A/R Invoice Entry Screen

If you clear the Calculate Tax option on the Taxes tab, the Calculate Tax button is available on the Taxes tab.

Click this button to recalculate the tax amount when you change the customer tax class for the invoice.

Click this button to start a new batch.

After creating the batch, you can click the Details link to open the Batch Information screen, where you can specify a batch date and a description for the batch, and view other information about the batch.

Click this button to start a new transaction.

When you have finished entering information about the transaction, you click Save to record your changes.

Click this button to delete a selected record, account, batch, or transaction.

The Derive Rate button appears on the Taxes tab on the A/R Invoice Entry screen and on the Document Taxes screen in A/R Receipt Entry (for miscellaneous payments), if you specified a tax group for the document that uses a different currency than the customer's currency.

After entering the taxes and tax reporting amounts for the tax authorities, click the Derive Rate button to let the program compute the implicit exchange rate between the customer currency and the tax reporting currency.

If you clear the Calculate Tax option on the Taxes tab, the Distribute Tax button is available on the Taxes tab.

Click this button to prorate the tax you entered and allocate amounts to the invoice details.

For original documents to which retainage applies, the tax amounts are also prorated for the retainage tax base and retainage tax amount.

Click this button to enter a prepayment.

For more information, see A/R Prepayments Screen.

Click this button to post the invoice batch that is currently displayed.

Note: This button allows you to post one invoice batch at a time. For information about posting multiple batches, see Posting a Range of Batches.

Click this button to print an invoice.

For more information, see Printing Accounts Receivable Invoices.

Click Save to record your changes.

Specify the detail type to use for the invoice (initially, the default detail type specified on the A/R Options screen is selected):

• Summary. This type of detail includes just enough information to update your receivables records and general ledger revenue account. Use summary details when you do not maintain an inventory or when you update inventory information outside of Accounts Receivable.
• Item. This type of detail lets you use a price list when entering details, and update receivables records as well as the revenue, inventory, and cost of goods sold general ledger accounts (the last two accounts are optional).

This field sets the default due date and discount period, if any, for an invoice. It also sets the aging date from which invoices, credit notes, and debit notes are aged on statements and reports. (You can choose whether to age credit notes and debit notes by document date or treat them as current transactions. Invoices are always aged by date.)

You can also print posting journals by document date.

To select a date using the calendar, click the button beside the Document Date field.

Specify whether you are entering an invoice, credit note, debit note, or interest invoice.

Note: You can add interest charges only on summary invoices.

If you use retainage accounting and you selected the Retainage option for the invoice, you can also enter a retainage invoice, retainage credit note, or retainage debit note.

Note: You can add all document types to a single batch, or use separate batches for each type.

This description appears with the document information on the Invoice Batch Listing and the Invoice Posting Journal.

Accounts Receivable assigns an entry number automatically to each new entry you create. The entry number identifies the sequence in which an entry was added to a batch and, along with the batch number, forms part of the audit trail for the transaction.

To add a new entry, click the Create New Entry button.

To select an existing entry for editing or deleting, type its number in the Entry Number field, or select it.

Note: If you delete an entry, you cannot reuse its number.

Accounts Receivable displays the fiscal year and period to which the document will be posted.

Accounts Receivable automatically displays the fiscal year and period that contains the date you enter in the Posting Date field. You cannot change this field except by changing the posting date.

This field indicates whether you have printed a copy of the invoice, credit note, or debit note.

Select the Job Related option if this document is for a project you are managing using Sage 300 Project and Job Costing.

When you select the option, additional fields appear in the detail table to let you enter job-related information.

When you post the document, Accounts Receivable updates the specified contract, project, category, and (if required) the resource in Project and Job Costing.

Use this field to specify the date that a selected document will be posted to General Ledger. The posting date also determines the year and period to which to the transaction is posted.

Depending on the selection for the Default Posting Date option on the A/R Options screen, the default posting date can be the document date, the batch date, or the session date.

Accounts Receivable uses posting dates, rather than document dates, to select open documents for revaluation, so that exchange adjustments are posted to the correct fiscal year and period.

This option appears in Invoice Entry only if you selected the Retainage Accounting option for your Accounts Receivable system.

You select the Retainage option to indicate that retainage applies to the document you are entering. A Retainage tab appears, on which you specify how to process retainage for this invoice, debit note, or credit note.

