A/R Detail Accounts/Taxes Screen (Invoices)

This is the amount for the detail you are entering.

If you use multicurrency accounting, you enter the amount in the customer's currency.

You can enter details only for billable projects and categories. However, you can change the billing type for individual details as follows:

• For a basic time and materials project:
  • You can change the billing type for the detail to No Charge or Non-billable.
  • If a detail is billable, you can change the billing rate.
  • If a detail is no charge or non-billable, the program sets the billing rate to zero and you cannot change it.
• For a standard time and materials project:
  • The billing type for the resource determines the billing type for the detail.
  • If the resource is billable, you can change the billing type for the detail to No Charge or Non-billable.
  • If the resource is no charge or non-billable, the billing type for the detail is also no charge or non-billable, and you cannot change it.
  • If a detail is billable, you can change the billing rate.
  • If a detail is no charge or non-billable, the program sets the billing rate to zero and you cannot change it.
• For a fixed price project, the billing type field is blank. All details are billable.
• For a cost plus project, the billing type field is blank. The program sets the billing type for the detail, depending on the project accounting method, as follows:
  • For the Completed Project, Total Cost Percentage Complete, or Labor Hours Percentage Complete accounting methods, the detail is billable.
  • For the Category Percentage Complete, Billings And Costs, or Accrual-Basis accounting methods, the billing type for the specified category determines whether you can enter the detail. The category must be billable to enter the detail.

You must specify a category for time and material projects, and for cost plus projects that use the Category Percentage Complete, Billings And Costs, and Accrual-Basis accounting methods.

If you are adding the invoice in Accounts Receivable, use the Finder to select the category for the contract and project affected by this transaction, if required. More...

Note: If the current invoice was generated in Project and Job Costing, you cannot change the category.

You cannot specify a category for:

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

You can use only billable categories in document details.

On invoices for time and materials projects, the program displays the cost of goods sold account from the item’s distribution code as the default COGS account for the detail.

The Comment field contains the comments you enter with a document detail. You can include up to 250 characters in each comment.

If the Use Item Comment As Default option is selected on the A/R Options screen, Accounts Receivable displays any comment that is entered in the item record. You can use or change the displayed comment.

To print the comment with the detail when you print the invoice, debit note, or credit note, do one of the following:

• On the Document tab's detail table, enter Yes in the Print Comment field for the detail line.
• On the Detail Accounts/Taxes screen, select the Print Comment option.

All job-related invoices must specify a contract number.

If you are adding the invoice in Accounts Receivable, specify the number of the contract affected by this transaction, if you know it. Alternatively, you can use the Finder to select the number. More...

Accounts Receivable displays the cost class associated with the selected category in Sage 300 Project and Job Costing.

This field is for the date you incurred the expense. (If the detail is for a subcontractor charge, it is the date subcontractor performed the work.)

Accounts Receivable displays the invoice date as the default for this field. You can edit the Date field only for time and material projects.

This field displays different information depending on the type of invoice:

• Summary invoice.

  When you enter a distribution code, the program displays the description for the code.

  You can use the displayed description or type another description for the detail.

• Item invoice.

  When you enter an item number, the description from the item record is displayed.

  You can use the displayed description or type another description for the detail.

• Job-Related Invoice.

  On item invoices, the program displays the description from the item record when you enter an item number for the detail.

  On summary invoices, the program displays the description for the distribution code when you enter a distribution code.

  You can use the displayed description or type another description for the detail.

The tax class from the customer record appears as the default in this field, but you can change the tax class for the detail if necessary.

You use this option to specify whether a selected detail is subject to the invoice discount.

Example: If you do not give discounts on freight charges, you can exempt a freight detail from the invoice discount.

To indicate that a detail is not discountable, you clear the Discountable option for the detail on the Detail Accounts/Taxes screen, or select No for the option on the detail table.

This field displays the distribution code from the item record for item details. However, you can change the code for an individual invoice, credit note, or debit note.

