A/R Invoice Entry Screen

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

Click the Add button to add a new transaction. The button name then changes to Save.

If you edit a transaction you added previously, click Save to record your changes.

Click this button to open a separate screen on which you can edit detail or tax information for a selected detail.

For more information, see A/R Detail Accounts/Taxes Screen (Invoices).

If you clear the Calculate Tax option on the Taxes tab, the Calculate Taxes button appears 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 close the screen.

You can also close the screen in the following ways:

  • Click the top left corner of the screen.
  • Click File > Close.

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

  • After you delete a batch or a document in a batch, you cannot reuse its entry number.
  • Deleted transactions are reported on the batch listing and posting journal for the batch.
  • Deleted batches are also reported on the Batch Status report.

The Derive Rate button appears on the Taxes tab on the Invoice Entry screen and on the Document Taxes screen in 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 Taxes button appears on the Taxes tab and the Document 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.

  • You cannot prorate a tax amount to an authority that uses an exempt tax class.
  • When you click the Distribute Taxes button, the program replaces any tax amounts you may have entered manually for the details.

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 enter a prepayment.

For more information, see A/R Prepayments Screen.

Click this button to print invoices.

For more information, see Printing Accounts Receivable Invoices.

You use the batch date as part of your audit trail and to select batches to print on the batch listing and batch status reports. The batch date is also used as the default document date when you create a new transaction.

Accounts Receivable displays the session date as the default batch date when you create a new batch, but you can change it.

You can type a different date in the field, or select a date using the calendar. (Click the button beside the Batch Date field to display the calendar.)

Accounts Receivable automatically assigns a number to each new batch, and to each entry you add to a batch, starting with 1.

The batch number is a permanent part of the information stored for each invoice, debit note or credit note.

If your A/R G/L Integration options specify batch numbers as the description or reference for general ledger transactions, the batch number appears with the transaction on Accounts Receivable reports, such as posting journals and the G/L Transactions report.

You can use batch and entry numbers to trace transactions through the Accounts Receivable system and, if you use the numbers as the descriptions or references for G/L transactions, into your general ledger (unless you consolidate the transactions during posting in Accounts Receivable).

Use the Batch Number field to:

  • Create a new batch.

  • Select the number of an existing batch you want to edit.

For information about creating or displaying invoice batches, see Adding, Editing, or Deleting an Invoice Batch.

To view descriptive information for a batch, click the Zoom Zoom button button beside the Batch Number field. For more information, see A/R Batch Information Screen (Invoices).

This field displays the name of the person who entered the transaction.

This field displays the number of entries in the selected batch.

This field displays the total for the batch.

The account set from the customer record appears in this field as the default. It specifies the general ledger receivables control, payment discounts, prepayment liability, retainage, and write-offs accounts to which the transaction will be distributed.

You can change the account set for a particular invoice or recurring charge record. If you use multicurrency, however, the new account set must use the same currency as the customer's account set.

For credit notes and debit notes, you can enter the number of the document to which the note applies. If the note applies to several invoices, or is issued on account (for example, as a purchase volume rebate), you do not enter an invoice number here. You apply the credit note or debit note later, using the A/R Receipt Entry screen.

You can also enter the number of a document that you have not yet posted in Accounts Receivable. Accounts Receivable does not apply the credit note or debit note when you post it, but you can apply it using the A/R Receipt Entry screen.

When you select an apply-to document in multicurrency ledgers, you also see the exchange rate at which the document was posted. You normally enter the credit note or debit note at the same exchange rate.

The customer's currency appears when you enter the customer number in a multicurrency system.

You use the Rates tab to change the rate type, rate date, and exchange rate for an entry that is not in the functional currency. You cannot change the currency code.

The customer number identifies the customer whose account will be updated when you post the document. The customer number also determines the billing address and sets the default tax group and payment terms.

In multicurrency systems, the customer number also determines the currency of the document.

  • To view comprehensive Accounts Receivable information for the customer, click the Inquiry Inquiry button button beside the Customer Number field. The Customer Inquiry screen appears, with the current customer selected.

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

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).
  • You can change the detail type until you add the invoice to the batch.
  • Interest and retainage invoices always use the summary detail type.

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.

You use the Invoice Entry screen to enter invoices, credit notes, debit notes, and interest invoices.

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 retainage invoices, retainage credit notes, and retainage debit notes.

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

The document number is assigned using the prefix and next number specified on the A/R Options screen for the document type, or you can type a document number. You can use a document number only once.

You can print posting journals by document number.

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

To add a new entry, click the New New button button beside the Entry Number field.

To select an existing entry for editing or deleting, type its number in the Entry Number field, or choose the number from the Finder. You can also use the navigation buttons to move quickly through the entries in the batch to the one you need.

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

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.

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

The order number is supplied by Sage 300 Order Entry, if you use it. You can enter an order number or other information in the field, or leave it blank.

You can list 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.

