Sage service invoice problem

[mjsadler]

Hello all,

I'm using Sage 50 2010 (v16) and I've edited my own invoice, which is looking great except for one problem. I can't get it to print service items. The description of stock items show up fine on the invoice but the description of service items doesn't show at all. The prices and quantities are there but no description. If I change the service item to a stock item it appears on the invoice, but change it back to service and it disappears again.

I'm guessing that there's a different database field for service items compared to stock items but I can't find an obvious one in the drop down lists in the title bar. Can anyone direct me to which one it is?

Example of what I'm getting:

Quantity_____Details_________________________Unit Price___VAT____Total
____1_______P4 Recon. PC_____________________50.00_____10.00___60.00
____1_______________________________________5.00_____1.00____6.00


Hope that comes out ok, I've had to use underscores instead of spaces to make it tab over properly.

 

[johndon68]

Try using INVOICE_ITEM.TEXT and/or INVOICE_ITEM.DESCRIPTION

John

 

[weebly_one]

If I get a problem like this I always go back to one of the Sage standard designs and have a little look around to try and work out what is going wrong.

 

[mjsadler]

Try using INVOICE_ITEM.TEXT and/or INVOICE_ITEM.DESCRIPTION

Many thanks for that but I've tried both and they don't do the job.

If I get a problem like this I always go back to one of the Sage standard designs and have a little look around to try and work out what is going wrong.

I've been through all the standard Sage invoices and they're all the same, they just won't show me the service items, only stock and non-stock items.

With both of the above in mind I'm now thinking that the service items are entered incorrectly somehow, even though they're exactly the same as all the other products. Is there something I've not ticked or selected that means it won't show up in invoices? This is the first time I've come across this problem and I've not changed the way I enter products on the system.

 

[johndon68]

There is nothing you can do at the point of data entry that would cause a problem as such. When you enter the service items, are you entering them with a stock code of S3 as that does, potentially, make a difference.

John

 

[mjsadler]

Do you mean the actual Product Code? If so, this one in particular is just CAR_J350.

 

[johndon68]

Ah right, so the product record is set as a service item.

The layouts are set up to pick up the Text variable for Service Items - if you open the invoice and press F3 on the service item line, you'll see that there is a Description field and a Details field - the layout is picking up whatever is in the Details field and I suspect that it is blank on the invoice.

You have a couple of choices:

1. Make sure something is in the Details field, even if you just copy and paste what is in the Description field - this should then appear on the invoice.

2. Alternatively, you could edit the layout and, in the section Details section that has the field INVOICE_ITEM.SERVICE_FLAG in it, replace the field INVOICE_ITEM.TEXT with the field INVOICE_ITEM.DESCRIPTION.

John

 

[mjsadler]

Many thanks for your help, through a process of elimination and swapping lines back and forth between the groups on the invoice I've deduced the following.

The main stock and non-stock items must have their line in the 'Details' group on the invoice. The service items must have their line in the 'ITEM_NUMBER footer' group. If the lines are placed in other groups the invoice doesn't print right.

I now have an invoice with the items I've sold and the services listed below. I'm still running samples to test it, but it looks good at the moment.

Thanks again.

 

[mjsadler]

Update: My instructions above are working fine with no problems. All Stock, Non-Stock and Service items are printing on all invoices, pro-forma invoices and quotes.

Many thanks for you help.