Next Generation - Multi Entity and Sales Ledger Invoices

This article aims to guide you through the rules for sub ledgers when using Multi Entity on a sales ledger invoice.

If you are interested in creating a sales ledger invoice without using multi entity, please refer to our Enter a sales ledger invoice article.

This article will highlight the rules for you when using Multi Entity and will also provide you information about the sales ledger invoice screen in general.

There are two different ways you can get to the invoice screen, direct access from the customer record or accessing from the navigation.

Access invoice directly from a customer record

To access an invoice directly from a customer record, follow the steps below:

Click Debtors then click Customers.
Note: All customers are displayed. You can narrow down your search by using the advanced filters.
Select the checkbox next to a customer you wish to work with. You can narrow down your search by using the advanced filters.
Note: The Action Panel automatically opens from the right-hand-side of the screen.
On the action panel, click Add Invoice.

Access invoice from the navigator

To access an invoice directly from the navigator, follow the steps below:

Click Debtors then click Transactions.
Select Invoice.

Important rules when using sub ledgers and or Multi Entity

When you use Sub Ledgers or Multi Entity and visit the Sales Invoice screen for the first time, the Sub Ledger field is going to default to empty regardless of you having a sub ledger set up for the Sales Ledger or if the user you are logged into Financials with is assigned a default sales sub ledger in their security profile.
Once you have saved an invoice with a particular sub ledger, this sub ledger will be saved against your user as the user preference, so when you open the Sales Ledger Invoice screen again, the sub ledger field will be prefilled for you with the previously used sub ledger record.
You can change the sub ledger manually and if you have selected a different sub ledger than on the previous invoice, then this newly selected sub ledger will be saved against your user preference.
Your selected sub ledger drives the defaults on the Invoice screen and the Categories will be prefiltered based on the sub leger you are working with.
When you use a customer where you have assigned an analysis record that is assigned to a sub ledger but that sub ledger is different to the one you have last used on the invoice, you must change the sub ledger to match the same sub ledger on the analysis record to avoid a validation error.
When you manually type over the default categories tied to the same sub ledger selected on the header, upon clicking Save on the transaction, you will encounter a validation error alerting you that the categories must align with those belonging to the same sub ledger specified on the header.
When a sub ledger is not set up as an Accruals sub ledger, the fields on the Details section related to Accruals are going to be disabled.
- The Accruals fields are only enabled when you select a sub ledger that has been set up with accruals on the company level. Please refer to our Set up Accruals with Multi Entity article.
The project and cost centre that you selected on the Details section for an invoice are filtered based on the sub ledger you have used on the Header section of an invoice making it easier for you to select a record.

Below is an explanation of how to enter your details on the header and detail tabs of an invoice:

Tabs	Description
Header	You can enter the customer account code. If you're unsure of the code, you can click the drop-down arrow and select Show More which displays several more records and offers you to search the code and name of the customer. Selecting a customer who exceeds their credit limit also results in a prompt appearing. You can type in a customer who's been set to be On Stop as you do, a prompt appears to confirm this action. If your customer is set up as an any currency customer, after leaving the customer field, this enables the currency field and populates with the default currency the customer has been set up with. You can change the currency either by: Typing in the code. Clicking the drop down arrow and select from the record list. Clicking Show More. For more information on setting up an any currency customer, follow our article on setting up an any currency customer. When you select a currency that's different to the currency of the database, the Exchange Rate field presents with either the default rate that is assigned to the customer or the most relevant rate from the system which you can update manually. Note: Adding a manual rate only saves against the invoice and not the customer or the exchange rates. The Transaction Date is always default to the system date, you can either enter it manually or you can select it from the date picker via the calendar icon. The Year and Period fields default to the closest year and period to the current date depending on the system settings. If you have permission to post to restricted periods or have future period posting permission, you're able to post to future periods and past years and periods depending on the start date in your system settings. The Due Date populates with the system date and updates either according to the customer terms or default to the same date as you select for the transaction date. The Invoice Number field is compulsory and can have up to ten alphanumeric characters. When the Automatic Invoice Number setting is on in system options, this field is no longer available and a consecutive number allocates to the invoice after you save the transaction. The Description field, you can enter a brief description and this prints on the customers statement. The Sub Ledger field, you can manually type in the code or name if you know it, click on the drop-down arrow and select from the list, or find the record by selecting Show More. If you use an any currency customer, you're able to select the Home/Currency Gross option. The option defaults to Home Net. You can also select the Currency Net option.
Dates	The Receipt Date field always defaults to the system date and you can enter it manually or select it from the date picker via the calendar icon. If you use multiple due dates, you can select Multiple Due Dates. The Multiple Due Dates window opens once you click Save.
Customer	We removed the speech bubble next to the customer record and moved all the information regarding the customer in the Customer tab. You can view the Aged Debt, Account Balance, and Contact details. Clicking the email hyperlink in the Contact Details section, opens your email application with the email populated.
Terms	The Terms tab displays the term details which are relevant to the invoice. The Settlement Discount field pull through any values set on a terms template that you assign to the customer but you can change this manually. Changes won't update the terms held against the customer, they just apply to the current invoice. You can also flag invoices to be on Dispute by selecting the Disputed option. When selecting the Disputed option, the Query Reason screen opens where you can select the relevant query code and enter any notes. The query reason field isn't mandatory.
Credit Control Notes	You can view any existing credit control notes and add new notes by clicking + New Note. Any notes you add in through Invoice or Credit Control Notes save against this transaction.
EU	For EU State customers, the button opens the EC Info window to enter details about the goods and their method of delivery including the SSD codes. The VAT Registration number pulls from the customer.
Custom	All Custom fields which are set up for your database group together. These can hold extra information about the transaction you're working with.