The distribution code determines the general ledger revenue account and, if you use them, the inventory and cost of goods sold accounts for the detail. If you prefer, you can directly enter the account number for the general ledger account.

If you use the Accounts/Taxes screen (select a detail line, then click Accounts/Taxes or press F9), the description for the code also appears.

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

If you have an export declaration number for a specific invoice detail, enter it in this field. If you have an export declaration number for the whole invoice, enter it on the Taxes tab.

The extended amount is the price multiplied by the quantity in the unit of measure you selected. You cannot change the extended amount, except by changing the unit of measure, quantity, or price.

If you want to enter some units at different prices, add a separate detail line for each price.

The extended cost is the item cost (from the A/R item record) multiplied by the quantity specified for an item detail line.

Note: You see item costs only if the Show Item Cost option is selected on the A/R Options screen.

Accounts Receivable displays the inventory account and description associated with the distribution code you entered for this detail. You can change the account number if necessary.

Note: This field is available for Item invoices only.

This field specifies the item number for the detail.

For invoices that are not related to a job or contract that you manage using Project and Job Costing:

• You must choose an item number from your Accounts Receivable item list to add a detail to an invoice, credit note, or debit note.
• If you do not have an item list, or if your item list does not contain the items you want to use, either add the items in the Items screen, or select (or create) a batch for summary invoice details and enter this document as a summary detail type.

For job-related invoices, the field displays the A/R item number from the specified resource (for standard contracts) or category (for basic contracts) as the default. You can select a different A/R item number only for time and material projects. If you change the A/R item number, the item number must be a valid item number in Accounts Receivable, and the unit of measure must be a valid unit of measure both for the new item number and the customer’s currency.

This field indicates whether optional fields are assigned to the document detail. If any invoice details optional fields are set for automatic insertion on invoices, the field will be selected when you add a new detail to an invoice, credit note, debit note, or recurring charge.

If you use exactly the same optional fields in customer records and on invoices, the program assigns the optional field values used in the customer record to transaction details that you add in the Invoice Entry and Recurring Charges screens.

You can accept or delete the optional fields that appear as defaults, and you can add other optional fields that you have set up for invoice details. You can also change the optional field values used in document details.

For job-related details:

• If the invoice details optional fields used on an invoice detail are identical to those assigned to the contract, Accounts Receivable uses the optional field values from the contract as default values for the details.
• If you assign to a job-related detail an optional field that is not assigned to the contract, the program displays the default value for the invoice details optional field. You can also change the values, as you can for any invoice, credit note, or debit note.

For more information, see:

• Editing Optional Fields for an Invoice Detail
• About Optional Fields for Job-Related Transactions

This field lets you specify whether to print on the invoice, credit note, or debit note the comments you enter with a detail.

To print a detail comment on the invoice, credit note, or debit note, change the Print Comment field to Yes by doing one of the following:

• Double-click the field.
• Highlight the field, and then press the Spacebar.

Each detail on a job-related invoice must identify a project that is assigned to the specified contract.

If you are adding the invoice in Accounts Receivable, use the Finder to select the project you are billing. More...

Note: If the current invoice was generated in Project and Job Costing, you cannot change the project.

To use a project on an invoice, the project must be:

• Billable.
• Consistent with the invoice type:
  • To enter details for time and material projects, use item invoices.
  • To enter details for fixed price or cost plus projects, use summary invoices.
• Open, On Hold (if it was previously opened), or Completed (if it uses a Completed Project accounting method).
• Not closed to costs.

When you enter an item detail, you must enter the quantity (number of units) for the detail. Accounts Receivable uses the quantity you enter to calculate the extended amount for the detail line.

If you are adding the document in Accounts Receivable, you must specify a resource that you have assigned to the specified project in Project and Job Costing. Use the Finder to select the code for the resource whose use the transaction is recording (for example, an employee code or an equipment code). More...

Note: If the current invoice was generated in Project and Job Costing, you cannot change the resource.

You are required to enter resources only for details that specify a time and materials project for a standard contract.

