VC Invoice Step-by-Step

Using The Program

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Previous Page (Configuring The Program: Configuring The Fixed Overheads)

We have set up the General Settings, Invoice Settings, Customer Maintenance and Product Maintenance with a product and a customer.

All this is enough to make a sale, but to make your life easier, we have added more clients and products to show you. To add more to the Products and the Customers, just repeat the steps in Configuring The Program.

Making The Invoice

To start making an Invoice, click the Make Invoice button.

Adding the Customer to the Invoice

On the Top Left, you can see there is supposed to be a Company Name, but Unregistered is printed, but when you register, your Company Name will appear.

Don't worry, the invoice will be printed out with the company name you chose.

First, select a Customer by clicking the Customer Name box.

Then click on the Customer to select it from the Customer Names List.

This Client Qualifies for a Discount.

Either click the Yes button to give the Discount or click the No button for no Discount.

If you clicked the No button, it would load this simple Invoice.

In this Customer's Account, the discount is 10%. You can either change it for this Invoice or accept the default Discount. Click the Apply button when you are done.

Delivery Method, Vehicle ID Num, Order Number, Terms and Rep. Code are the Adjustable Label and Box Names that you set in the General Settings in the Main Menu.

Remember this screenshot?

The results of the changes to these Labels and Boxes appear in the Invoice.

They can be used for anything, so make sure to use them!

The Row Number can't be changed by the user, it is only there to guide you when you make your invoice entries.

The Quantity Row is where you type in the amount of items per product.

Product Description is where the details of the product (Automatically shown after you select a Product from the Product List) is shown.

Unit Price is the Price of the Product (picked from the Product Maintenance) used in this invoice. 

The Unit Price can be overwritten, but changes will be made to the products table.

The new Unit Price will be used for the next invoice.

The Amount box is where the total amount of the specific row is shown. 

Sub Total: Calculates the total of the Amount column.

Discount 10%: This removes 10% from the Sub Total.

New Sub Total: The New Total after the Discount.

14% VAT: The Amount of Tax there

Total Sale: The Final total of New Sub Total and 14% VAT.

Sub Total, Discount, New Sub Total, 14% VAT and Total Sale are not editable and are automatically calculated.

Adding Products to the Invoice

We're now starting work on row no.1

All other rows act the same as the example we are doing, the only difference is that it's a different row.

Type in the quantity of the product being sold in the Quantity Box.

Then, click on the Product Description of the corresponding row and select the product from the list.

The Product Description and Unit Price will be placed automatically.

If you look at the amount, you will see the results of the multiplication by the Unit Price.

As you add products to the invoice, the Sub Total, TAX Total and Total Sale of the product will be calculated automatically by the program.

When ever you click on the product description and the Product Names List box opens, you can move the box to a different location by clicking the Move Frame button.

Click on Move Descriptions Frame.

The Moving Frames box pops up.

With this, you can move the Product Names List to a different place.

You can also move the Customers and Comments Frame when you click the Move Frame button.

In the Product Names List there is a tick box called Enable Ref. Number.

When it is ticked, the list will be sorted by Reference Number of the product (if the product has a reference number instead of alphabetical order. By default, it is unticked to give you the traditional Product List.

Deleting Invoice Rows

If there are any Invoice Rows you want to remove, click the Delete Row button.

Select which row you want removed and it will be deleted from this Invoice.

For this example, I'm going to delete Row 5: A4 Paper Goodtree.

When row 5 was deleted, rows 6, 7 and 8, etc. shifted up a row, becoming rows 5, 6 and 7, etc.

Adding a product not available on the list

It is common for a last minute new product to appear and to forget to put it in the database.

It would be very annoying to destroy the current invoice just to add a new product.

To solve this problem, we can add a new product in the invoice by clicking the Add Product button.

The Product Maintenance is called up and is ready for use.

Note: you can only add new products, not edit or delete them.

The Product Maintenance here works the same as the Product Maintenance found in the Main Menu.

If you have forgotten how to use it, click Product Maintenance to learn how.

When you are done, click on the Return button to go back to your Invoice.

When you click on Product Description, your new product will be listed and will be ready to be used in any invoice.

Adding Comments to the Invoice

Invoice Comments is a place for you to type in any kind of comment you would like inserted in the invoice.

The Comments can be used to type anything into it.

Example: Goods must be only handed to a Mr. Jack Bennet, etc.

The Comments Box measures the words typed in as centimeters for the space available.

The reason why it is measured in Centimeters is that it represents the length of each line of the Comments box on the Invoice, which is almost 10 centimeters.

The Comments box will warn you if your comments are too long.

Saving and Printing the Invoice

When you are done with the Invoice, click the Save and Print Invoice button to save the

Invoice to the database; it will then be printed. You can also click Save to save your Invoice,

but not have it printed out. Even if you choose to just Save the invoice, you can reprint it later on.

After clicking on the Save or the Save and Print button, this dialog box appears.

How will this invoice be paid? Depending on the Customer, you will get different options.

Sale will be paid right now in Cash: The Customer is in front of you when you made this invoice and will

pay for the items right now in Hard Cash.

Sale will be paid right now but NOT in cash: The Customer is paying by Cheque - Credit Card or other payment options.

Sale goes to on hold payment: The Customer is not in the store when this invoice was made, but it will be delivered with the items to the Customer. The Customer will then pay for the items when the have arrive at the agreed meeting place. Usually this is done by the Driver of the company who does deliveries.

Credit account is closed: This customer does not have a Credit Account.

The Apply button only becomes available when you click on one of the three mentioned options.

When the Customer does have Credit in their account, the Credit account is closed changes to Sale charged to credit account and it selected.

Every time you run VC Invoice, it will let you know how many Standby Sales and Payments On Holds there are.

Credit account is closed: This option can't be selected because this customer does not have credit with the company.

If the customer had credit, the last option will be available to be used.

Sale charged to credit account: The items can be paid by using the pre-agreed credit in the company that the client has already arranged. If the Credit limit is enough to pay for the items, then the process will be smooth with no problems.

But, if the credit is not enough to pay for the items on this invoice, you will get this message window.

The customer has used up their credit limit. Simply going to the Customer Maintenance menu and selecting the Customers details, you can increase the credit limit for this particular customer.

After choosing the payment method the customer will use to pay for the goods, the Invoice will be saved (if you clicked the Save and Print button, the Invoice will be saved then printed out).

The Invoice is now being printed. To make another Invoice, click the New Invoice button.

The new Invoice is being prepared. This takes a few seconds, depending

on the speed of your machine.

The program is now ready for you to make another Invoice.

Click the Menu button to return to the Main Menu.

Next Page (Using The Program: Reprint An Existing Invoice)

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