Category: IV. Finance

How to add a record in Collection

Add a record in Collection, IV. Finance, User Guide

After orders and deliveries have been fulfilled for your customers, you can now save their payments for their orders.  

Note: An Invoice or DR must be created first as those are the references of your Collection. If you have not created an Invoice or DR yet, kindly follow these instructions on How to create an Invoice or How to create a Delivery Receipt.

Follow the steps below to add a record in Collection

1. On the Finance menu, click Collection and click Create New button.

2. Select the Type by clicking the pencil. Select the information source from the dropdown. Click the green button to save.

3. Select the customer name from the dropdown. Click the pencil to select the Customer, then the green button to save.

4. If Billing is chosen from the Type field, select the Billing number from the dropdown. Click the green button to save.

5. Input the OR number by clicking the pencil icon. Click the green button to save.

6. Input the Date by clicking the pencil icon. Click the green button to save.

7. Select the Mode of Payment for the customer’s payment. Fill out all the important details of the payment. Add Remarks if necessary. Click Add payment button if there is more than one payment transaction.

8. If Invoice is chosen from the Type field, select the Invoices made under Source Details. Input the Amount of invoice. You can check the Invoice Details below for your reference.

9. You can save Remarks by clicking the pencil at the bottom left corner of the page. Click the green button to save.

10. Double check and once done, click Create then Post and Proceed. The status will now change to COLLECTED.

You may now proceed with generating of Statement of Account to see all the transactions.

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How to create a Billing Order

Create a Billing Order, IV. Finance, User Guide

Create a current billing order of your customers or vendors based on the total or selected orders.

Note: An Invoice or DR must be created first as those are the references of your Billing Order. If you have not created an Invoice or DR yet, kindly follow these instructions on How to create an Invoice or How to create a Delivery Receipt.

Follow the steps below to create a Billing Order

1. On the Finance menu, click Billing and click Create New button.

2. Select the Customer on the dropdown. Other information are displayed automatically if you create a record of that customer in Maintenance tab. Otherwise, input the details manually. Click Save after filling out the details.

3. In the new tab, click on the Source for invoice or DR, then click Add.

4. Double check all the details. If the details are correct, click Post button then Proceed. You cannot edit nor delete this record by doing these actions. The Billing Order is now ready for printing.

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How to create an invoice

Create an Invoice, IV. Finance, User Guide

After transactions have been made with your customers, you can create an invoice to request for their payments. Remember that after your products and customer from the Maintenance tab of Product and Customer section, you can now create your invoicing.

There are 2 ways of creating an invoice. 1) Creating invoice directly, and 2) from a Delivery Receipt as reference.

a. Creating Invoice directly

1. In the Finance tab, select AR/Invoice.

2. Click Create New button at the Action sections on the left side.

3. Select the required details, Customer Name, Invoice Number, and Company. Once done, you can now add a product.

4. Click add a New Item to add items to your sales order. Once done, click Submit and choose between Create and View or Create and New.

  • Create and view means you can view and edit your invoice before you submit. 
  • Create and new means you can now create a new invoice  

5. Click Post then Proceed. When post has been clicked, the Invoice will be posted and cannot be edited.

b. Creating invoice from a Delivery Receipt as reference

1. Look for the Finance menu, select AR/INVOICE, and click IMPORT FROM SALES/DR button at the Action section on the left side.

2. On the pop-up, select the Source of Destination you want to create an invoice, then proceed.

a. Sales Order– if you want to create invoice out from your sales order without delivery

  1. Select whether Invoice or Transmittal.
  2. Select the Sales Order then Proceed Import.

b. Delivery– if you want to create an invoice for your delivered items

  1. Select whether Invoice or Transmittal.
  2. Select the Sales order with delivery from the dropdown of SALES NUMBER.
  3. Choose the Delivery Number then Proceed Import.

c. Multi Delivery– if you want to create an invoice of multiple delivered items

  1. Select whether Invoice or Transmittal.
  2. Select Multiple Sales with DR. Note that it will only show all SO with delivery only. All DR under this S.O will be imported. Then click Proceed.

3. Double-check the details and click Print to finalize. When Print has been clicked, the Invoice will be posted and cannot be edited.

4. Go Back to check the status. It should be marked Posted.

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