Any invoice optional fields that are set up for automatic insertion appear, along with their descriptions, as defaults on the Optional Fields tab.

You can add different optional fields, providing they are defined for invoices on the A/R Optional Fields screen. When you select an optional field code, the program displays the description from the optional field setup record.

You can also delete optional fields that appear as defaults. However, if an optional field is required, do not delete it. You cannot add the transaction until you enter a value for the optional field.

Default values appear for invoice optional fields, as follows:

• If you assigned the same optional fields to the customer and ship-to location records as you defined for invoices, the optional field values for the ship-to location appear on the Optional Fields tab.
• If the optional fields in the ship-to location record and the customer record are different from each other, the optional field values from the customer record appear as defaults for the invoice.
• If an optional field is defined for invoices, but is not assigned either to the customer or the ship-to location, the program displays the value specified for the optional field in the Optional Fields record.

You can change the default value that appears for an optional field:

• If the optional field is validated, you must specify a value that is defined for the optional field on the Optional Fields screen in Common Services.

  Note: If the optional field allows blanks, you can leave the value field blank.

• If the optional field is not validated, you can enter any value that is consistent with the type of field (such as yes/no, text, number, date, or amount), providing the value you enter does not exceed the length permitted for the field. You can also leave the field blank.

When you specify a value that is defined on the Optional Fields screen in Common Services, the description for the value is also displayed.

The description for the value appears automatically. You cannot change it.

If an optional field is a required field, it must contain a value before you can save an entry.

The Value Set field indicates Yes if Accounts Receivable has already set a value—including an acceptable blank—for the field.

This is the exchange rate currently in effect for the specified currency and the displayed rate type and rate date.

You can change the rate if necessary. (Accounts Receivable selects the rate to display from the screens in Currency.)

Accounts Receivable uses the exchange rate specified for this date in Currency to convert amounts from the customer currency to your functional currency.

Accounts Receivable displays the document date as the default rate date, but you can enter a different date. If you enter a new date, Accounts Receivable displays the exchange rate associated with that date.

The rate type is a code for the kind of rate to use when converting multicurrency amounts to functional currency. Examples of rate types might be "spot rate," "average rate," and "contract rate."

You define rate types using the Currency Rate Types screen in Currency.

The rate type is a code for the kind of rate to use when converting multicurrency amounts to functional currency. Examples of rate types might be "spot rate," "average rate," and "contract rate."

You define rate types using the Currency Rate Types screen in Currency.

The program displays the percentage used to calculate the retainage amount for the document.

It is a weighted average percentage, based on the sum of the details.

The program displays the sum of the retainage for all details in this field.

You cannot change the field.

Specify the method the program will use to determine the exchange rate for the retainage document when you eventually process it:

• Use Original Document Exchange Rate. Use the same rate as the document you are processing.
• Use Current Exchange Rate. Use the rate in effect when you process the retainage document invoicing the customer for the outstanding retainage.

You can use different terms for retainage documents (used to invoice for outstanding retainage) than you used for the original document from which the retainage was taken.

If retainage terms are specified in the customer record, the retainage terms code from the customer record is used as the default retainage terms code for the invoice. If no retainage terms code is specified in the customer record, the customer’s usual terms code is used as the default.

Enter the percentage of the sale that you want assigned to this salesperson. You do not have to assign salespeople to a document, but, if you do, the percentages you assign must total 100.

This is the name of the salesperson from the salesperson record.

If salesperson numbers are assigned to the customer record, they are displayed here. You can change the salesperson numbers, but only to other numbers you have defined using the A/R Salespersons screen.

You can also delete any of the salespersons assigned to the document, or add others. You do not have to assign salespeople to a document, but, if you do, the percentages you assign must total 100.

Select this option if you want Accounts Receivable to calculate sales taxes automatically for you.

If you clear this option (for example, if you are adding details that already include tax or are not taxable):

• Taxes are not automatically calculated.
• Tax amounts are not recalculated when you change the tax group or tax classes on invoices, credit notes, or debit notes. You must enter the tax amount manually for each tax authority.
• The following buttons are available:
  • Calculate Tax
  • Distribute Tax

This option appears if the currency used by the tax group is different from the customer's currency.

Select the Calculate Tax Reporting option if you want Accounts Receivable to calculate the tax reporting amounts automatically using the Tax Reporting Currency Rate information you specify.

