EasyPlant NewsLetter from SYSNET ASSOCIATES (INDIA) PRIVATE LIMITED. Issue No: 007 Date: 1st March 2008

In this issue, we will see how an Invoice document is prepared for the products sold. The 'Invoice' profile hold the only the basic details of the Invoice and the products of the Invoice are stored in the ‘Invoice Line’ profile. An Invoice can be prepared only against a Quotation and the ‘Quotation Status’ has to be ‘Confirmed’. The Stock position in Product profile is immediately updated when an Invoice is created or modified. Editor: Mr. A. Krishi

A Product can be added to an Invoice sold only if the ‘Quotation Line Status’ of ‘Quotation Line’ profile is “Open”.

EasyPlant - A Manufacturing System for SMB.

The Invoice Data Screen. Important Business Elements Used in Invoice Document:

Invoice No: The Invoice number of the document it is auto incremented sequentially. The number has to be unique, duplicate Invoice Numbers is not allowed. Only for the first entry user needs to give the starting sequence, example INV/001.
Invoice Date: The date of selling the goods. While creating a new Invoice the current date in your computer is shown by default. The user can change the date, if required. The format of the date is as per your computer settings.
Customer Name: The name of the Customer on whom the Invoice is raised. The Customer name is to be selected from the list. The Customer list is based on the Customer Names stored in the Customer profile.
Quotation No: The ‘Quotation No’ against which this Invoice is raised. The list of Quotation Numbers is based on the Customer Name selected.
Basic Value: The basic value of the Invoice. This value is inclusive of Excise and Cess.
Tax Value: The tax value of the Invoice.
Insurance: The insurance charges to be manually entered.
Freight: Transportation charges, if payable by the customer has to be mentioned here.
Other Charges: Any other charges like packing, loading, etc., if payable by the customer has to be mentioned here.
Total Value: The total value of the Invoice.
Total Value R/O: The total value is auto rounded off to the nearest rupee.

Invoice can be created for a Quotation only if the ‘Quotation Status’ in Quotation profile is ‘Confirmed’. The message “Invoice’s Quotation Status should be Equal to Confirmed” will be displayed if ‘Quotation Status’ of Quotation profile is not ‘Confirmed’.

Q&A: Your Questions are answered by EasyPlant Experts, below.

Question 1: How to Prepare an Invoice document?
Answer: Invoice is created using the Invoice and Invoice Line profiles. The 'Invoice' profile hold the only the basic details of the Invoice and the products of the Invoice are stored in the ‘Invoice Line’ profile. An Invoice can be prepared only against a Quotation and the ‘Quotation Status’ has to be ‘Confirmed’. On creating an Invoice the stock of the Product Sold is automatically updated.

Question 2: Is it Possible to change the Customer Name after creating an Invoice?
Answer: No,the Customer Name in an Invoice cannot be changed after the Invoice is created.

Question 3: On changing the Invoice Status to 'Cancel', will it reset the Stock position?
Answer: here in EasyPlant By changing the status in Invoice to ‘Cancelled’ will NOT reset the stock position, you will also have to change the ‘Invoice Qty’ in the ‘Invoice Line’ profile to zero.

Question 4: What is the process to issue material to the production department in EasyPlant?
Answer: The Production department will first create the MIN based on the Items that are required for carrying out the production of a particular Work Order. The ‘Request Qty’ has to be entered by the production department. The Stores at the time of issuing the materials will enter the ‘Issue Qty’ for the MINs created by the Production department. Only after the Stored enter the ‘Issue Qty’ the necessary updation and calculations will take place. The ‘WO Status’ of Work Order profile has to be ‘In Progress’ for MINs to be created.

Question 5: What is 'Allocation Sales' Profile in EasyPlant?
Answer: This profile is an extension of the ‘Receipts’ profile. In this profile we record the Sales Invoices against which the payment has been received. The ‘Receipt Status’ of the receipt in ‘Receipts’ profile should be ‘Open’, before being used in this profile. It is important to select the correct Sales Invoice, on selecting an Invoice Number the balance receivable will be displayed. Only if the ‘Balance Receivable’ for the selected Invoice Number is more than zero it can be used here.

Thanks for reading. Please do write to us at info@SysnetIndia.com, at any time with your queries. We'll return with more soon, in the next NewsLetter. Cheers!
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