About Entering Invoice Information

Invoices, credit notes, and debit notes contain two types of information:

• General invoice information
• Detail information

Invoice Information

Certain information, such as the customer number, document number, and document type, is the same for all details in a single invoice, credit note, or debit note. You enter this information on the Document tab of the Invoice Entry screen.

Invoice information for all three types of documents includes:

• Entry Number. This is a sequence number that Accounts Receivable assigns to indicate the order in which a document was added to a batch. You use entry numbers to select documents for editing and to identify documents on Accounts Receivable reports.
• Customer Number. Identifies the customer and billing address, sets the default tax group and payment terms (for invoices), and specifies the currency of the document in multicurrency systems.
• Ship-To Location. (Optional) Specifies the address to which the order is shipped.
• Document Type. Invoice, Credit Note, Debit Note, or Interest Charge.
• Document Number. Assigned automatically by Accounts Receivable, using the prefix and next number specified on the A/R Options screen for the document type, or you can enter a document number. You can use each document number only once.
• Document Date. Sets the aging date from which the document is 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 due date.
• Fiscal Year and Period. From the fiscal calendar defined for the company in Common Services. Identifies the period to which the document will be posted.
• Document Description. Appears on the Invoice Batch Listing and the Invoice Posting Journal.
• Tax Group. Specifies the tax authorities and classes assigned to the customer. Used to calculate tax amounts for the document.
• Purchase Order Number. (Optional) You can sort documents by purchase order number in Finders and for receipt application, and you can use the number as the reference or description in G/L transaction batches.
• Order Number. Supplied by Sage 300 Order Entry, if you use it. You can also enter an order number. You can sort documents by order number in Finders and for receipt application, and you can use the number as the reference or description in G/L transaction batches.

For invoices, you also specify the payment terms, including the due date and discount information. On summary documents, you can also indicate whether to calculate tax for the document.

Entering Optional Field Information on Invoices

If you use optional fields, you can also edit or add any optional fields that have been set up for use with invoices or invoice details.

For more information, see About Entering Optional Fields on Invoices.

Changing Invoice Information

You can change the following information on the Document tab after you save an invoice:

• Document date
• Document number
• Description
• Payment terms and discount information
• Purchase order number
• Order number
• Ship-to location
• Tax group

You cannot change the following information:

• Customer number
• Document type

Information Entered for Job-Related Invoices

For job-related invoices, debit notes, and credit notes, you also enter the following information for each detail:

• Contract. You must enter a contract number for each detail. You can enter or select only contracts with Open or On Hold status. (You cannot process transactions to an account that is On Hold, however, if it has never been opened.)

• Project. You must enter a project for each detail. You can enter or select only projects that are:

  • Assigned to the specified contract.
  • Open, or are on hold but have been previously opened.
  • Have a Billable or No Charge billing type.
  • Not closed to billings.

• Category. You must specify a category for Time And Material projects, and for cost plus projects where the accounting method is Billings And Costs, Category Percentage Complete, or Accrual-Basis.

  To enter or select a category, it must use a Billable or No Charge billing type, and it must be assigned to the specified project.

  You cannot specify categories with details for the following types of projects:

  • Fixed price projects.
  • Cost plus projects with a Completed Project, Total Cost Percentage Complete or a Labor Cost Percentage Complete accounting method.

• Resource. For time and material projects, on standard contracts, you must also specify a resource that you have attached to the project in Project and Job Costing.

  You cannot specify a resource for a basic contract or for a fixed price or cost plus project on a standard contract.

• Date. For time and material projects, enter the date that the cost was incurred.

• Revenue Account. For most project types and accounting methods, Accounts Receivable displays the billings account from the project in the Revenue Account field.

  For projects using the Accrual Basis accounting method, the program displays the project's revenue account.

  You can change the account only for:

  • Time and material projects.
  • Cost plus projects that use the Accrual Basis accounting method.

  For all other cost plus projects and for fixed price projects, the program displays the Billings account, and you cannot change it.