How to Generate, View and Consolidate Sales Invoices

Invoice View & Consolidation

Sales Invoice

1.1.1.1     Search Sales Invoice

a)      Go to Finance->Invoice List->Sales

b)      The following screen would be displayed.

c)      User can search on various search criteria like

  1. Invoice status,
  2. Invoice ID
  3. Client Name
  4. Placement id,
  5. Pay journal batch,
  6. Pay number,
  7. Invoice Structure Type
  8. Candidate Name,
  9. Document Date
  10. Posting Date

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a)      Based on the search criteria, the Invoices would be listed in the grid.

b)      Projected Invoice Date = Pay period End date of the Current open Pay period in which the Invoices were generated.

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Edit/View Sales Invoice

a)      Invoice List->Search for parameters->Results are displayed in list

b)      Click on the Invoice ID hyperlink

c)       Edit/View Invoice screen is  loaded

General Tab3

Invoicing Tab

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d)      System allows to make the changes in address fields  and comments and save it by clicking on ‘Save’

e)      User can generate the pdf file by clicking on the ‘PDF‘ icon.

f)       The ‘Post’ button can be clicked to Post the invoices.

Generate Invoice Docs

a)      Invoice List->Search for parameters->Results are displayed in list

b)      Click on the Invoice ID hyperlink

c)       Edit/View Invoice screen is  loaded

d)      User can generate the pdf file by clicking on the ‘PDF‘ icon

e)      The following docs will be downloaded.

  1.  Sales Invoice Report
  2. Sales EFT Report, if EFt is generated. This report is for Contract Placements only.

Add Manual entry for Sales Invoice

  1. Sales Invoice List

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  1. Click on the  icon to add a manual entry for a placement.
  2. The following screen would be displayed
  3. Use would need to enter the Pay Unit, Weekending Date, Transaction type and click on Save.

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  1. The manual Invoice would be saved by the system. They will be displayed in Red Color
  2. User who has the permission ‘Allow to delete Invoices’ only would be allowed to delete the adjustment Invoice created in above step.

Post Sales Invoice

a)      Post Invoice would move the Invoice data from Recruit live to the respective Navision company in Navision

b)      Go to Finance->Invoice List->enter the search criteria->Invoices would be listed in the list.

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c)      Select the invoices and select ‘Post’  in the top right corner

d)      Alternatively to post 1 by 1, you can click on the Invoice No hyperlink-> Edit Invoice screen would be displayed->Click on ‘Post’.

e)      System will ask for confirmation from the user

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f)      Click on ‘Confirm’, system will ask for Invoice Posting Date. The following window will come up.

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g)      User needs to set the appropriate Invoice Post Date and Click on ‘Approve’

h)      System will prompt for Manager’s login. The following window will be displayed

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i)      Once this is done, the post status will be displayed to the user.

j)      System will create the corresponding data in Navision and the mapping will be displayed

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k)      System will prompt to ‘Close’ the current Pay period.

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l)      User can choose Confirm’ to close the current Open Pay period.

m)      The status of the Invoices will change to ‘Posted’.

Consolidate Invoices

  1. Go to Invoice List->Search for parameters
  2. Select the invoices to be consolidated
  3. Click on the button  ‘Consolidate’

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  1. For Consolidate,
    1. Invoices should be of same Client
    2. Invoices will be consolidated based on the Invoice structure type selected at the client level
    3. Invoice status should be ‘Posted’.

On consolidation, System will perform the following actions

  1.  One new Invoice ID gets created with the consolidated details of the 2 selected invoices.
  2. Contractor Name of the new generated invoice= Contractor name of Placement 1 ,Contractor name Placement 2
  3. Projected Invoice Date = Invoice created date

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  1.  On invoice tab->it will list the details of placements, weekending consolidated
  2.  On the Invoice list screen, ‘Credit Note’ icon would be added in the ‘Action’ Column’. This will list the credit notes linked to the consolidated invoice.
  3.  For the invoices that were consolidated,
    1. Credit note gets created.
    2. On Click of the ‘Credit Note’ hyper link, a small window will be displayed

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  1.   The Invoice list screen ->Action Column  will display the
    • Parent Invoice No.
    • Hyperlink Icon for the  Credit Note created

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View & Post Credit Note

a)      For the invoices which were consolidated credit note gets created.

b)      It can be viewed from Invoice List

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c)      The ‘Credit Note ID’ column is a hyperlink.  The following screen would be displayed on clicking.

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d)      The credit Note will have to be posted in Navision.

e)      Select the credit note ->Click on the ‘Post’ button on the top right corner

f)      System will ask for confirmation.

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g)      System will display a window to enter the Posting Date.

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h)      User can change the Post Date if required. Click on ‘Approve’ button

i)      Manager’s login screen will be displayed

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j)      Click on ‘Login’. System will post the credit Note to Navision and success message will be displayed

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Post Consolidated Invoices

  1.   Go to Invoice List->Search for parameters
  2.    Select the invoices to be consolidated
  3.   Before posting the consolidated Invoice, User will have to post the credit notes linked to the same
  4.   System will show the validation message to ‘post the credit notes’.
  5.  Once credit notes are posted. Select the invoice->click on Post

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  1. The process is same as ‘Posting’ and other  Invoice.

 Delete consolidated invoices

  1. User can delete the consolidated invoice if required. Following conditions must be fulfilled for the same
    1. User should have the permission to ‘Delete the Consolidated Invoices’
    2. The Consolidated Invoice should have the status ‘Invoiced’. Posted Invoices cannot be deleted.
    3. The credit Notes should not be ‘Posted’ in Navision.
  2.  Click on the ‘delete’ icon in the list against the invoice to be deleted.

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  1. Credit Notes linked will be deleted from Recruitlive as well as Navision
  2. Consolidated invoice will be deleted
  3. Child Invoices can be consolidated again.