Invoice Profile

This section is the Invoice Profile. This form contains the fields for creating a system Invoice.

Overview: Invoice Profile states information about the system Invoice. such as,

Header Fields

• System Invoice Number – system generated number assigned to saved invoice
• Invoice date – issuance date of found on printed invoice
• Invoice Type – kind of invoice used
• DPBS – down payment billing statement; usually used for billing partial payments
• DPSI –down payment sales invoice; usually used for billing partial payments
• BS – billing statement
• SI – sales invoice
• Project no. – reference project of invoice
• PI no. – reference pro-forma invoice of invoice
• Project Location – reference project location of invoice being recorded
• Client Code – system code used in PI as reference for billing of invoice
• PI desc. – saved PI description as created by PM
• Invoice Doc number – invoice number of manual document/invoice
• Department – group in charge of the project and its billing
• PM – manager in charge of the project and its billing
• Invoice Status – progress made to invoice
• Invoiced
• Cancelled
• Invoice Remarks – additional note indicated on invoice
• Payment Term – payment schedule indicated on invoice
• Currency – expected payment currency
• Invoice Amount – value of invoice billed
• VAT Inc – Value Added Tax Included to Invoice amount option
• VAT Ex – Value Added Tax Excluded from Invoice amount option
• Down Payment – for SI and BS, used for indicating sum of partial payments collected
• Amount Due – for SI and BS, Invoice Amount less Down Payment; states the invoice balance expected for collection
• Client PO no. – reference Purchase Order number provided by client
• QB System No. – quick books’ invoice reference number
• DR Doc. No. – reference client signed delivery receipt number as proof of delivery of goods

Details Tab

• Billing Company – name of company on invoice
• Billing Tin No – registered Tax identification number of the client
• Billing Address – location of client company
• Due Date – target date to fully paid amount on invoice without incurring penalties
• Last Delivery Date – date of DR with the latest delivery date
• Invoice Received Date – date when client receives the invoice
• Billing Month – recording month as reflected in Accounting records
• Forecast Collection Date - accounting's expected date of collection

Collection/Collection Tab

• Collection No. – system generated collection number
• Collection Date – date when payment was received
• Collection Type – kind of collection document used
• CR– Collection Receipt;
• OR– Official Receipt;
• Client Code – client responsible for payment
• Collection Status – indicates PAID when saved
• Collection Remarks – additional note indicated on invoice
• Collection Document No. – reference number as indicated in OR or CR
• Total Amount – payment amount before taxes to be allocated on various invoicesr

Note: Total Amount=Collection amount + Withholding Tax and Other Charges

• Payment Mode – form of payment as cash, dated check or post dated check
• Bank Name/Branch – bank used for check payment
• Check no. - number indicated on the check received
• Check date – date indicated on the check received
• TD Account – company account where payment is credited
• Deposit Date – expected date when payment will be credited to account
• Collection Amount – OR/CR amount receive as cash, as indicated on cash deposit slip or on check
• Withholding Tax – tax deducted on collection, if applicable
• Other Charges – miscellaneous deductions on collection, if applicable

Memo/Memo Tab

• memo number – system generated memo number; format: MEMO-YR-###### (record type-Year-six digit sequential counter)
• Memo Date – record date of Memo
• Memo Type - credit memo or debit memo
• Chain - Client group or chain name for filtering of available client invoices
• Memo Status – current state of PI
  • draft - memo status before posting
  • For Memo - requesting for memo status
  • Memo OK - approved and applied memo
  • Cancelled - memo cancelled
• Remarks – additional comments
• Memo Doc no. - the reference number of formal memo used by Accounting dep't.
• Currency - currency used on invoice
• Memo Amount – total amount to be deducted on selected client invoices

Follow this link to see Invoice List general instruction page