Manual Customer Invoicing—Key Exercises

IMPORTANT
It is extremely important that you set up and work within your own company and with your own customer to maintain your data integrity. If you work with any other objects, your exercises will not function as intended and the data of other students might be affected. Predictable exercise results require that your data be isolated in your own company.

Basic Data Setup

Prepare Company Tax Information for Using Tax Regime Sales Tax

Purpose: The purpose of this exercise is to set up company data for using Sales Tax in customer invoices.

Windows:
Company

  1. Open the Company window.
  2. Query for your company (F3).
  3. Click the Invoice tab and the Tax Information. Select Sales Tax as the Tax Regime of your company. Also you may deselect the Create Posting at Invoice Entry check box. 
  4. Save the information (F12).

Prepare Customer Tax Information for Using Tax Regime  Sales Tax

Purpose: The purpose of this exercise is to set up a customer for using Sales Tax in customer invoices.

Windows:
Customer

  1. Open the Customer window.
  2. Click the Address tab and then click the Tax information sub tab.
  3. Select your company and make sure Tax Regime of your customer is Sales Tax. 
  4. Go to the Tax Liability field and select Taxable using the List Of Values (F8).
  5. Click the Taxes sub tab and specify one or several sales tax codes.
  6. Save the information (F12).

Main Exercises


Manual Customer Invoice Using Tax Regime Sales Tax 

Enter Invoice Using Tax Regime Sales Tax

Purpose: The purpose of this exercise is to enter a customer invoice using Sales Tax.

Windows:
Manual Customer Invoice

  1. Open the Manual Customer Invoice window.
  2. If you want to switch between entering the gross amount and the net amount, right-click in the window and click Swap Net/Gross Amount Entry. 
  3. Create a new record (F5).

Note: The voucher type is filled in automatically. The voucher date, invoice date, and delivery date are proposed values. 

  1. Using the List of Values (F8), select a Sales Tax customer. 

Note: All customer data is filled in automatically.

  1. Enter an invoice ID in the Invoice Identity field.
  2. Click the Lines tab and create a new record (F5).
  3. In the Net Amount field, enter 100.
  4. Select the invoice line. Then right-click and click the Tax Lines.
  5. The dialogue box shows the tax lines that were created for the current invoice line. You may add, edit, or remove this information. 
  6. Click the Posting tab and activate the lower part of the window.
  7. Create a new record (F5).
  8. Enter a sales account.
  9. In the Amount Credit field, enter the amount that is displayed in the Balance field to balance the invoice.
  10. Close the dialogue box.
  11. Save the information (F12).

Note: An invoice is created in Preliminary status. No voucher is created in the hold table in Accounting Rules.

View Tax Lines and Post Invoice

Purpose: The purpose of this exercise is to view and edit tax lines and and post the invoice, if you do not use the Create Posting at Invoice Entry option. 

Windows:
Manual Customer Invoice

  1. Open the Manual Customer Invoice window.
  2. Click the Lines tab. Select a line, right-click, and then click Tax Lines.
  3. In the dialogue box, the tax lines that were created for the current invoice line are displayed. You may add, edit, or remove this information.
  4. Close the dialogue box.
  5. Click the Posting tab. Enter the remaining amount in the Credit amount field and save.
  6. Right-click and then click Post Invoice. A dialogue box appears indicating that a voucher is created. Click OK.
  7. Write down the voucher number.

Note: The invoice status is changed to PostedAuth, and a voucher is created in the hold table in Accounting Rules.

Basic Data Setup

Prepare Company Tax Information for Using VAT Tax Regime

Purpose: The purpose of this exercise is to set up company data for using VAT in customer invoices.

Windows:
Company

  1. Open the Company window.
  2. Query for your company (F3).
  3. Click the Invoice tab and the Tax Information. Select VAT as the Tax Regime of your company. Also you may select the Create Posting at Invoice Entry check box.
  4. Save the information (F12)


Prepare Customer Tax Information for Using VAT Tax Regime

Purpose: The purpose of this exercise is to set up a customer for using VAT.

Windows:
Customer

  1. Open the Customer window.
  2. Click the Address tab and then click the Tax information sub tab.
  3. Select your company and make sure Tax Regime of your customer is VAT. 
  4. Go to the Tax Liability field and select Taxable using the List Of Values (F8).
  5. Save the information (F12)
  6. Click the Invoice tab and select your company. Specify a VAT tax code in the Tax Code, Manual Customer Invoice field.
  7. Save the information (F12)

Main Exercises


Manual Customer Invoice Using VAT Tax Regime

Purpose: The purpose of this exercise is to enter a customer invoice using VAT.

Windows:
Manual Customer Invoice

  1. Open the Manual Customer Invoice window.
  2. If you want to switch between entering the gross amount and the net amount, right-click in the window and click Swap Net/Gross Amount Entry. 
  3. Create a new record (F5).

Note: The voucher type is filled in automatically. The voucher date, invoice date, and delivery date are proposed values.

  1. Using the List of Values (F8), select a VAT customer.

Note: All customer data is filled in automatically.

  1. Enter an invoice ID in the Invoice Identity field.
  2. Click the Lines tab.
  3. Create a new record (F5).
  4. In the Gross Amount field, enter 100. Note that the tax code, tax percentage, and tax amount are automatically suggested.
  5. Change the Tax Code if necessary. If you select a multiple VAT tax code that has a Surcharge VAT code attached to it,  right-click and then click the Tax Lines to view the tax details (Surcharge VAT is calculated only if your customer  is liable for surcharge taxes).
  6. Click the Posting tab and activate the lower part of the window.
  7. Create a new record (F5). 
  8. Enter a sales account.
  9. In the Amount Credit field, enter the amount that is displayed in the Balance field to balance the invoice.
  10. Close the dialogue box.
  11. Save the information (F12).

