On this tab, you can enter general information about this tax invoice: the transaction type, the customer, contract, the document which is the basis for the tax invoice, and other data which may depend on the configuration of your system.
If a tax invoice had been generated automatically for an invoice, advance payment, or output VAT transaction, all the required fields were filled in.
If needed, you can enter the data for a tax invoice manually. The required fields are: Company, Contract, Entity, and Basis.
The "Tax Invoice (create)" form. The Main tab
In the Company field, select a customer, an individual or legal entity, for whom the tax invoice is created. Select it from the Companies catalog master data or create a new record.
The Contract field (not available for the Advance transaction type) is populated automatically with the default contract of the selected customer. If necessary, you can select another contract of this customer (to open the list of contracts, click in the Contract field, then select Show all).
<Auto> in the Number field indicates that a number to this document will be assigned automatically when you save the document. If needed, you can change the number.
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The Issuing Date field allows you to specify the date for a printable version of the tax invoice which you can send by email or print and deliver to the customer. For details on printing the document, refer to Document Toolbar.
In the Transaction Type field, you can select one of the following options:
- Sale: To indicate that this tax invoice is related to the sales. This enables the Summary check box. You can select one invoice as the basis document or, if you selected the Summary check box, multiple invoices.
- Advance: To indicate that this tax invoice is created for an advance payment received from the customer.
- Other: To indicate that this tax invoice is related to a document of other type. In the Related To field, which is available only for this transaction type, you can select a document of the Output VAT transaction type.
The Project field is available if the Project Costing functionality is turned on on the Administration > Settings > Project Costing form. You can link the tax invoice with a project from the list of available projects. If the items in this tax invoice are associated with different projects and you need to specify different projects for different items, you can move the Project field from the Main tab as a column to the table on the Inventory and Services tab. For this, use the Settings button on the toolbar (for more information, see Document Toolbar).
If the Enable Project Tasks option is selected on the Administration > Settings > Project Costing form, you can link the entire document with a specific project task or document's line items with multiple project tasks. By default, the Project Task column is available on the Inventory and Services tab. If needed, you can move it as a field to the Main tab. For this, use the Settings button on the toolbar.
The Summary check box is available only for the Sale transaction type. If you need to create one tax invoice for multiple invoices, select the Summary check box—this removes the Basis field and brings up the Basis tab where you can create a list of invoices. If the Summary check box is cleared, you will be able to add only one invoice to this tax invoice.
In the Entity field, select an entity of your company for which this document is being prepared. The Entity field is available if the Multi-Company Accounting option is selected on: Administration > Settings > General Settings. You can select your personal default entity to appear in documents; for this, refer to refer to Personal Settings. If If you have not selected your default entity, the entity defined first will be used as the system default value.
In the Basis field, you can select one of this customer's documents of the following types:
- Invoice (transaction type: Sale)
- Output VAT Transaction (transaction type: Other)
- Payment Bank Receipt, or Petty Cash Receipt, or Cheque Payment ReceiptReceived (transaction type: Advance)
Once the basis is selected, the data is copied to click the Fill by Basis button to populate the document from the basis.
If you have made changes to the document which you would like to cancel, click the Fill by Basis button to reset the data to the basis.
A string below the Basis field (not displayed if Advance is the transaction type)—on the screenshot above, Basis Currency: AED—indicates the currency of the document selected as the basis. In case the basis document is not in the national currency, this string also shows the exchange rate of this currency with respect to the national currency, and then, on the Inventory and Services tab, the item and VAT amounts will be shown in both currencies. The exchange rate to be used for amount conversion must be equal to the rate published by the UAE Central Bank for the date of the supply. For details, see see Currencies.
In the Related to field that appears for the Other transaction type, specify the document of any type that is related to this tax invoice.
The document totals and other information
For the document with other than the Advance transaction type, the VAT field shows the total VAT amount calculated for the document, and the Total Due field shows the document total.
If Advance is selected as the transaction type, there are additional fields at the form bottom.
The "Tax Invoice Received (create)" form. The Main tab for the Advance Transaction type
Generally, these fields (VAT Amount of Planned Supply and Total Planned Supply) are populated with the data from the customer order which was used as the basis for the advance payment.
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- New: The document was created, but not saved.
- Not Posted: The document was saved, but not posted.
- Posted: The document was posted.
- Marked for Deletion: The document was marked to be deleted.
The toolbar buttons
After filling out the tab, click the Save button to save your work. After filling out all the tabs, click Post to post the document without closing it or Post and close to post and close the document.
Use the Settings button to invoke the Document Settings dialog box that can be used to move the Project or Project Task field from the document header (the Main tab) as columns to the table on the Inventory and Services tab or back.
The Document Settings dialog box
Once you are done with option selection, click OK to save the settings and close the dialog box or Cancel to close the dialog box without any changes to the settings.
For descriptions of other buttons, see see Document Toolbar.