For a basic contract or for a fixed price or cost plus project, you can enter a resource code or leave the field blank. Note, however:

• For a cost plus project that uses the Billings And Costs, Accrual-Basis, or Category Percentage Complete accounting method, you cannot enter the code for an employee whose record is inactive in Project and Job Costing or in Sage 300 Canadian or US Payroll.
• For a fixed price project or for a cost plus project that uses the Total Cost Percentage Complete, Labor Hours Percentage Complete, or Completed Project accounting method, you can enter any code, or you can leave the field blank. (Billing for projects using these accounting methods is determined at the project level.)

The program uses the retainage percentage to calculate the retainage amount for a detail on an original invoice, credit note, or debit note.

You can enter a different retainage percentage in the Retainage Percentage (%) field. When you enter a new percentage, the program recalculates the retainage amount for the detail.

The retainage amount is the amount the customer can withhold for an original document detail until the end of the retention period, when retainage is invoiced.

To calculate the retainage amount, the program multiples the extended detail amount (or the extended amount plus tax, if you include taxes in retainage) by the retainage percentage.

You can enter a new retainage amount, if necessary. When you enter an amount to replace a calculated amount, the program recalculates the retainage percentage.

The retainage amount is subtracted from the detail amount to calculate the amount due.

The program calculates the retainage due date (the date the outstanding retainage is due for invoicing) by adding the number of days in the retention period to the original document date. You can enter a different due date.

This field shows the tax on retainage calculated for a selected detail on an original invoice, credit note, or debit note.

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 retention period is the number of days following the document date that retainage for the document detail will be due.

The program uses the retention period to calculate the due date for the retainage. When you change the retention period, the program recalculates the retainage due date, and vice versa.

If you did not enter a distribution code, or if you want to change the revenue account for this detail, enter the account number for the general ledger revenue account to which you post transactions entered for the customer.

The account description for the revenue account you enter appears in the Account Description column.

These fields appear on the Detail Accounts/Taxes screen for both summary and item invoices. They also appear on the Document tab for summary invoices.

For job-related invoices, 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 a:

• Time and material project.
• Cost plus project that uses a Billings And Costs or 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.

The amount of tax calculated for the tax authority for an invoice detail.

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 Accounts/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.

This field indicates whether the selling price includes tax.

If the record for the tax authority allows tax to be included in the selling price, you can change the field.

This field shows the tax amount converted to the tax reporting currency specified for the tax authority.

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

You can enter the total tax reporting amount for the tax authorities on the Taxes tab, then click the Distribute Taxes button to distribute all manually entered taxes, including the tax reporting amounts, to the details.

This field appears only if the Taxes tab specifies a tax group that uses a different currency from the customer's currency.

It shows the total amount of tax for the detail converted to the tax reporting currency.

The total tax amount calculated for the tax authority, for the selected detail.

This field specified a unit of measure, such as EACH or DOZEN—or HOURS or FRT, if these are non-inventory items.

Item lists can store separate prices for each unit of measure by which you sell an item. When you specify the unit of measure and the quantity, Accounts Receivable displays the price and the extended amount.

Accounts Receivable also displays the extended item cost if the Show Item Cost option is selected on the A/R Options screen.

On job-related invoices, for time and materials projects, Accounts Receivable displays the unit of measure for the specified resource (for standard projects) or category (for basic projects) as the default.

When you enter an item detail, this field displays the price entered in the item record for the selected unit of measure and for the customer's currency (if you use multicurrency accounting). You can change the price for a detail line if the invoice is not job-related.

You can also change the price for job-related item invoices, depending on the billing type used for the project resource, as follows:

• For a basic project, you can enter a unit price for an invoice detail.

• For a standard project:

  • If the specified resource is billable, you can enter a unit price for the detail (including zero).
  • If the specified resource is either no charge or non-billable, the program sets the unit price to zero, and you cannot change it.

  Note: You cannot enter details for projects and categories that are non-billable or no charge.