Invoicing a Customer

Use the Invoice Entry screen to add invoices for customers.

Before you start

• Make sure you have complete information for each document you want to enter, including the customer number, document number (if you want to assign document numbers manually), date, purchase order number, if any, and sales order number, if any.
• If you plan to enter summary details, find out the distribution code or general ledger account number for each detail.
• If you plan to enter item details, find out the item number, unit of measure, quantity, and price for each detail.
• Find out the rate type, rate date, and exchange rate to use for each invoice, credit note, debit note, and prepayment and, if necessary, update the currency information and exchange rates in Common Services.
• If retainage applies to the document, find out the retainage percentage or retainage amount, retention period, retainage due date, retainage terms, and whether to use the exchange rate from the original document or the current exchange rate when you process the outstanding retainage.

To add an invoice:

1. Open Accounts Receivable > A/R Transactions > Invoice Entry.

2. Use the Batch Number field to specify an existing batch, or create a new batch as follows:
   1. Click the Create New Batch button.

      Accounts Receivable assigns a new batch number.

   2. In the Batch Description field, type a description for the batch.
   3. Accept the session date in the Batch Date field, or type over the date if you want to change it.
   4. To view or change the default detail type for the batch:
      1. Click the Edit link to open the Batch Information screen.
      2. In the Default Detail Type field, select Item or Summary.
      3. Click Close.
3. Enter header information for the document on the Document tab. More...

   Header information includes:

   • The detail type.
   • A description for the document.
   • Customer number.

   • Whether the document is job-related. More...

     When you select the Job Related option, additional fields appear on the detail entry table, where you enter job-related information.

   • Whether the document is subject to retainage (a holdback). More...

     The Retainage option appears in Invoice Entry only if you selected the Retainage Accounting option for your Accounts Receivable system. When you select the Retainage option, a Retainage tab appears, which you use to specify retainage terms for the document.

     If you have a multicurrency ledger, you also use the Retainage tab to specify whether to use the original exchange rate or the current exchange rate when you produce the retainage document.

     Retainage fields also appear in the detail-entry table where you specify the retainage percentage or retainage amount, retention period, and retainage due date for each detail.

   • Ship-to location and a ship via method.
   • Document type.

     You can select invoice, credit note, or debit note, and, on a summary invoice, interest, retainage invoice, retainage credit note, and retainage debit note.

   • Original document.

     If you are processing a retainage invoice, debit note, or credit note, specify the original document for which you are now processing retainage.

   • Document number (leave, to have the program assign a number to the document).
   • Document number that the current document applies to (for a credit note or debit note).
   • Document date (for aging and statistical purposes).
   • Date to which you want to post the document.
   • Purchase order and sales order numbers.
   • Any special instructions regarding the invoice, credit note, debit note, or interest invoice.
4. On the Document tab, in the detail table, add summary details or item details. More...

   To add summary details:

   1. If this is a job-related document, enter the contract and project, and (as applicable) the category and resource.
   2. Enter the distribution code or the general ledger account number. When you move to another field, the description for the distribution code or account you enter appears in the Description field. You can change the description for the distribution code.
   3. Enter the amount. You can enter a negative amount, but the invoice total cannot be negative.
   4. If retainage applies to the document you are adding, enter the retainage percentage or amount, the retention period, and the retainage due date for this detail.
   5. Enter an optional comment, and indicate whether to print the comment when you print the invoice.
   6. Indicate whether this detail is discountable.
   7. If you use optional fields, click the Optional Fields Edit icon to check, change, or add optional fields for the detail.

   To add item details:

   1. If this is a job-related document, enter the contract and project, and (as applicable) the category and resource.
   2. Enter the item number, unit of measure, quantity, price, and distribution code. You may enter a negative quantity, but the invoice total cannot be negative.

      If the detail is job-related, Accounts Receivable displays as defaults the A/R item number and the unit of measure for the specified resource (for standard contracts) or category (for basic contracts).

   3. Enter retainage separately for each detail. If retainage applies to the document you are adding, enter the retainage percentage or amount, the retention period, and the retention due date for this detail.
   4. Enter an optional comment, and indicate whether to print the comment when you print the invoice.
   5. If the document discount applies to this detail, double-click in the Discountable column, if necessary, to change the entry to Yes.
   6. If you use optional fields, click the Optional Fields Edit icon to check, change, or add optional fields for the detail.
5. To check or change the taxes for a detail, click the Detail Tax button. For more information, see Editing Taxes on an Invoice, Debit Note, or Credit Note.
6. To check or edit invoice taxes, click the Taxes tab. For more information, see Editing Taxes on an Invoice, Debit Note, or Credit Note.
7. If this is an invoice from which retainage will be deducted, use the Retainage tab to specify terms for the retainage document.

   Note: In a multicurrency ledger, you also specify which rate to use when you process the retainage.

8. To use different payment terms from those in the customer record, or to edit the payment schedule, click the Terms tab. More...
   • In the Terms Code field, for regular invoices, enter the code for the payment terms.

     On retainage invoices, the retainage terms code specified on the original document appears as the default. If no retainage terms code was used on the original document, the terms code from the customer record appears as the default.

   • If you need to change any discount information for the invoice, you can adjust the discount base, the discount percentage, or the calculated discount.
   • If you selected a terms code that uses a multiple payment schedule, a schedule appears on the Terms tab.

     Accounts Receivable calculates a schedule for you, beginning with the document date you enter, but you can change the dates on the payment schedule.

     • Check the As Of Date to make sure it is the correct date from which to calculate the due date for the first payment.

       The displayed As Of Date is the document date on the Document tab. If you change the As Of Date field, Accounts Receivable recalculates the payment schedule.

     • Edit the payment dates and amounts, if needed.

     Note: You can edit the amounts, due dates, and discount dates, but you cannot increase the number of payments. The number of payments is determined by the terms code.

     Be sure to check that the total of the payments in the schedule equals the invoice total.

9. If you use invoice optional fields, click the Optional Fields tab to view or edit the optional fields assigned to this invoice.
10. To allocate sales to salespersons, or to revise existing information, click the Sales Split tab.

    For information about allocating sales, see Allocating a Sale to Salespersons.

11. If the document does not use the functional currency and you need to change exchange rates, use the Rates tab to adjust them.

    For more information, see Editing Exchange Rate Information on an Invoice.

12. Click Save to add this document to the batch.

    If you use credit checks for the customer, Accounts Receivable warns you if the customer has exceeded their credit limit or has transactions that have been outstanding for too long. (Close the A/R Credit Check screen if you receive a warning.) You can edit the transaction, or ignore the warning and save the entry.

13. If you need to enter a prepayment for an invoice, click Prepay to add it now.

    Note: If you use Payment Processing, you can also use the Prepayments screen to process a credit card prepayment.

    For more information about prepayments, see Entering a Prepayment with an Invoice.

14. Click Save.

After adding an invoice

• Print the invoice.
• Print the A/R Batch Listing report. Make corrections, if needed, and then reprint the listing for each corrected batch.

  Important! If the Force Listing Of All Batches option is selected on the A/R Options screen, you must print batch listings before you can post batches.

• File the printed report for your audit trail.