    Note: An invoice with PostedAuth status is created, and a voucher with the invoice postings is created in the hold table in Accounting Rules.

Basic Data Setup


Prepare Company Tax Information for Using Mixed Tax Regime

Purpose: The purpose of this exercise is to set up company data for using both VAT and sales tax in customer invoices.

Windows:
Company

  1. Open the Company window.
  2. Query for your company (F3).
  3. Click the Invoice tab and the Tax Information. Select Mixed or VAT as the Tax Regime of your company. Also you may deselect the Create Posting at Invoice Entry check box.


Prepare Customer Tax Information for Using Mixed Tax Regime

Purpose: The purpose of this exercise is to set up a customer for using both VAT and Sales Tax.

Windows:
Customer

  1. Open the Customer window.
  2. Click the Address tab and then click the Tax information sub tab.
  3. Select your company and make sure Tax Regime of your customer is Mixed. 
  4. Go to the Tax Liability field and select Taxable using the List Of Values (F8).
  5. Click the Taxes sub tab and specify one or several sales tax codes.
  6. Save the information (F12)
  7. Click the Invoice  tab and select your company. Specify a VAT tax code in the Tax Code, Manual Customer Invoice field.
  8. Save the information (F12)

Main Exercises


Manual Customer Invoice Using Mixed Tax Regime

Purpose: The purpose of this exercise is to enter a customer invoice using both VAT and Sales Tax.

Windows:
Manual Customer Invoice

  1. Open the Manual Customer Invoice window.
  2. If you want to switch between entering the gross amount and the net amount, right-click in the window and click Swap Net/Gross Amount Entry. 
  3. Create a new record (F5).

Note: The voucher type is filled in automatically. The voucher date, invoice date, and delivery date are proposed values.

  1. Using the List of Values (F8), select a customer whose Tax Regime is Mixed.

Note: All customer data is filled in automatically.

  1. Enter an invoice ID in the Invoice Identity field.
  2. Click the Lines  tab.
  3. Create a new record (F5).
  4. In the Net Amount field, enter 100. Note that the tax code, tax percentage, and tax amount are automatically suggested.
  5. Select the invoice line. Then right-click and click the Tax Lines.
  6. The dialogue box shows the tax lines that were created for the current invoice line fetched from both the delivery address and the customer's invoice tab. You may add, edit, or remove this information. 
  7. Click the Posting tab and activate the lower part of the window.
  8. Create a new record (F5).
  9. Enter a sales account.
  10. In the Amount Credit field, enter the amount that is displayed in the Balance field to balance the invoice.
  11. Save the information (F12).

View Tax Lines and Post Invoice

Purpose: The purpose of this exercise is to view and edit tax lines and and post the invoice, if you do not use the Create Posting at Invoice Entry option. 

Windows:
Manual Customer Invoice

  1. Open the Manual Customer Invoice window.
  2. Click the Lines tab. Select a line, right-click, and then click Tax Lines.
  3. In the dialogue box, the tax lines that were created for the current invoice line are displayed. You may add, edit, or remove this information.
  4. Close the dialogue box.
  5. Click the Posting tab. Enter the remaining amount in the Credit amount field and save.
  6. Right-click and then click Post Invoice. A dialogue box appears indicating that a voucher is created. Click OK.
  7. Write down the voucher number.

Note: An invoice with PostedAuth status is created, and a voucher with the invoice postings is created in the hold table in Accounting Rules.

Basic Data Setup


Enter a New Cost Center

Purpose: The purpose of this exercise is to enter a new cost center to be used in preposting.

Windows:
Code Part Values

  1. Open the Code Part Values window.
  2. Create a new record (F5).
  3. Enter the following information:
Cost Center Description Valid From Valid Until
Choose a number Sales Department Beginning of the year End of the year
  1. Save the information (F12).


Enter Posting Control Information

Purpose: The purpose of this exercise is to enter a customer invoice with preposting information. You may pick a company and customer that use either VAT or U.S. sales tax.

Windows:
Posting Control

  1. Open the Posting Control window.
  2. Query for posting type IP2—Customer Claims (F3).
  3. Make sure that the following information exists. If not, you must enter it.
Posting Type Code Part Name Control Type Default Value
IP2 Cost Center AC1 Choose the number of your cost center
  1. Save the information (F12).

Main Exercises


Manual Customer Invoice with Preposting

Purpose: The purpose of this exercise is to enter a preposted customer invoice.

Windows:
Manual Customer Invoice

  1. Open the Manual Customer Invoice window.
  2. If you want to switch between entering the gross amount and the net amount, right-click in the window and click Swap Net/Gross Amount Entry. 
  3. Create a new record (F5).
  4. Select a customer from the List of Values (F8).
  5. Enter an invoice ID in the Invoice Identity field.
  6. Click the Lines  tab and create a new record (F5).
  7. In the Gross Amount field, enter 100.
  8. Click the Pre Posting tab.
  9. In the Cost Center field, select a valid code part value from the List of Values (F8).
  10. Click the Posting tab and activate the lower part of the window.
  11. Create a new record (F5).
  12. Enter a sales account.
  13. In the Amount Credit field, enter the amount that is displayed in the Balance field to balance the invoice.
  14. Save the information (F12).

Note: An invoice with PostedAuth status is created, and a voucher with the invoice postings is created in the hold table in Accounting Rules.

  1. View the voucher on the Voucher tab, and make sure that preposting is used for the IP2 posting.