The invoice details
This part of the shipment covers all the information for the Invoices, both the Proforma and the Commercial/Export invoice.
The invoice details
At the top of the screen you will enter all the details for the header part of the invoice:
This is your own internally-generated invoice number, and is a required field.
This field should contain any buyer's reference such as a purchase order number. If there is no buyer's reference, you can leave it blank.
Here you enter the agreed payment terms, such as Prepayment, Sight Draft, Letter of Credit etc.
This field is for the actual freight charge to be added to the invoice, in the currency to be used.
Enter the amount in numbers only, with a decimal point and two decimal places if needed. For example, for an amount of AUD1234.56, enter 1234.56.
If the amount is in whole dollars, you can enter only the dollars without the decimal point; ITDocs will add the .00 when generating the documents.
The actual currency to be used is selected elsewhere.
If you are using an Incoterm which doesn't require you to charge the freight on to the customer, leave the field blank.
This area displays the Authorised Signatory that will appear on all output documents. It cannot be changed.
This field normally should contain the name of the city for the place of business of the Shipper, in whose name the invoice will be issued. However, if the place of issue is different (in cases where invoices are issued by a central office, for instance) you should enter that instead.
This displays the shipment number, which is used as your reference on all export documents. It cannot be changed.
This field is for the actual insurance charge to be added to the invoice, in the currency to be used.
Enter the amount in numbers only, with a decimal point and two decimal places if needed. For example, for an amount of AUD1234.56, enter 1234.56.
If the amount is in whole dollars, you can enter only the dollars without the decimal point; ITDocs will add the .00 when generating the documents.
The actual currency to be used is selected elsewhere.
If you are using an Incoterm which doesn't require you to charge the insurance on to the customer, leave the field blank.
This field is for the amount of time required between confirmation of the order and readiness to ship. Enter the time like this: 1 week or 3 days or 2 months, using the appropriate number and description.
This date is the date of issue of the Invoice, not necessarily the date of shipment. Use the pop-up calendar to choose the date.
This is the country of origin of the shipment, rather than the country of manufacture of the goods.
ITDocs pastes in the Shipper's country by default, but if the shipment will originate in a different country, you should change this field.
ITDocs sets the currency to AUD by default, but a drop-down list lets you choose the currency in which the invoice will be issued.
A selected list of the major and minor tradeable currencies is used; if you need a currency that you do not find on the list, please contact us to have it added.
This field is for the estimated amount of time the shipment will require to travel from origin to destination. Enter the time like this: 36 hours or 2 weeks, using the appropriate number and description.
In this section, each row of fields represents data that will become the lines in the body of the invoice.
The invoice lines
To begin with you have three available lines. However, more empty lines will appear below these, as you fill in data. There is no limit to the number of invoice lines you can have; ITDocs is able to produce multiple-page Export Invoices and other documents.
This is the short description or product code for the product that you have entered in the products database. Begin typing, and you will see a drop-down list with the short descriptions of any products matching what you type.
Select the correct product from the list.
If your product does not appear, you must add it to the products table.
In modern browsers that work with ITDocs, you can open a second tab to allow you to do this without leaving the Commercial/Export Invoice screen: right-click on Products List on the Navigation bar and choose Open in New Tab. Click on the newly opened tab in your browser, and click the Add New button at the bottom right. Add the new product and save it, and when you have finished close the tab.
Return to the tab containing the Commercial/Export Invoice screen, and click the Reload button on your browser toolbar - it normally looks like a circular arrow.
You will now be able to begin typing the product short description, and have it appear on the list.
Enter the number of units of the product that will be shipped. This quantity will be multiplied by the unit price to determine the total amount payable for the goods.
For instance, if you are shipping 50 cartons of wine, each containing 12 bottles:
if the unit quantity in your products database is carton, enter 50 in Quantity;
if the unit quantity in your products database is bottle, enter 600 (50 x 12) in quantity.
The long description of the product is pasted from the products database; however, if you need it to be different for this shipment, you can edit it here. The data in the products database will not be changed.
Use this field only if you have a separate export permit for this particular product, otherwise leave it blank.
The unit price will be pasted automatically into the field from the products database, but if you need it to be different for this shipment, you can edit it here. The price in the products database will not be changed.
Click the Save and Continue button to save the invoice data and move to the next and final screen.