Do not select the option if you want to enter the tax reporting information manually for the document and detail lines. The sum of the detail amounts must equal the total for each tax authority on the Taxes tab. However, you do not need to enter the tax amounts for the detail if you enter the tax amounts for the document, and then distribute the amounts to details using the Distribute Tax button.

If you enter tax reporting amounts manually, you can:

• Click the Distribute Tax button to prorate the total tax reporting amounts you enter for each tax authority on the Taxes tab to the document details.
• Click the Derive Rate button to compute the exchange rate used to convert tax amounts to the tax reporting currency based on the tax reporting amounts you entered on the Taxes tab.

This field appears in the Tax Reporting Currency Rate section on the Taxes tab if the currency for the tax group you specified for the document is different from the customer's currency.

The program displays the currency code for the tax group, and you cannot change it.

The total estimated amount that your customer will withhold for a transaction to be remitted to a tax authority on your behalf.

Accounts Receivable uses this exchange rate to calculate the tax reporting amount in the tax reporting currency.

The program displays the exchange rate specified for the tax reporting currency, rate type, and rate date in Currency, but you can change it.

If the invoice includes goods for which an export declaration form has been created, enter the number of the export declaration.

Tip: You can also enter export declaration numbers for specific invoice details, on the Details table on the Document tab.

Accounts Receivable uses the exchange rate specified for this date in Currency to convert amounts from the customer currency to your functional currency.

Accounts Receivable displays the document date as the default rate date, but you can enter a different date. If you enter a new date, Accounts Receivable displays the exchange rate associated with that date.

The rate type is a code for the kind of rate to use when converting multicurrency amounts to functional currency. Examples of rate types might be "spot rate," "average rate," and "contract rate."

You define rate types using the Currency Rate Types screen in Currency.

This column appears only for original invoices, debit notes, and credit notes to which retainage applies. It shows the total amount of tax calculated for retainage for the document.

Retainage tax amounts are computed using the Retainage Tax Base and the tax rate for each tax authority.

This field appears on original documents to which retainage applies. It shows the amount (before included taxes) used to calculate tax on retainage, if the tax will be reported when you post the retainage document.

Two factors determine when tax on retainage is reported:

• The selection for the Report Tax option for Accounts Receivable.

  You select from the following alternatives for this option on the Retainage tab of the A/R Options screen:

  • At Time Of Original Document. If you select this option, Accounts Receivable calculates and posts tax on retainage when you post the original document, regardless of the tax reporting options you select in Tax Services for the tax authority.
  • As Per Tax Authority. If you select this option, Accounts Receivable respects the selection for the Report Tax On Retainage Document option for the tax authority.
• The setting for the Report Tax On Retainage option for the tax authority, in Tax Services.

  The tax authority may specify that no tax on retainage will be calculated (No Reporting), or that tax will be calculated and posted either when you post the original document or when you post the retainage document.

A retainage tax base does not apply if tax on retainage is reported when you post the original document.

You can change the amount if you do not select the Calculate Tax option.

The amount of tax calculated for the tax authority on an invoice for which the program calculates tax automatically.

If you are entering taxes manually, the total you enter for the tax authority on the Taxes tab must match the sum of the taxes you enter for the document details.

The tax authorities for the tax group assigned to the customer are listed on the Taxes tab.

They are also shown for each detail in the A/R Detail Taxes screen.

To change the tax authority for a customer, you must change the tax group on the customer record.

The amount (before included taxes) used as the base for calculating sales tax for the tax authority.

On original documents to which retainage applies, if the tax on retainage will be reported when you post the retainage document, this is the amount before tax (or the cost, depending on the tax authority) less retainage.

The tax class assigned in the customer record is displayed as the default in this field.

However, for many tax authorities, the tax class varies depending on the purpose of the goods or services being purchased. If necessary, you can change the tax class for the document on the Taxes tab.

Tax groups specify the authorities that tax the customer and assign the customer's tax classes in each authority. (Tax classes determine the specific classification for a tax, such as which rate is applied or whether the customer is exempt.)

You assign a tax group to each customer and ship-to location, to assign the taxes for the document.

The customer's tax group is displayed when you enter the customer number. If you select a ship-to location, the tax group for the ship-to location replaces the customer's group.

You can assign a different tax group or change the tax class or taxable status for the customer (on the Totals tab) or any of the detail lines you enter with the document. To change the tax rates for an authority, however, you must use the screens in Tax Services.

