- Posting an invoice happens after the invoice has been finalised and you wish the invoice to become ‘uneditable’.
- Posting an invoice does not allow further edits.
- When an invoice is posted all the sales figures get posted to the appropriate sales accounts and will then show on the profit and loss statement.
- When an invoice is posted the debtor (read – the funeral case) becomes an aged debtor and the amount owing will display on the account admin screen and the aged debtors report.
The posting date becomes the date that the sale occurs in the sales accounts.
The issuing date displays on the top of the invoice and is the date that the AFC’s and discount dates are counted from.
After entering the invoice data return to the invoice screen by clicking the back button.
Now you will see that your invoice details are filled out to indicate the state of the invoice – These are highlighted in the following image.
The Posting Date defaults automatically to the date of death for funeral cases and the date the invoice was created for sundry, company and monumental cases. This is because the funeral date does not fluctuate – unlike the funeral date – for example – as funerals are held at differing times after the date of death. (Company Data – Default Invoice Settings – Accounting Specific Tab).
The Issuing Date will be set according to the company’s settings. Often this is set to the date of the funeral + 8 days.
The logic being that we cannot send out the invoice too soon without causing offence. If the invoice is created after the date of the funeral + the time specified – then FreeDAM will set the issue date to the creation date of the invoice.
Both the Posting and the Issuing dates are able to be changed at will.
Note: If the company is on an invoice basis for GST then beware of changing the date from one month to the next crossing a GST period.
The following unposted invoice highlights the issuing and posting dates.
The posted and unposted invoice lists (bottom)
The accounting details box that is blank until an invoice is posted an becomes a sale.
Now let’s see the results of posting the invoice.
Click the ‘Post Invoice’ button.
Click ‘Ok’ to the are you sure message.
Notice how the red unposted invoice line has jumped from the bottom list to the top posted invoice list.
Also notice how the Nett Balance, Outstanding Discount and Total Due is now filled in with the correct details.
The invoice can still be printed but cannot be edited.
The results on the account admin screen appear like this.