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Sales Invoice

Use this page to create and post sales invoices. For more information, see the Microsoft Dynamics 365 Business Central documentation.

Create Sales Invoice

To create a sales invoice, follow the steps in the Microsoft Dynamics 365 Business Central documentation and incorporate the following: 

  1. After selecting New, on the Select an Entity dialog, select the entity for the sales invoice and select OK.
  2. On the Sales Invoice page, select the other options as needed: Global Dimension Code and the Allocation Template.
  3. For each item added in the Lines, the values are automatically updated by can be changed as needed: Entity Code, Global Dimension Code and Allocation Template.
  4. Complete other line values as needed, and process the sales invoice.

Create Service Item from Sales Invoice

To be able to create a service item from a sales order or invoice, ensure that he Service Item Group selected for the item uses the Create Service Item option. You can check this option on the Service Item Groups page. For more information, see the Microsoft Dynamics 365 Business Central documentation.

Following the steps within the Microsoft Dynamics 365 Business Central documentation to create a sales order or invoice, and incorporate the following:

  1. In the header, select the Entity Code and Allocation Template.
  2. For each line, change the Entity Code and Allocation Template as needed.
  3. Post the sales order using the Ship and Invoice option.

After the transaction is processed, open the Service Item Card to see the newly created service item. The entity from the sales order line is automatically assigned to the service item, which can be checked on the MEM Master Security page.

Creating Sales Invoices from Incoming Documents

Use this section to create a sales invoice from an incoming document. With Multi-Entity Management, you can assign an incoming document to any of your entities.

For information about how to process incoming documents, see Incoming Documents in the Microsoft Dynamics 365 Business Central documentation.

To assign an entity to an incoming document, do the following:

  1. Go to the Incoming Documents list page.

  2. On the action tab, select New.

  3. Select the entity you want to use.

  4. Select OK.

In the new Incoming Document card, the entity you select appears in the Entity Code field.

Create Incoming Documents Manually

If you choose to process an incoming document manually, then the entity code is visible in whichever type of document you select. For example, if you create a General Journal line, then the entity code is visible on the header and as a column in the Lines FastTab.

To create an incoming document manually, do the following:

  1. Create a new incoming document record.

  2. Then, on the Action tab of the Incoming Document card, select Create Manually.

  3. Select the type of document you want to create. Select OK.

  4. Depending on the type of document you select, that document card opens. For example, if you create a General Journal line, then the General Journals card opens.

When you select the entity for your incoming document, that same entity is used in the new document you create manually.

Use OCR Service with Incoming Documents

You can use an OCR service (Optical Character Recognition) to process incoming documents and convert them into Microsoft Dynamics 365 Business Central records. For more information on using an OCR service, see Use OCR to Turn PDF and Image Files into Electronic Documents in the Microsoft Dynamics 365 Business Central documentation.

To assign an entity through an OCR service, do the following:

  1. Add the entity to your external documents.

  2. Make sure to train your OCR service to read the entity from the external document.

  3. Add the mapping for the entity in the Data Exchange Definition card.

Map the entity to either the Shortcut Dimension 1 Code or the Shortcut Dimension 2 Code in the Data Exchange Definition card, depending on which global dimension you are using for your MEM entity.

Note icon. Note: If an entity is mapped in the Data Exchange Definition card, and the entity of an incoming document is different from the entity of the OCR service, MEM will ask which entity you want to use for the incoming document. You can choose between the entity of the incoming document or the entity that is mapped in your OCR service.

Send Invoices by Email

If you send an invoice or posted invoice by email, and if the customer to which you are sending the invoice has document layouts setup for email invoices, then the email address that is used depends on the header entity and any document layouts associated with that entity.

For example, if you are sending an invoice to the Adatum Corporation, and you want to make sure they receive the invoice from the correct entity and with the correct entity information in the invoice, then you can set up a document layout with all the correct entity information for that customer card. For information about setting up email invoice layouts with entity information, see Assign Entities to Email Invoice Layouts.

After you set up your email invoice layout, you can then send the invoice. To send an invoice by email, do the following:

  1. Go to the Sale Invoices page.
  2. Select and open the invoice you want to send.
  3. On the Action tab, select Print/Send > Send by Email.
  4. The information in the email is based on the document layout. Verify the recipient email is the correct one, based on the entity of the invoice.
  5. You can then send the email or close the page.

Header Fields

This page contains the following fields: 

Field Description
Customer Name

Select the customer for the sale invoice.

When Customer Security is turned on (on the Multi-Entity Management Setup page), you can select only from the customers that belong to entities to which you have access as follows: 

  • If the Entity Code has a value, only customers that belong to the specified entity can be selected.
  • If the Entity Code is empty, you can select any customer that belongs to entities to which you have access. After selecting the customer, the entity code is updated with the same entity as the customer.
Entity Code

Select the entity code for the transaction. Required.

The default value is your default entity that you selected in My Settings. If you did not set up the default entity, the default entity is first entity in the list that you have access.

For sales invoices created from a project, the entity cannot be changed.

Global Dimension Code

Select an additional global dimension for the transaction.

For sales invoices created from a project, the global dimension cannot be changed.

Allocation Template

Select the entity allocation template for the transaction. This template is the default value for all new entries in the lines area. When you change the entity allocation template, you have the option of rolling down the changes to the other lines.

For more information on the entity allocation template, see MEM Entity Allocation.

Line Fields

This page contains the following fields: 

Field Description
No.

Select the item number for the line.

When Item Security is turned on (on the Multi-Entity Management Setup page), you can select only from the items that belong to entities to which you have access as follows: 

  • If the Entity Code has a value, only items that belong to the specified entity can be selected.
  • If the Entity Code is empty, you can select any item that belongs to entities to which you have access. After selecting the item, the entity code is updated with the same entity as the item.

If the item is an inventory item, the Location Code is required for posting the transaction, or when using the Preview Posting action.

Entity Code

Displays the entity code for the line. The default value is from the header, but you can change it as needed.

For sales invoices created from a project, the global dimension cannot be changed.

If this value is different from the entity code of the header, the intercompany functionality is used when the transaction is posted or using the Preview Posting action. The Due to and Due from accounts as set up on the MEM Intercompany Setup page are used for the transaction distributions.

Global Dimension Code Displays an additional global dimension for the line.
Allocation Template

Displays the entity allocation template that is selected in the header. If needed, you can change the template.

To change the allocation values for a line, select Line > MEM Allocation Template.

The allocation template applies only for the G/L account, service, and non-inventoried items.

Location Code

Select the location code for the line.

When Location Security is turned on (on the Multi-Entity Management Setup page), you can select only from the location codes that belong to entities to which you have access as follows: 

  • If the Entity Code has a value, only location codes that belong to the specified entity can be selected.
  • If the Entity Code is empty, you can select any location that belongs to entities to which you have access.

If the location does not have an owner entity, an option appears so that you can assign an owner entity. Only locations that have an owner entity can be selected.

Actions

The following actions is available: 

Sales Purchase Action Table
Action Description
Prepare > Incoming Document

Attach an incoming document to the purchase transaction, purchase or sales invoice, credit memo, or journal line. Select Create from File or Select.

  • Create from File: When selected, the incoming document is created with the header entity of the document record.

  • Select Incoming Document: When selected, a list of incoming documents shows only the documents which have the same entity as the header entity of the document record.