In multicurrency ledgers, if you change the tax group to one that uses a different currency than the customer, you can choose whether to let the program calculate the tax reporting amount, and you can change the tax type, rate date, and exchange rate for the tax reporting currency.

This field appears on the Taxes tab only if you assigned to the document a tax group that uses a currency different from the customer's currency. It shows the total tax amount for the tax authority converted to the tax reporting currency using the exchange rate specified for the tax reporting currency.

If you do not select the Calculate Tax Reporting option, when you enter original invoices, debit notes, and credit notes, you must enter the tax reporting amounts for each tax authority listed on the Taxes tab. The sum of the tax reporting amount entered for the details must equal the totals shown for each tax authority on the Taxes tab.

To prorate tax reporting amounts you enter manually on the Taxes tab to the document details on original documents, click the Distribute Taxes button.

This field appears only if the currency for the tax group is different from the customer's currency.

It shows the amount of tax to be reported on tax tracking reports for all the tax authorities listed on the invoice.

This is the amount due for the particular payment. The amount for each payment is calculated from the percentage that is specified in the terms code. You can change payment amounts as needed, but the total of all payments in a schedule must equal the invoice total.

The As Of Date is the date from which the terms are calculated. Accounts Receivable automatically displays the document date, but you can type another date.

Example: If the first payment is not due for six months (so you would consider the first invoice date as six months from today), add six months to the As of Date, then click the Refresh button to recalculate the schedule dates.

This is the amount of the discount the customer can take if payment is made by the discount date.

While the discount period is in effect, the discount amount is displayed for the payment when you are applying receipts to the invoice (in Receipt Entry).

If the invoice includes a multiple payment schedule, a separate discount amount is calculated for each payment.

You can change the discount amounts at any time until you post the invoice.

Note: You must enter a discount date before you can enter a discount amount.

This field appears on the Terms tab of the Invoice Entry screen. The program displays the document amount as the default, but you can change it.

The program multiples the discount base by the discount percentage to determine the discount amount.

This is the date by which payment must be made to qualify for the early payment discount (if you offer one). If a discount is available, Accounts Receivable displays the invoice total net of the discount when you apply receipts to the invoice during the discount period.

Discount dates are calculated for multiple payment schedules only if the terms code includes discount information. However, you can enter discounts in an individual multiple payment schedule, if you want.

You can allow a discount on an invoice only if the terms code permits discounts.

You can change the discount amount and period at any time until you post the invoice.

Note that you must enter a discount date before you can enter a discount amount or a discount percentage.

This is the percentage of the discount base that can be discounted. The percentage from the terms code appears as the default.

If the invoice includes a multiple payment schedule, a separate discount percentage is assigned for each payment.

You must enter a discount date before you can enter a percentage.You can change the discount percentages at any time until you post the invoice.

A due date is assigned to each payment. The due date is used to age outstanding payments on customer statements and aging reports. You can change due dates at any time until you post the invoice.

Each of the payments on a multiple payment schedule is assigned a sequence number.

You specify the payment number when applying receipts or entering adjustments to an invoice with a multiple payment schedule.

Accounts Receivable uses the terms code you specify with an invoice to calculate the due date, discount period, and discount amount for the document.

The customer's default terms code appears when you enter the customer number for the invoice, but you can change to any other terms code you have defined in Accounts Receivable.

If you enter a terms code that includes multiple payments, Accounts Payable sets up a payment schedule with separate due date and discount information for each payment.

You can change the due dates, discount dates, discount amounts, and discount percentage at any time until you post the invoice.

A description of the specified terms code displays in the Terms Description field.

This is the amount due for the invoice. The amount shown includes taxes, discounts, and any prepayment made.

This amount is the sum of all the details before taxes that are not included in prices.

This amount is the sum of the details including all taxes.

The total estimated amount that your customer will withhold for a transaction to be remitted to tax authorities on your behalf.

To calculate the amount for this field, the program uses the terms and due date entered for the invoice.

This discount, together with any prepayment entered with the invoice, is subtracted from the document total to calculate the amount due.

This is the amount of any prepayment entered with the invoice.

This amount, together with the discount amount, is subtracted from the document total to calculate the amount due.

Accounts Receivable displays the amount of retainage to be withheld from the document amount.

This field displays the total amount of taxes not already included in detail prices.

This amount is added to the document amount in calculating the document total.