O/E Invoice Entry Screen

The Calc. Taxes button appears on the Taxes tab. Click the button to calculate and overwrite any existing tax amounts on the Taxes tab.

Note: If you do not select the Calculate Tax option on the Taxes tab, you can change tax amounts manually after clicking the Calc. Taxes button.

You can also use the Calc. Taxes button to recalculate taxes after changing the tax authority – even if you have selected the Calculate Tax option.

For more information about entering taxes manually, see Entering Taxes Manually .

Click this button to view the components that make up a kit or a BOM. For more information, see O/E Kitting Components Screen or O/E BOM Components Screen .

This button is available on the Rates tab if you calculate the tax amount in the tax reporting currency manually (if you report taxes in a different currency than you collect them).

If you have already changed the tax reporting amount on the Taxes tab, click Derive Rate to calculate the actual exchange rate between the tax amount and the tax reporting amount.

This button is available if you do not select the Calculate Tax option.

When you click the Dist. Taxes button, the total tax (from the Taxes tab) is prorated to the document details.

Note: You can review tax amounts for document details on the O/E Items/Taxes screen. For more information, see O/E Items/Taxes Screen .

Click this button to review the sales history for a selected item or a customer. For more information, see Looking Up Sales History for Items or Customers .

Click Item/Tax to open the O/E Items/Taxes screen.

You can use this screen to add, edit, and delete items and charges, and to change tax information for items and charges. The screen displays details for each item or charge on a single screen, rather than in a table row, making it easier for you to review and modify information without scrolling.

You can also change a tax class to another tax class that is assigned to the authority, and you can specify whether tax is included (in the Tax Included column).

For more information, see O/E Items/Taxes Screen .

Click this button to post a transaction. When you post, you can print documents related to the transaction. Depending on the transaction and the options you selected, you may be able to print a quote, order confirmation, picking slip, prepayment receipt, and/or invoice. For more information, see O/E Confirmation Screen .

Click Prepayment to open the O/E Prepayments screen, which you use to enter complete or partial payments for a transaction. For more information, see O/E Prepayments Screen.

Note: If you use Payment Processing, the Prepayment button is replaced with the Capture button after you pre-authorize a credit card payment.

For each of the payments in a schedule, enter the amount due.

This field displays the amount remaining to be invoiced according to the multiple payment schedule used in the order.

Specify the date from which you want to calculate due dates and discount dates for the document.

By default, this field displays today's date (the session date you entered when you signed in to ).

By default, this field displays the account set specified for the customer on the A/R Customers screen.

The account set specifies the General Ledger accounts to which the transaction will be distributed: receivables control, payment discounts, prepayment liability, retainage, and write-offs.

You can change the account set for a transaction. If you use multicurrency, however, you must select an account set that uses the same currency as the customer's account set.

Select a code that identifies the price discount level for the customer. You can select Base, A, B, C, D, or E.

If you select Base, and the discount is based on customer type, the customer is not eligible for price discounts.

This field displays the discount percentage specified for the shipment, if any.

You can change the displayed rate. If the terms code does not use discounts, you can enter a discount percentage if necessary.

This field displays the discount amount specified for the terms code, if any.

You can change the displayed amount. If the terms code does not use discounts, you can enter a discount amount for the document, if necessary.

This field displays the due date calculated from the order or invoice date and the specifications for the terms code. If necessary, you can change the date.

If applicable, enter the free-on-board (FOB) location at which the customer begins paying freight charges on the order.

If a default FOB point or primary ship-to location is specified for the customer on the A/R Customers screen, the FOB point from the customer record or the ship-to location appears in this field when you select a customer.

When you specify a terms code that uses a payment schedule, this field displays the number of payments permitted in the schedule.

You can enter payment amounts for all the payments in the schedule, or for only some of them. You cannot enter more payments than are permitted by the schedule.

Note: You must edit the terms code in Accounts Receivable to change the number of payments in a payment schedule.

When you are entering a payment schedule, this field displays the number of each payment line. You cannot change the number.

