Adding Main Information

System allows users to create Customer Deposit Invoice via Customer Deposit Invoice maintenance page.

Go to Sales (Menu) > Customer Deposit Invoice (Sub-menu)

Blank Customer Deposit Invoice Page with some default values will be displayed in MAIN tab.

Label ending with an asterisk * indicates that the field is mandatory.

Transaction ID (Customer Deposit Invoice ID)

This is a unique identifier that represents a transaction.
This is a system generated field when a transaction is initially recorded.

Workflow Type

DEFAULT is the default value on add mode.
This is a required field and used to determine the business process of the transaction whether it requires approval or not.

Customer

This is a required field. User can use magnifying glass to search for existing customer ID or Customer Name

Customer with magnifying glass

If the user knows already the Customer ID, he can input it on the field and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the customer ID entered is valid.
The blue hyperlink next to the magnifying glass is the Customer Name which allows users to easily navigate to the Customer Page if he has access to view customer Information.

Customer Name

Note

Customer record must exist prior to creating a sales order transaction.
After selecting a customer, the contact person (if present), billing address, shipping/delivery address, currency, exchange rate, and payment terms fields are automatically filled in based on the customer information configuration.

Contact Person

This is an optional field and is already defaulted after selecting a customer. When adding new contact person, this should be configured under Contacts tab on the Customer Page.
User should only select from the provided list.

Contact person

Customer P.O. No.

This is an optional field sent by the customer as a reference of their order.

External Customer Deposit Invoice No.

This is an optional field that user set as a reference to the customer deposit invoice record.

Remarks

This is an optional field with a maximum length of 1000 characters and is used externally to convey vital information.
This field is visible in the printed document.

Notes

This is an optional field with a maximum length of 1000 characters and is used internally to convey vital information.
This field is not visible in the printed document.

Currency

This is a required field and is automatically filled in after selecting a customer. However, user has an option to change / update the currency.
User can also use magnifying glass to search for existing currency ID or currency name.

Currency

Currency record must exist in Currency Page prior creating sales opportunity.
If the user opts to change the currency and he knows already the currency ID, he should first delete any existing value in the field, input the new value and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the currency ID entered is valid.

Currency Description

The blue hyperlink next to the magnifying glass is the currency description which allows users to easily navigate to the Currency Page if he has access to view currency Information.

Exchange Rate

This is a required field and is automatically filled in after selecting a customer. However, user has an option to change / update the exchange rate.
Value should be based on the current exchange rate, particularly when converting from foreign to local currency.

Sales Order

This is an optional field which contains the Sales Order ID that is in Pending Fulfillment status to be used for this Customer Deposit Invoice.
User can use magnifying glass to search for existing Sales Order ID.

Currency Description

If the user knows already the Sales Order ID, he can input it on the field and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the Sales Order ID entered is valid. The blue hyperlink next to the magnifying glass is the Sales Order link which allows users to easily navigate to the Sales Order Page if he has access to view Sales Order Information.

Currency Description

Total Amount

This is automatically computed and is utilized to determine the overall price/cost per item.
This field is automatically filled in after Sales Order is successfully imported.

Downpayment

This is automatically populated based on the total downpayments made by the customer listed in Downpayments tab.

Remaining Balance

This is read-only and auto-populated field once the record is already saved. The initial amount is the same as downpayment amount.

Document Date

This is an optional field which may contain the date when the order takes place.

Due Date

This is an optional field which may contain the date that the balance has to be paid by the client / customer.

Status

This is a system generated field based on the selected workflow which indicates the specific phase / process of the transaction.

To create new stand-alone Customer Deposit Invoice:

Search for a customer by clicking the magnifying glass next to Customer input field and search by Customer Name. You may enter any value to filter the search or just leave it blank to search all. Then click the search button on the right side. This action will prompt the system to initiate the search process.

Adding Main Information 1

Adding Main Information 1

After clicking the search button, all results are displayed below the Customer ID search criteria

Adding Main Information 1

Select from search results. The customer search page will be automatically closed and notice that some information (e.g. Contact Person, Currency and Exchange Rate) from the selected customer will be inherited into the customer deposit invoice.

Adding Main Information 1

Search for a sales order by clicking the magnifying glass next to Sales Order input field and search by Customer and Created From/To search criteria.

Adding Main Information 1

Adding Main Information 1

Enter Downpayment percentage value (e.g. 20%) and notice that the adjacent field populates the auto-computed amount based on the given percentage and the derived total amount.

Adding Main Information 1

User may provide other optional field values and then click on Save. A new Customer Deposit Invoice record in Draft status is created.

Adding Main Information 1