This topic refers to entering sales invoice transactions where the invoice documents have not been created in VT Transaction+ (SIN). If you want to create the invoice document in VT Transaction+, use the SIN transaction instead (see Creating a sales invoice).
Enter sales invoices in a batch
Option 1: Import from a CSV file
If you have a list of the sales invoice transactions on an Excel/CSV file, you can import this onto the Universal Input Sheet:
1.Click on the Universal Input Sheet button:
The Universal Input Sheet screen opens:
2.Click on Import from: CSV File and follow the steps in Method 1: Importing.
Option 2: Manually enter sales invoices in a batch
1.Click on the Universal Input Sheet button:
2.Enter/select the following data on each row:
Type |
Ref no |
Date |
Primary account |
Details |
Total |
VAT |
Analysis |
Analysis account |
Entry details |
Transaction notes |
Select SIN. |
Enter the number on your invoice document, or leave blank if you want to automatically generate a new reference number. |
Invoice date1 |
Select the customer. (Or click on Set up a new account if you have not yet created it.) |
Enter a description of the product or service sold. |
Enter the gross amount. |
Enter VAT if you are VAT registered, or leave blank. |
Enter the net amount if you are VAT registered. Or enter the gross amount if you are not VAT registered. |
Select the income ledger on the left. On the right, select an income account, e.g., Sales. |
This defaults to the same data as the Details column but you can overwrite it with other information if needed. |
Use this field if you need to enter any additional information. |
Alternatively, if you have a spreadsheet with a list of the transactions laid out in the same way as the columns above, you can copy the transactions from your spreadsheet and paste the data to the Universal Input Sheet.
If the analysis amount needs to be split into different analysis accounts, enter additional rows, which should only contain data in the Analysis, Analysis account and Entry details fields (as shown in the example below for the SIN from LT Wholesalers).
3.Click on Post then OK.
Entries for multiple sales invoices (SINs) using the Universal Input Sheet
Note: The SIN to LT Wholesalers shows how an invoice split into different analysis accounts should be entered.
View sales invoice transactions
You can view a report of the invoices entered by selecting Display > Transaction List/Daybook > SIN.
The sales invoice daybook
To change the date range of the invoices, click on the From...to... caption.
To display invoices entered today only, click on Today.
To sort by invoice number instead of date, click on Selected/sorted by date and change this to Selected/sorted by reference number.
To view the details of an individual invoice, click on the SIN... reference number, which then displays the double-entry of the transaction.
The double-entry of a sales invoice (SIN) transaction
The double-entry accounts for the amount owed from the customer and the income (and output VAT due to HMRC if you are VAT registered). The date entered determines the period that the transaction is posted to.
On the left of the screen, there are various commands in blue to adjust the transaction if needed. These commands can also be found by right-clicking on the reference number of the transaction in any report that includes the transaction. For further information on adjusting transactions, see Correcting mistakes.
Print or export a report
The reports above can be printed, saved as a PDF file, or exported to a spreadsheet, in the same way as any report in VT Transaction+:
•To print any report or save it as a PDF file, click on the Print current report button:
Then select Print to print to a printer, or select PDF... to save as a PDF file.
•To copy and paste any report to a spreadsheet, click on the Copy current report button:
Then in your spreadsheet, right-click and select Paste.
•To export a report to VT's spreadsheet program, VT Report, select Edit > Export to VT Report.
Enter a payment received for a sales invoice
When the customer pays the invoice, enter this as a receipt (REC) transaction for Money owed from a customer.
You then need to match the receipt (REC) to the sales invoice (SIN), see Manually allocate payments or receipts to invoices.
Alternatively, a faster way to match receipts to sales invoices is to enter a customer receipt directly from the invoice(s), which is automatically matched to the invoice(s), as shown in Customer and supplier payments.
Notes
1.The date entered determines the period that the transaction is posted to.