This field displays the code for the default price list for the order. The description for the price list you enter appears in the description field beside the Price List field.

Enter an optional ship-via code to specify the delivery method for the shipment.

If you specified a primary ship-to location for the customer on the A/R Customers screen in Accounts Receivable, the ship-via code for that ship-to location record appears as the default.

If the transaction uses a template, the description field to the right displays the description for the ship-via code used in the template by default.

If you select a ship-to location with an associated ship-via code for the transaction, the description for that location's ship-via code replaces the default description.

You can change the description if necessary.

Enter the code for the customer's tax group.

The tax group determines the tax authorities to which the customer is subject, and the tax classes that are used for each authority to calculate sales tax.

You can change the tax group at any time, even after posting. (For example, if you change the ship-to location on a posted order, you can also change the tax group to include the tax authorities for the new location.)

Note: If you use Project and Job Costing, see About Order Entry Integration with Project and Job Costing for information about specifying tax groups for contracts and projects.

This field displays the terms code you specified on the Customer tab, and its description.

If you use territory codes to identify sales regions or track customer accounts, enter the territory code for the transaction in this field.

Note: You can use the A/R Ship-To Locations screen to assign a territory code to each ship-to location you create for customers.

If you use waybill numbers to track shipments, enter the waybill number in this field.

Note: You can also enter a separate tracking number with any detail included in the transaction.

Select this option if you want Order Entry to calculate tax automatically for this document. For more information, see Entering Taxes Manually

Note: If this document is job-related and you select the Project Invoicing option, you cannot enter taxes manually. The Calculate Tax option is automatically selected, and you cannot change it.

If necessary, enter an optional description for the invoice, using up to 60 characters. The description from the shipment document appears as the default, but you can enter a different description for the invoice if you wish.

If you do not change the description for the shipment or the invoice, it will appear for the Accounts Receivable invoice and in the General Ledger batch, depending on the options you selected for your Order Entry system. For more information about these options, see O/E Options Screen and O/E G/L Integration Screen.

If you want to create a new invoice from multiple shipments, select the From Multiple Shipments option, and then click the Zoom button to open the O/E Create Invoice from Shipments screen.

For more information, see O/E Create Invoice from Shipments Screen .

Note: You cannot combine job-related and non-job-related shipments in the same invoice.

Enter the date for the invoice. By default, this field displays the system date (the date you selected when signing in to Sage 300).

This field appears on both the Invoice tab and the Totals tab.

It shows the total amount of all items and miscellaneous charges on the invoice, including tax amounts that are included in item prices.

This option is selected if you are invoicing a shipment for a project that you are managing using Sage 300 Project and Job Costing.

You cannot change this setting.

When you post the invoice, Order Entry updates the contracts, projects, categories, and (if required) resources in Project and Job Costing to which the items in this document apply.

This field displays the code that identifies the inventory location from which you shipped the items for the selected detail.

This field displays the customer's purchase order number for reference. You cannot change the PO number on the invoice.

Displays the inventory quantity that is available for sale to your customers. This is determined by the quantity on hand less the quantity committed, as maintained in Inventory Control.

Displays the inventory quantity that is committed to orders.

By committing an inventory quantity to an order, you ensure that the required inventory will be available when it is time to ship the order. (If a quantity is already committed to an order, you cannot ship another order for the same items unless there is a sufficient quantity in inventory in addition to the committed quantity.)

Tip: You can click the Drilldown button to the right of the displayed quantities to view more information (such as the customer and the expected ship date).

Displays the inventory quantity currently on hand, as maintained in Inventory Control.

Displays the inventory quantity that you have ordered.

Tip: You can click the Drilldown button to the right of the displayed quantities to view more information (such as the order date and the expected arrival date).

Displays the inventory quantity that customers have ordered from you.

Tip: You can click the Drilldown button to the right of the displayed quantities to view information (such as the customer and the expected ship date).

The reference from the shipment document appears as the default, but you can enter a different reference for the invoice if you wish.