Detail

Tabs

Description

Details section

You can enter individual lines of your invoice here, each invoice can have multiple detail lines. The Analysis field populates with the default sales analysis code. This determines how this line is to be analysed in both your sales and nominal ledgers.
- If your customer has a default sales analysis code, this analysis code displays on the invoice. If you don't have a default set, the system default pulls through. You can change the code by:
  - Entering a different code.
  - Selecting one from the drop-down list.
  - Selecting Show More.
  - You can enter the Net Value in the GBP net field.

Note: If your database currency isn't GBP then the relevant currency code displays.

If your customer has a default VAT code, this VAT code displays on their invoice. If you don't have a default set against the customer, then the system default pulls through. You can change the VAT code by entering a different code, selecting one from the drop-down list, or from the Show More option.
Once you populate the Net and VAT fields, the GBP Gross automatically calculates.
You can add more details for the invoice in the Detail field. Click the Detail field and it displays a four way arrow which you can use to open the Detail screen larger to enter multiple lines.
If you use the Costing module in Access Financials, you can add the project and cost centre. If you have Compulsory Costing set up, you need to enter both the project and cost centre otherwise a validation message appears when saving the invoice.
Clicking the drop-down in the Project Code/Name field, you can select the record you wish to work with or you can access more records by selecting Show More.
Clicking + New Project, you can create a new project which automatically populates in the Project field.
Clicking + New Cost Centre, you can create a new cost centre. The project automatically populates with the previously created project. You can add the code and name then click Save. The Cost Centre Code/Name field pre populated with the newly created record.
If Transaction User Keys are set up on your database and are in the columns on the Details section, you can see these columns as default after the Project and Cost Centre columns. You can find more information on the Transactions user keys at the end of this article.
- Note: The labels for the transaction user keys are customisable so you might see different labels display.
- You can select a value from the drop-down or enter values into all of the Transaction User Key columns. Any manual values you enter only save for this transaction.
When Sales Ledger Accruals is set up, three columns will be displayed called:
- Accrual Period - This field is pre populated with a number of periods that is set up on the Analysis record you are using and you can change this.
- Changing the number of Accrual Periods on a transactions is only valid for the transaction.
- Accrual Nominal - This may be pre populated with a nominal account if one is set up, and you can change this or add one in.
- Defer Accrual - You can select this if you wish to defer the invoice.
You can add in extra detail lines by clicking + New Record or by tabbing through an existing detail line. You can organise your columns the way that best suits your needs by clicking the cog icon then selecting Configure Columns.
- On the Configure Columns screen, you can deselect any columns which are available and you can add any extra fields by selecting the checkboxes. All compulsory columns you can't remove from the view.
- For more information on configuring columns, follow our article on configure column customisation.
When you come to saving the invoice, click Save. This won't post your invoice however a Save Options screen appears where you can set the following:
Batch Transaction.
Enter Receipt Now.
Allocate Transaction Now.
Remember Customer.

Once you click Save, these are set for when you add another invoice.

Transaction User Keys

If you're using transaction user keys, these display on the detail line of an invoice.

For more information on setting up transaction user keys, follow our article on transaction user keys.

For information on attaching a transaction user key to a transaction, follow our article on attaching transaction user keys.

Next Generation - Enter a sales ledger invoice

Next Generation - Multi Entity and Sales Ledger Credit Notes

Next Generation - Multi Entity and Sales Ledger Receipts

Next Generation - Multi Entity and Sales Orders

Next Generation - Multi Entity and Sales Order Estimates