for the responsible company or if you are using differentiated tax, and you are not using tax tables, Maconomy will use the tax code specified for the individual item in the window Item Information Card in the Inventory module or, in the case of charges, the tax code specified for the individual charge in the window Charges. If neither tax tables nor differentiated tax has been selected, Maconomy uses the standard tax code specified in the window System Information in the Set-Up module.

When posting invoices, the reporting code is used for determining which tax report entries are to be created when invoicing. On the basis of the tax report entries, it is possible to create tax reports which show tax and tax basis entries assigned to a given tax report field. This kind of reporting is only possible if extended tax reporting has been selected in the window System Information.

The value in this field is transferred from the customer information card, but can be changed here.

Tax No. Here you enter the customer’s tax number. Maconomy suggests the value for the bill-to customer, but you can change it. If a validation rule is assigned to the tax number field in the window Rules of Validation in the Set-Up module, Maconomy will validate the tax number upon entry or change. If the invoice’s bill-to customer is changed, Maconomy retrieves the new tax number.

Statistics to Tax Authorities Island

Field Description
EU Sale This field must be marked if the invoice is for an EU sale. If the “Sales List System Report” field in the window System Information is marked, Maconomy will mark this field if the bill-to customer is from another EU country and is not subject to paying tax, that is, the “Tax” field is not marked. If this field is marked, the invoice will be included in your quarterly report to the EU Sales List System.
Intrastat Reg. Here you can specify whether to include the invoice in your monthly report to Intrastat. If the “Intrastat Export Report” field in the window system information is marked, Maconomy suggests a mark here if the bill-to customer is from another EU country and is not subject to paying tax, that is, the “Tax” field is not marked.
EU Trade Type Here you can enter either “Normal” or “Triangulation” to indicate the EU trade type. Triangulation means you act as agent for a vendor in another EU country and a customer in third EU country. Invoice amounts from triangulation are not included in the EU sales on your tax specification, but are reported separately to the EU Sales List System. The value is copied from the information card of the bill-to customer, but can be changed here.
Nature Here you select which transaction to report to Intrastat. They are created in the Popup field window in the Set-Up module.

Contact Management Island

Field Description
Campaign No. In this field, you can enter the number of a campaign if the current invoice is connected to a certain campaign in the Contact Management module. If you enter a campaign number, Maconomy transfers the number to lines that are then created in the table part. The campaign number can be used for, for example, statistical purposes.

Account Information Island

Field Description
Changed This field shows whether any of the information suggested by Maconomy in various fields on the invoice was changed while you created the invoice. Maconomy marks the field automatically if one or more of the following fields in the card part have been changed: “Payment Terms,” “Tax,” “Price List,” “Price Step,” “Invoice Discount %.” It also marks the field if you enter any charges in the Charges island, or if you change the value in one or more of the amount and discount fields in the table part of the window. The mark cannot be removed.

Extra Fields Island

Field Description
Popup 1-5 In these fields, you can specify further information regarding the invoice and the current customer. You might, for example, specify a “hold” code or information about substitution items. Maconomy suggests the value of the corresponding fields in the customer’s information card, but you can change the values for the current invoice. The pop-up options are created in the window Popup Fields in the Set-Up module.