The reference appears in Accounts Receivable as the reference for the invoice, and in the general ledger batch (if you select Detail Desc./Ref. for the G/L Reference Field or G/L Description field option in the A/R Options screen, and do not consolidate the general ledger transactions created by Accounts Receivable).

Select this option to indicate that retainage applies to the document you are entering. (Retainage is where a percentage of the payment is held back for a fixed period of time, and then invoiced separately after the hold-back period.)

When you select this option, the Retainage tab becomes available. You use this tab to specify how to process the retainage amount for the document.

Enter a ship-to location that you have defined for the customer on the A/R Ship-To Locations screen in Accounts Receivable. You can do this in the following ways:

• Enter the ship-to location, and then press Tab.
• Use the Finder to select the location.

Using the buttons to the right of the field, you can:

• Create a new ship-to location. Click the New button to create a new ship-to location on the A/R Ship-To Locations screen. When you finish, the new ship-to location appears in the Ship-To Location field.
• Edit the customer's ship-to address. Click the Zoom button to view and edit the customer's ship-to address for the current transaction. (Any changes you make apply to the current transaction only, and are not saved to the customer record.)

In this field, enter the document number for the shipment that you are invoicing at this time, or use the Finder to select the shipment number. Details from the shipment document you select appear in other fields on the screen.

You can also click the Drilldown and Inquiry buttons to the right of this field to view more information about the selected shipment.

Note: If you are invoicing multiple shipments, do not select a shipment number in this field. Instead, select the From Multiple Shipments option, and then click the Zoom button to open the O/E Create Invoice from Shipments screen. For more information, see O/E Create Invoice from Shipments Screen .

This is the fiscal year and period to which the invoice transactions will be posted in the general ledger. You cannot change it except by changing the Posting Date.

You can enter a different invoice date, and you can enter a different posting date for the document.

Note: You cannot post transactions to closed fiscal periods.

Use the Optional Field Finder to select optional fields that are assigned (in the O/E Optional Fields setup screen) to this type of transaction.

When you select an optional field code, Order Entry displays its description in the next column.

Use the Value Finder to select a value created for the optional field in Common Services.

When you select a value code, Order Entry displays its description in the next column.

The Value Set column shows whether a blank optional field currently has a value. (By looking at the field, you cannot know otherwise whether the field has a blank default value or no value.)

The Value Set field changes from No to Yes if you make an entry in the Value field.

This field displays the currency code and description for the customer's currency.

The currency is set for the customer in Accounts Receivable, and you cannot change it in Order Entry.

If the tax group specified for this document on the Customer tab uses a different currency from the customer's currency and your functional currency, the code and description for that currency appear in the adjacent Tax Reporting Currency field.

For more information, see About Exchange Rates .

This field displays the exchange rate currently in effect for the specified currency and the selected rate type and rate date.

If you want to change the rate, you can click the Finder to see a list of available rates for the selected rate type and rate date.

For more information, see About Exchange Rates .

Enter the date to use to select the exchange rate. Order Entry displays the rate date that is nearest the date you entered.

You can enter any date for which an exchange rate has been entered for the currency. (You enter exchange rates for currencies on the Currency screen in Common Services.)

For more information, see About Exchange Rates .

Enter the rate type to use when converting multicurrency amounts to functional currency for the document.

Examples of rate types might be "Daily spot rate," "Monthly average rate," and "Contract rate."

For more information, see About Exchange Rates .

This field displays the exchange rate currently in effect between the tax reporting currency and your functional currency for the displayed rate type and rate date. You can change the rate on this tab, or you can change the tax totals on the Taxes tab and then derive the new rate on the Rates tab.

• If you change the exchange rate for the tax reporting currency on the Rates tab, the program will change the tax reporting amounts on the Taxes tab when you use the Calc. Taxes button to calculate taxes (if you are not calculating taxes automatically).

• If you change the tax reporting amount on the Taxes tab (after clearing the Calculate Tax Reporting option), you will have to redistribute the new tax amount to the detail lines, and then enter the new tax reporting exchange rate on the Rates tab.

