Pro-Forma Sea-freight invoice

Transcription

1 Pro-Forma Sea-freight invoice To produce a Pro-Forma Sea-freight13. This is a sample invoice to see the how the charges will be before it is original invoice is produced. This will print on a laser invoice printer. The word * PRO FORMA* will print on the invoice to identify it as a pro-forma invoice and not as an original. In order to find a shipment, enter the file number, Debtors Account Number or Unique Number that appears on the selection screen by using the CMD keys to change from selection to selection. The Invoice header screen contains the following fields: Computer Reference Number Page 1 of 8

2 Unique Bill of Entry No. Importer Name and Address Comes from the Bill of Entry. Account Number and Description This is the debtors account number that has been linked to this importer. To debit another importer change the account number. Additional Address If filled in, will be added to the importers address. It can also be used for delivery instructions. File Number This is the file number used for this shipment. Customer Reference Number Indent number or order number entered when producing the Bill of Entry. Bill of Entry Number The bill of entry number given by Customs can be entered via the Tracking system in Airfreight/Seafreight import system or it may be entered here. Cubic Meters If entered when producing the Bill of Entry it will display here and can be amended. Kilograms and Packages This comes from the Bill of Entry. Invoice Date This automatically displays today s date. Invoice Classification This two character code may be used for classifying the invoices for different purposes and reporting, Page 2 of 8

3 Number of Days for Facility Fee If the facility fee method (b) was used in the invoice tariff (e.g. prime plus 2% - 30 days) then this field will display the number of days which can be changed for this particular invoice. Code for Alternate Address If you require the address of an importer to print on the invoice instead of the address from the debtors master file, enter the correspond ing importer s code. However, the original debtors account will be debited. Tariff Code & Description This is the default tariff set up for this importer through option 6; otherwise you can enter an invoice tariff code. Cartage, Insurance & Forward Charges Should you not wish to charge for these items on this particular invoice, enter an N next to the corresponding item, else enter the tariff code required for charging. Invoice to be Zero Rated At this point even though the posting code is set to standard rate, if you enter Y the invoice about to be produced will be zero rated. If N then the normal VAT will be applied via the posting codes. Comments on Invoice When creating the invoice tariff, remarks were entered, these will display here. They can be amended or deleted at this point. VAT Registration number This must be set-up in the Debtors Master file against the Account number. Page 3 of 8

4 The detail screen displays four columns with the items that will be charged on this particular invoice. To display a second screen press enter. Column 1 Description of invoice It is the printing code description. In order to print a different description on the invoice, take Cmd 1 to amend. Column 2 Field Title This is the invoice ID description. Column 3 Reference Number This field allows you to enter a reference number against particular items. Column 4 Amount When a field in this column appears to be blank, it means that the computer has automatically calculated the relevant amounts and they cannot be overwritten it will be displayed on CMD6 view an invoice or when the invoice is produced. Amounts can be entered in all other fields where required. If a field is left blank, this item will not print on the invoice. Page 4 of 8

5 Print the invoice in report section CMD1 To unlock descriptions in column 1. CMD2 To display and amend the posting codes for any line. CMD5 To charge any of the M items created as Manual items. Enter the invoice ID code of the particular item for which you want to charge. This item will then be displayed on the screen and charged on the invoice. Page 5 of 8

6 CMD6 DISPLAY INVOICE: This will automatically calculate all the charges and will display the invoice on the screen exactly as it will print. This enables the checking of amounts entered before actually printing the invoice. Should any amounts be incorrect take CMD 7 to return to invoice capture where these can be corrected. When in the CMD6 to display the invoice you, have an option to CMD6 again to Display Insurance Calculation. This will show how the system got the VIP. This is the same as option 15 from Invoicing Main Menu Page 6 of 8

7 CMD3 To PRINT the invoice. You will return to the first screen where you selected the file that you just invoiced. Press CMD F7 once and the invoice will print. Invoice was just produced. Press ENTER to continue. Cancellation of a invoice To cancel an invoice you have to go into the invoice by unique number, then inserting a C where they ask you if you want to cancel the invoice. See next page the example of a pro-forma Sea-freight invoice Page 7 of 8

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