Simple Invoice Entry

 

Function

The AR Invoice Entry task provides simple invoicing functions in the Accounts Receivable module when billing integrated with the Inventory Control module is not required. Detailed line items may be entered in the body of the invoice, each having a separate general ledger revenue account, service date, description, quantity, price, and extension.

 

=> To access this task...

Select Simple Invoice Entry from the Accounts Receivable menu.

 

AR Invoice Entry Header

 

About the Fields

To enable edits to a saved form select  .

 

In the Batch No. field...

Display only. A default batch number is assigned to each invoice entry.

 

In the AR Invoice No. field...

  • Enter a seven-digit invoice number.

  • Select the [Tab] key to assign the next invoice number.

When the invoice number already exists but has not yet been updated, the invoice heading information is displayed. The invoice can be added to, modified or deleted. Deleting a transaction in the entry file deletes the detail and retains the header with a Voided status. This allows voids to show on the register for tracking purposes.

 

In the Invoice Date field...

  • Enter the date of the invoice

  • Click to select a date using the calendar tool.

This date is used to specify the general ledger posting date for the invoice.

 

NOTE: Once you have progressed to this field, you must complete the heading information before you can delete the entry.

 

In the Customer ID field...

  • Enter a valid customer number

  • Click to select from a list of valid customer numbers.

The customer name associated with the customer number displays to the right of the Customer ID field.

 

In the Address fields...

Display only. Shows the address of the customer associated with the customer number.

 

In the Distribution Code field...

  • Enter a valid distribution code.

  • Click to select from a list of valid distribution codes.

This code is used to specify the Accounts Receivable account when the invoice is updated and postings to the general ledger are created. (Refer to Distribution Code Maintenance task in the Accounts Receivable Maintenance section for additional information.) The description of the distribution code is displayed.

 

In the Terms Code field...

The description of the terms code is displayed.

 

In the Invoice Type dropdown...

  • Select Invoice (I), Adjustment (A), or Voided Invoice (V) from the drop down tool.

In the Total Quantity field...

Display only. Shows the quantity totals for entries made in the bottom of the form.

 

In the Total Amount field...

Display only. Shows the dollar totals for entries made in the bottom of the form.

 

Invoice Line Item Maintenance

After the heading information has been entered, the line items or “body” of the invoice is entered.

 

In the GL Acct field...

(Active when the General Ledger module is installed.)

  • Enter a valid general ledger number that (usually) represents the revenue posting account for this detail line.

  • Click to select from a list of valid GL Account codes.

  • Press the [Tab] key to accept the default GL Account associated with the distribution code.

In the Description field...

Display only. Displays the description of the account number entered.

 

In the Ship Date field...

Optional entry.

  • Enter the date of service or delivery of the product.

This date has no effect on the general ledger posting for the invoice.

 

In the Memo field...

Optional entry.

  • Create an entry of up to thirty characters to describe the product or service identified by the line. This description will print on the invoice.

In the Qty field...

Optional entry.

  •  Enter the quantity for the invoice detail line, if applicable. The default is zero.

Example

Enter the number of hours if this is a labor charge that is billed per hour.

 

In the Price field...

Optional entry.

  • Enter the price per unit for the invoice detail line, if applicable. The default is zero.

Example

Enter the price per hour when it represents a labor charge that is billed by the hour.

 

In the Extension field...

Display only. Displays the product of Qty times Price.

 

When finished making entries to the fields…

  • Click to the left of the invoice line item -or- at the bottom of the form to save the entry.

  • Click to insert a new entry.

  • Click to insert an entry between existing entries.

  • Click to remove an entry.

  • Click to clear the form and begin again.



______________________________________________________________________________________

Copyright BASIS International Ltd. AddonSoftware® and Barista® Application Framework are registered trademarks.