If the customer has a purchase order number, you can enter it in this field. You can also use this field for another purpose, or leave it blank.

You can list 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.

Use this field to specify the date that a selected document is posted to General Ledger. The posting date also determines the year and period to which the transaction is posted. The default posting date can be the document date, the batch date, or the session date, depending on the selection for the Default Posting Date option on the A/R Options screen.

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.

  • If you are entering a retainage document, the posting date cannot be earlier than the posting date of the original document.
  • If you consolidate G/L transactions, the posting date for consolidated entries is the last date of the fiscal 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.

Enter the shipment number, if you know it.

When you post the invoice, Accounts Receivable matches the invoice to any posted prepayments that use the shipment number.

This field appears on the Recurring Charges setup screen and on the Invoice Entry transaction screen.

You use it as follows if you want to ship goods to an address that is different from the customer's billing address:

  • On the Recurring Charges screen, you must select an existing ship-to location that you have defined for the customer. You can click the Zoom Zoom button button beside the Ship-To field to view shipping information for the document.
  • On the Invoice Entry screen, you can elect an existing ship-to location that you have defined for the customer, or click the Zoom Zoom button button beside the Ship-To field to open a separate screen where you can enter an address and other shipping information for the document.

This field displays the information entered in the primary ship-to location record, if one exists for the customer, unless you enter a different ship-to location.

If no ship-to location is used on this invoice, the shipping details from the customer record appear.

You can enter a different ship via method, if necessary. If you use Order Entry, type a code that you have set up in Order Entry or select it using the Finder. If you do not use Order Entry, you can enter a code that you maintain elsewhere.

You can also leave the Ship Via field blank if you wish.

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 is the amount for the detail you are entering.

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

If you use Project and Job Costing, be aware that:

  • You can use only billable projects on Accounts Receivable invoices. (You cannot use non-billable or no-charge projects.)

  • On summary invoices for cost plus and fixed price projects, whether you can enter an amount for a detail depends on the project accounting method and the billing type used by the selected category, as follows:

    • For a fixed price project or a cost plus project that uses the Completed Project, Total Cost Percentage Complete, or Labor Hours Percentage accounting method, you can enter an amount (including zero).
    • For cost plus project that uses a Category Percentage Complete, Billings And Costs, or Accrual-Basis accounting method, you can enter an amount (including zero) only if the specified category is billable. If the category is no charge or non-billable, the program sets the amount to zero, and you cannot change it.

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.

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.

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.

  • Summary details use only the revenue and receivables control account.
  • Item details can post transactions to inventory and cost of goods sold accounts.

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.

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.

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:

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.

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.

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 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.

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.

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.

  • Summary details use only the revenue and receivables control account.
  • Item details can post transactions to inventory and cost of goods sold accounts.

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.

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.

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:

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.

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.

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.

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.

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.

This is the amount for the detail you are entering.

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

If you use Project and Job Costing, be aware that:

  • You can use only billable projects on Accounts Receivable invoices. (You cannot use non-billable or no-charge projects.)

  • On summary invoices for cost plus and fixed price projects, whether you can enter an amount for a detail depends on the project accounting method and the billing type used by the selected category, as follows:

    • For a fixed price project or a cost plus project that uses the Completed Project, Total Cost Percentage Complete, or Labor Hours Percentage accounting method, you can enter an amount (including zero).
    • For cost plus project that uses a Category Percentage Complete, Billings And Costs, or Accrual-Basis accounting method, you can enter an amount (including zero) only if the specified category is billable. If the category is no charge or non-billable, the program sets the amount to zero, and you cannot change it.

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...

To use the Finder to select a category assigned to the specified project:

  1. Do one of the following:
    • Highlight the detail line, then click the Category column heading.
    • On the detail line, click the Category field once, then click the Finder Finder button that appears in the Category field.
  2. Highlight the category you want to use in the detail, click Select, and then click Close.

You can specify categories depending on the project type and accounting method.

The Finder shows only categories that you have assigned to the specified contract and project.

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.

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...

To use the Finder to select a contract that use the same currency as the specified customer:

  1. Do one of the following:
    • Highlight the detail line, then click the Contract column heading.
    • On the detail line, click the Contract field once, then click the Finder Finder button that appears in the Contract field.
  2. Highlight the contract you want to use in the detail, click Select, and then click Close.
  • If the selected invoice was generated in Project and Job Costing, you cannot change the contract.
  • You can select only contracts that have an Open or On Hold status in Project and Job Costing. If the contract is on hold, the program warns you. You cannot use a contract that is on hold if it has never been opened.

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.

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.

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.

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:

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...

To use the Finder to view the projects assigned to the contract specified in a detail:

  1. Do one of the following:
    • Highlight the detail line, then click the Project column heading.
    • On the detail line, click the Project field once, then click the Finder Finder button that appears in the Project field.
  2. Highlight the project you want to use in the detail, click Select, and then click Close.

