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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Sales Transaction Entr...
Microsoft Dynamics GP (Archived)

Sales Transaction Entry vs Invoice Entry

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Posted on by Gagandeep Singh 587

Hi,

This might be a very basic question but I would like to know what is the difference between using the Invoice Entry and Sales Transaction Entry (to create an Invoice). When and why should the user prefer Sales Transaction Entry over Invoice Entry or vice versa? Or does it depend more on the customer's Business Process?

Many thanks in advance.

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  • Dale Coulthard Profile Picture
    Dale Coulthard 3,055 on at
    Re: Re: Re: Sales Transaction Entry vs Invoice Entry

    We do use Transaction Entry for my example (sorry, I was obviously confused and associated the word Invoicing to Transaction Entry).  I have not reveiwed Write Off functionality in a while, but I know when I first reviewed it, we could not use it, but I don't remember why now.

  • Victoria Yudin Profile Picture
    Victoria Yudin 22,768 on at
    Re: Re: Sales Transaction Entry vs Invoice Entry

    Dale,

    I agree that there is sometimes no reason to do this in SOP, but what is the benefit of using Invoicing in this case?  Why not do this directly in Receivables (Transactions > Sales > Transaction Entry)?  Or, better yet, for small under/over payments, why not use the Write Off functionality (Tools > Routines > Sales > Write Off Documents)? 

  • Dale Coulthard Profile Picture
    Dale Coulthard 3,055 on at
    Re: Sales Transaction Entry vs Invoice Entry

    My comment is going against the consensus.  I would not eliminate invoicing because your accounting group may need that functionality.  We use both SOP and Invoicing, but 99% is handled through SOP.  There are occasions where I do not see a purpose is establishing an item to issue a credit or debit to a given customer in order to zero our A/R balance.  

    An example is when a new customer in a foreign country pays an invoice, but we receive less than the originating.  We post the cash receipt and apply to the invoice.  We inquire to the customer about the short pay.  We may not receive a response until after we have closed that accounting period.  Afterwords, they may inform us that the shortfall amount is for a foreign withholding tax and another part is a bank fee. Our organization does not have a reason to track these (ie, foreign withholding tax and bank fees as just two examples) at an item level, so I issue a credit through Invoicing and hit the appropriate G/L accounts under distribution.

  • Gagandeep Singh Profile Picture
    Gagandeep Singh 587 on at
    Re: Re: Sales Transaction Entry vs Invoice Entry

    Hi,

    Thank you all for your prompt and reasonable replies. As previously mentioned, I'm a newbie to GP. I have read Victoria's blog and AccoladePublications. Sincere Appreciations :)

    Victoria, please find my appreciations to your blog and the knowledge you have shared @ http://gpnovice.blogspot.com/

  • Mark_Stewart_Canada Profile Picture
    Mark_Stewart_Canada 35 on at
    Re: Sales Transaction Entry vs Invoice Entry

    I 100% agree with Victoria's response. In addition the two main integration tools (eConnect an Integration Manager) only integrate into the SOP transactions.

     Mark

  • Victoria Yudin Profile Picture
    Victoria Yudin 22,768 on at
    Re: Re: Sales Transaction Entry vs Invoice Entry

    To add my 2 cents: if you own both modules, use SOP and forget about Invoicing.  In fact, disable it so that no one inadvertently uses it. 

    Why?  Because SOP can do everything that Invoicing can do plus more and since not that many companies actually use Invoicing (I don't have any concrete data to back this up, but I have only worked with 1 company using Invoicing in many years of selling and supporting GP) there is a lot less knowledge and information available about it.  So if you ever need help or reports that are not already in GP there are a lot more resources out there for SOP.  And I don't recommend using both modules, as that would make life much more difficult for users and for anyone needing to support users or create sales reports.

  • Richard Whaley Profile Picture
    Richard Whaley 25,195 on at
    Re: Sales Transaction Entry vs Invoice Entry

    While both systems can generate invoices to sell items to customers, SOP goes further by allocating inventory items (putting them on reserve for the sale), decreasing quantity on hand when the invoice is posted, generating quotes, picking tickets, packing lists, etc.

    If you are using and tracking inventory (plus intangables), use SOP

    If you are billing for intangables only, use Invoicing

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