You use the A/R Invoice Entry screen to create new batches for invoices, credit notes, and debit notes. (A credit note is an adjustment to a customer's account that decreases the balance of the account, while a debit note increases the account balance.) You can add all three document types to a single batch, or use separate batches.
With each invoice, credit note, and debit note, you:
- Enter general invoice information for the document (transaction).
Invoice information includes the customer number, document type and date, shipping location, tax group, payment terms, and other data that are the same for the entire document.
- Add details for the document.
Document details contain information about what the customer purchased, including the price or amount of each item. You can have any number of detail lines and amounts on an invoice, credit note, or debit note.
With each document, you can also:
- Enter the payment amounts, dates, and discount information for payment schedules (installment payments).
- Enter data in optional fields.
- Enter percentages to allocate the document total to up to five salespeople.
- Enter a prepayment for an invoice.
- Enter a retainage amount or a percentage, as well as a retainage due date and retainage terms for documents that involve a holdback.
- Select an option to indicate that the document is related to projects you manage using Sage 300 Project and Job Costing.
- Enter the contract, project, category, and resource for transactions for job-related details. When you post the document, Accounts Receivable updates Project and Job Costing and creates the transactions required for General Ledger.
- Print copies of each document on the preprinted forms you use for invoices, credit notes, and debit notes (if you use the Allow Printing Of Invoices option). You can also print these documents after they have been posted.
- If you use Payment Processing, process or void a Paya credit card payment.
If you use multicurrency accounting, you enter amounts in the Invoice Entry screen in the customer's currency.
For more information, see the following topics:
- About Applying Credit Notes and Debit Notes to Other Documents
- About Assigning Multiple Payments to Invoices
- About Calculating Discounts
- About Calculating Sales Tax
- About Creating General Ledger Transactions for Interest Batches
- About Invoice Detail Types
- About Entering Invoice Information
- About Entering Multicurrency Invoices, Credit Notes, and Debit Notes
- About Entering Optional Fields on Invoices
- About Entering Prepayments with Invoices
- About Entering Sales Splits on Invoices
- About Invoicing Interest
- About Invoicing Recurring Charges
- About Posting Recurring-Charge Batches
- About Updating Billing Cycles
- About Posting Interest Batches
- About Processing Retainage
Editing Unposted Invoices, Credit Notes, and Debit Notes
You also use the Invoice Entry screen to change or correct open invoice batches, including error batches created during posting.
If the Allow Edit Of Imported Batches option is selected on the A/R Options screen, you can edit batches that were created by other Sage 300 modules or non-Sage 300 programs.