Manage Sales/Invoices for Customers in Sage 50

For business, Sage 50 is the preferred accounting software as it has great tools and features that help businesses grow. With the help of invoices, you can keep track of what their customers are purchasing and much more. Invoices play an important role for customers in Sage 50. Go through this article and learn about the Invoices in Sage 50 for customers.

Tips to Enter a Product Sales Invoices in Sage 50

• Select Sales/Invoicing from the Tasks menu.
  • The predefined Product template can be found by selecting the Layout toolbar button and selecting it from the pull-down menu.

• Choose or enter the customer ID.
  • Sage 50 provides the customer default information, such as the billing and shipping addresses, sales account, shipping method, payment terms, and sales tax ID, when the customer is chosen.

• The Apply to Sales Order tab is displayed if there are any open sales orders for this customer.
• Select the Apply to Sales tab to add new items to the invoice.

• If you want Sage 50 to print an invoice, leave the invoice # field black. When printing the invoice, Sage 50 will raise the invoice number by one. If not, type a bill number or another reference number.

• Then you have to enter the date of the invoice in case it is different from the displayed due date.

• If the invoice’s due date differs from the one that is displayed, provide the actual due date.

• The address listed on the client record as Ship to Address 1 will have the Contact and Ship To information entered automatically by Sage 50. From the options offered in the Ship To drop-down list, choose a different contact and shipping address, or you can manually enter a different address in the Ship To fields.

• The default P.O.# that you entered in the customer’s record will appear on the invoice. Also, you can change the default to any other piece of information that will help the customer identify this invoice by entering the customer’s purchase order number immediately.
• It will show up if you have entered a default shipping method in the customer’s record. If you want to select a different shipping method then you have to click the Ship Via button. You can also enter a ship date.
• Sage 50 applies the default terms that you have entered for the customer, however, you might want to click the Terms link to change the default discount dates or amounts for this invoice. Sage 50 will calculate the discount when a receipt that is eligible for an early-payment discount is applied to the invoice.
• It will appear if a default Sales Rep was entered in the customer’s record. Otherwise, if applicable, choose the sales representative’s charge.
• The quantity, item ID, description, unit price (the number of decimal places is specified in Global Options), sales tax status, and job information should all be entered separately for each item on the invoice.
• Choose serial numbers for the item(s) if the line item contains serialized inventory. To insert or choose serial numbers, you have to first choose the line item containing the serialized inventory item. The window for serial number selection displays. Return to the Sales/Invoicing window by selecting the serial numbers you require and clicking OK when finished. The OK/Next button will save the current entry and advance you to the next serialized item if the invoice has more than one line item that contains a serialized inventory.

• Decide which job, phase, and/or cost code this transaction relates to. To
  • To see a drop-down list of available jobs, phases, and cost codes (if the work requires them), click the folder button in the work field.
  • To apply these costs to a folder of a job, click the folder for that project. The list of phases will then be displayed.
  • For the phase that you want you have to click the folder.
  • If there are cost codes linked with the phrase you choose, they will be listed here.
  • If necessary, click the cost code you want to choose.
  • This will choose that specific job, phase, and cost code and close the list of jobs.

• Till you have entered them all, you have to continue entering the line items.
• To include job-expense transactions related to this customer on the invoice, use the Apply tickets/expenses link.
• You can choose the Accounts Receivable G/L account for this possible sale if your business uses accrual accounting. This will appear as your accounts receivable asset account on financial statements. This field will display Cash Basis if your company operates on a cash basis.

• Review any calculated retainage amounts by selecting the Withhold Retainage tab. You may now change the Retainage% or Retain Amount for a specific line item. Please tell me about the retainage entry field on sales invoices.
• For this sale, you have to select the Sales tax ID.
• Include a sum in the Freight field if you want to charge freight for shipping this order.
• Select the Amount paid at the sale link if you have already received a payment for this invoice, either in full or in part, at the time of the sale. You can enter receipt details in the Receive Payment window that Sage 50 displays.
  • What the consumer now owes for the sale is shown in the Net Amount Due.

• The balance, credit limit, and credit status of the selected customer are shown in the bottom left corner of the window. To view the latest Customer Ledgers report for this customer you have to click the link for the customer balance.
• If you wish to print and save the invoice you just have to click Print. If not, press the Save button.

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Tips to Enter a Service Invoice in Sage 50

If you need to make an invoice without inventory items, Sage 50 also offers a service invoice in addition to the standard invoice. If you offer a service rather than sending your customers stuff, you should use this kind of invoice. Before you start entering the information on the invoice, make sure you choose the type of invoice.

• First, you have to select Sales/Invoicing from the Tasks menu.
• The Sales/Invoicing window is displayed by Sage 50.
• You have to then select the Layout toolbar button, and then from the pull-down menu you have to choose the predefined Service template.
• Now you have to enter or you can select the customer ID.
  • Sage 50 provides the customer’s default information, such as the billing and shipping addresses, sales account, shipping method, payment terms, and sales tax ID, when the customer is chosen.

