Upload Customer Sales Invoices

April 13, 2016 in Order Management

Purpose

This function is used to upload Customer Sales ‘Invoices’ into the system. This is an alternative way of creating an invoice by entering the data into the ‘Manual Despatch’ function. Using this method a “spread-sheet” style tool can be used to create a data file with a list of products and quantities sold to be used to create a customer invoice.

For additional details on creating upload files see the note HERE.

Data Input

 

Step 1 – File Upload

Upload File

Select the data file you wish to upload, by clicking Browse. This assumes you have access to the data file with the customer, product items and sold quantities from the browser you are currently using.
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Step 2 – Review details

The line item sales details of the data file selected will be displayed so that you can review the individual items and confirm that the correct data has been uploaded before you continue. Click Submit to submit all the details.
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Spread sheet format

The spread sheet must be in a csv format.

The first row of the spread sheet must be a heading row – it does not matter what the headings are, as long as they are meaningful to you e.g. you could have ‘Product’, ‘Product Code’ or ‘SKU’.

The columns required are:

Column Name Additional Details
A Sales Order Number The sales order number should be repeated for each product on the same sale transaction. This order number may/may not become the invoice number depending on whether you have the system setting configured so that invoices numbers are  matched to sales order numbers. Mandatory.
B Customer Number The customer code for the customer account. This must be an existing customer in the Customer Details function. Mandatory.
C Market Segment If left blank, the market segment will default from the Customer details. Optional.
D Sales Rep If left blank, the sales rep will default from the Customer  details. Optional.
E Tax Cert. Number An entry of anything here will cause the invoice to be created with no tax being charged. Optional.
F Invoice Date This will be the date of the invoice. Mandatory
G Customer Order Number This is the order number your customer provided you for their reference to the sale i.e. their Purchase Order number.  Optional.
H Issue Location This is the Stock Location the stock is issued from. It must be a valid Stock Location code already created in the system.  Mandatory
I Product Code This is the code of the product sold. It must be a valid Product code already created in the system.  Mandatory
J Product Description This is a text description of the product sold. Optional
K Size Code If used, this is a Size code for the product sold. Mandatory if the product is sized and must be valid for the nominated Product.
L Colour Code If used, this is a Colour code for the product sold. Mandatory if the product is coloured and must be valid for the nominated Product.
M Delivered Quantity This is the quantity of the product delivered for the sale. Mandatory
N Price This is the unit price for the product delivered. If left blank, the price will be picked up from the standard pricing for the product and customer. Optional

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Updating

Once you review the details and click submit, the rows on the spread sheet data are uploaded and validated. If no invalid data is detected, a customer sales invoice will be created for each transaction.

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