If you are invoicing a customer other than the contract customer, the customer specified on the invoice must use the same currency as the contract customer.

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...

To use the Finder to view the resource assigned to the specified project and category:

  1. Do one of the following:
    • Highlight the detail line, then click the Resource column heading.
    • On the detail line, click the Resource field once, then click the Finder Finder button that appears in the Resource field.
  2. Highlight the resource you want to use in the detail, click Select, and then click Close.

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.

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.

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.

This tab is available only if you use Sage 300 Transaction Analysis and Optional Field Creator.

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, as follows:

  • If the optional field is validated, you must specify a value that is defined for the optional field 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.

Note: When you specify a value that is defined 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 tab is available only for multicurrency ledgers.

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 Currency screens in Common Services.)

Accounts Receivable uses the exchange rate specified for this date in Common Services 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 must type a valid rate type or select one from the Finder.

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

This tab is available only if the Retainage option is selected.

The program displays the retainage 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 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 Taxes.
    • Distribute Taxes.

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 Taxes button.

If you enter tax reporting amounts manually, you can:

  • Click the Distribute Taxes 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 Rates 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 customer tax class is assigned in the customer record and 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.

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 Common Services, 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 Common Services 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 must type a valid rate type or select one from the Finder.

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

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 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.

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 Tax Services screens in Common 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 Go Go button 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 amount of any discount that is permitted by the terms code assigned to an invoice. You must enter a discount date before you can enter a percentage.

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

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

This is the due date for the particular payment. It 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 and the 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 use a terms code that includes multiple payments, a payment schedule is set up that includes separate due date and discount information for each payment. You can edit that information on the Payment Schedule tab of the screen. (This tab appears only if you have a multiple payment schedule.)

You can change the due date, discount date, amount, and rate at any time until you post the invoice.

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.

Overview

Note: Depending on how your system is set up, this desktop screen may also be available as a web screen. For more information, see the Web Screens Getting Started Guide or the help for Sage 300 web screens.

Use the A/R Invoice Entry screen to:

Document Tab

You use the Document tab to:

Optional Fields Tab

Note: This tab appears if you use Sage 300 Transaction Analysis and Optional Field Creator and you have defined optional fields for Accounts Receivable invoices.

You use the Optional Fields tab to:

Rates Tab

Note: This tab appears only if you use multicurrency accounting and you are entering a document for a customer who does not use the functional currency.

You use the Rates tab to change the rate type, rate date, and exchange rate for converting the document amount from the customer's currency to the functional currency.

Retainage Tab

Note: This tab appears if the Retainage Accounting option is selected for Accounts Receivable (on the A/R Options screen) and you selected the Retainage option on the Invoice Entry Document tab.

You use the Retainage tab to specify how to process retainage for the invoice, debit note, or credit note you are entering. More...

Accounts Receivable displays the retainage percentage, retainage rate, and the retainage terms from the customer record. Unless the document is job-related, you can change these retainage factors for a particular document.

If the document is job-related, you can change only the retainage rate and retainage terms on this tab. You enter job-related retainage amounts, retention periods, and retainage due dates with each job detail.

Accounts Receivable calculates and displays the retainage amount and retainage due date for the selected document, but you can change them, whether or not the document is job-related.

Sales Split Tab

You use the Sales Split tab to allocate document totals to salespeople.

You can assign portions of each transaction you enter in the Invoice Entry screen to each salesperson who is responsible for the customer account or sale.

You can assign up to five salespersons per transaction.

If you track statistics for sales staff, Accounts Receivable uses this information to update the statistics when you post the transaction.

Taxes Tab

You use the Taxes tab to:

Tax Reporting Amounts

If you assign a tax group that uses a different currency from the customer currency, additional fields appear on the tab.

Use the Calculate Tax Reporting option to specify whether Accounts Receivable will calculate the tax reporting amounts for the document and its details. If you turn off the option, you must enter the tax amount for each authority, both for the document and for the details.

The fields in the Tax Reporting Currency Rates section show the currency for the tax group (which you cannot change), and they let you enter the rate date, rate type, and exchange rate for converting the tax reporting amount.

If you enter the tax reporting amounts manually, use the Derive Rate button (in the Tax Reporting Currency Rates section) to compute the exchange rate for the tax reporting currency.

Terms Tab

Use the Terms tab to:

Accounts Receivable adds a payment schedule to the Terms tab if you assign a terms code that uses a multiple payment schedule (for a number of payments over a period of time, such as six monthly payments).

The payment schedule divides the invoice total into the number of payments specified by the terms code. Each payment has its own due date, payment amount, and discount period, which is displayed on the tab. If you want, you can change any dates on the schedule, as well as increase or decrease the number of payments.

Tip: You can print payment schedules on batch listings if you select the Show Schedules option on the Batch Listing screen.

Totals Tab

Use the Totals tab to check the totals for the document, including the document, tax, prepayment, and discount amounts, as well as the total amount due.