• The Apply to Sales Order tab is displayed if there are any open sales orders for this customer.
• Now you can select the Apply to Sales tab to add new items to the invoice.
• Leave the Invoice # field blank if you want Sage 50 to print an invoice. Sage 50 will increase the invoice number by one when it is printed. Otherwise, enter an invoice number or other reference number.
• After that, you have to enter the date of the invoice in case it is different from the displayed invoice data.
• Enter the due date of the invoice if it is different from the displayed due date.
• Sage 50 will automatically enter the Contact and Ship to information for the address marked as Ship to Address 1 on the customer record. From the options offered in the Ship To drop-down list, you have to choose a different contact and shipping address, or manually you can enter a different address in the Ship To fields.
• The default P.O.# that you entered in the customer’s record will show up on the invoice. Alternatively, you can change the default to any other piece of information that will help the client identify this invoice by entering the customer’s purchase order number immediately.
• It will show up if you have entered a default shipping method in the customer’s record. If you would prefer to choose a different shipping option you just have to click the Ship Via button. Adding a ship date is also an option.
• Sage 50 applies the default conditions that you have specified for the customer, however, you might want to click the Terms link to change the default discount dates or amounts for this invoice. Sage 50 will calculate the discount when a receipt that is eligible for an early-payment discount is applied to the invoice.
• It will show up if you specify a default sales representative in the customer’s record. Otherwise, if applicable, you have to choose the sales representative’s code.
• Enter the details for the services that you provided. Include the description, unit pricing (the number of decimal places is specified in Global Options), sales tax status, and task details (if applicable) for each service item on a separate line.
• Depending on the customer sales account default or the item ID selected, the default G/L sales account that displays for each line item is based.

• Decide which job, phase, and/or cost code this transaction relates to. To do so you have to.
  • To see a drop-down list of available jobs, phases, and cost codes (if the work requires them), click the folder button in the Job field.
  • To apply these costs, you have to click the folder for the job you want. The list of phases will then be displayed.
  • Select the desired phase by clicking the folder. If there are cost codes associated with the phase you choose, they will be listed here.
  • If necessary, you have to click the cost code you want to choose.  This will choose that particular job, phase, and cost code and close the list of jobs.

• Until you have entered them all you have to continue entering line items.
• To include job-expense transactions related to this customer on the invoice, use the Apply tickets/expenses link.
• You can choose the accounts receivable G/L account for this possible sale if your company is accrual-based. This will appear as your accounts receivable asset account on financial statements. This field will say Cash Basis if your company works on a cash basis.
• Choose the sales tax ID.
•  Select the Amount paid at the sale link if you have already received a payment for this invoice, either in full or in part, at the time of the sale. You can enter the receipt details in Sage 50’s Receive Payment window.
  • What the consumer now owes for the sale is shown in the Net Amount Due.

• The balance, credit limit, and credit status of the selected customer are shown in the bottom left corner of the window. To view the latest Customer Ledgers report for this customer you have to click the link for the customer balance.
• If you want to print and save the invoice just click Print. If not, click Save.

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Tips to Edit or Delete an Invoice with Receipt in Sage 50

For a customer if you want to edit or delete an invoice in Sage 50, and if you have already entered a receipt, before you can edit or delete the invoice firstly you will need to delete the receipt. If you want to change the invoice number or the customer on an invoice or if you want to delete the invoice you will need to delete the receipt.

• You have to select Receive Money from the tasks menu.
• Then you have to select the List button so that you can delete the receipt that you have entered for the invoice.
• Then select the receipt from the list and then click OK.
• Select the Delete toolbar button to remove it once the receipt is displayed.
• You have to select Sales/Invoicing from the Tasks menu.
• Then you have to select the List button so that you can edit the original invoice.
• Select the invoice that you want to edit from the list and then you have to click OK.

You can make any necessary changes once Sage 50 displays the original invoice. You cannot change the customer ID if this invoice is for items ordered on a sales order.

• Now select the Delete toolbar button if you want to delete the transaction.
• Click Save if you are editing the invoice.
• Enter the receipt for the payment again.

Tips to Void an Existing Sales Invoice in Sage 50

• You have to select Sales/Invoicing from the tasks menu.
• If you want to find and select the invoice that you want to void, then you have to click the List button.
• And then you have to select the desired invoice.
• You have to click the Delete toolbar button and then select Void from the drop-down menu.
• The Void Existing Invoice window will appear.

• According to Sage 50, the system date is the default void date at the following invoice will be voided as of.
  • Enter a new date or accept the default.
• Now you have to select OK.
• The following occurs automatically with Sage 50.
  • Voids the invoice and generates a receipt for zero dollars covering both the original and void entries.
  • The Cash Receipt Journal makes an entry for these transactions.

How to Change Invoice Numbers in Sage 50

• Select Document Preferences from the Business Settings menu in Settings.
• Enter the number you want your papers to start at in the relevant boxes to modify the following document number.
• Enter the text you want to go to before the number on your documents to change the prefix.

How to Reset or Change the Numbering for Invoices into Sage 50?

Location I: For most forms

• Begin by choosing Setup, Settings, Company, and Forms from the Home window.
• In the appropriate box, you have to enter the updated Next Form Number for the requested form.
• To insert numbers in order, choose Verify Number Sequence.
• Use Next Available Number should be chosen.
• To finish and save, click OK.

Location II: Cheque forms

• You have to go to Setup, Reports, and Forms.
• Then you have to click Cheques on the left side.
• Under the check settings, on the right-hand side, at the bottom, select Bank Account.
• Fill out the field with the next check number. Use Check Number:
• Make sure the numbers on your checks are correct.

Conclusion

Hopefully, now you are clear with the above blog that is related to Invoices for customers in Sage 50. This article has mentioned all the steps and if you still face any issues after reading the above article then you can call the help desk.

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