  To calculate the new exchange rate, click the Derive Rate button on the Rates tab.

This field displays the retainage percentage used to calculate the retainage amount for the shipment, invoice, debit note, or credit note. It is a weighted average percentage, based on the sum of the details.

This field displays the sum of the retainage amounts for all shipment details in this field. You cannot change the amount.

You use this field to specify the method the program will use to determine the exchange rate for the retainage document when outstanding retainage is eventually processed in Accounts Receivable.

You can choose one of the following methods:

• Use Original Document Exchange Rate—to use the same rate as the invoice for this shipment.

• Use Current Exchange Rate—to use the rate in effect when the outstanding retainage is processed in Accounts Receivable.

You can use different terms for retainage documents (used to invoice for outstanding retainage) than you use for this invoice.

If retainage terms are specified in the A/R 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 to assign to each salesperson.

You do not have to assign salespersons to a transaction, but if you do, the amounts in the Percentage column must total 100.

Enter a salesperson code to add a new salesperson, or to replace a currently assigned salesperson for a transaction.

You do not have to assign salespersons to a transaction, but if you do, the amounts in the Percentage column must total 100.

Note: You set up salesperson codes in Accounts Receivable.

This field displays the name associated with the salesperson code.

Note: You set up salesperson codes in Accounts Receivable.

For each Order Entry document, you can specify whether taxes are calculated automatically or entered manually.

If you want Order Entry to calculate tax for this document, select the Calculate Tax option.

Note: If the document is job-related and you selected the Project Invoicing option, you cannot enter taxes manually. The Calculate Tax option is automatically selected, and you cannot change it.

If you want to enter tax amounts manually, do not select the Calculate Tax option. If you do not select this option :

• The Dist. Taxes button appears on the screen.
• You can enter tax amounts for the tax authorities listed for the document.

Click Dist. Taxes to prorate tax that you enter manually on the Taxes tab to the document details. For more information, see Entering Taxes Manually.

Note: You cannot prorate a tax amount to an authority that uses an exempt tax class.

Select this option if you want the program to automatically calculate tax reporting amounts for the document. Sage 300 calculates the amount in the tax reporting currency by applying the exchange rate between the source currency and the tax reporting currency.

If you clear this option, you can edit tax reporting amounts.

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 Invoice tab.

This group of fields provides a breakdown of taxes calculated for the invoice, displayed in your tax reporting currency.

This field displays the total amount of tax calculated for the transaction (including taxes included in the price), displayed in the customer's currency.

Note: The fields in the Tax Reporting Currency group display the total tax in your tax reporting currency.

This is the actual ship date from the shipment. You cannot change it on the invoice.

Displays the total amount due for the invoice. Discounts that apply to the invoice are deducted from the amount due.

Enter an optional comment of up to 250 characters for the transaction, and then press Tab to add the comment.

Note: If you do not press Tab, your comment will not be saved.

Comments appear in the Comments section on printed quotes, order confirmations, invoices, picking slips, credit notes, and debit notes.

For more information, see Adding Comments and Instructions to Order Entry Transactions .

Select this option if you want to apply the order discount to the miscellaneous charges subtotal. Order Entry prorates the discount specified for the Less Invoice Discount field to miscellaneous charges.

If you do not select this option, the order discount is applied only to the items subtotal.

You can also specify discounts by customer type and early-payment terms. You select the customer type and terms code on the Customer tab.

This field displays the estimated weight of the shipment, based on the weight for the units of measure and item quantities specified in the document. (You specify item weights on the I/C Items screen in Inventory Control.)

Tip: Use the estimated weight to calculate shipping costs or postage.

This field displays the total tax amount that is included in item prices and miscellaneous charge amounts.

This field appears on both the Invoice tab and the Totals tab.

It displays the total amount of all items and miscellaneous charges on the invoice, including tax amounts that are included in item prices.

This field displays the total amount of the item detail lines for the document.

The items subtotal includes tax amounts that are included in item prices, but does not include miscellaneous charge amounts or tax amounts that are charged separately on item prices.

This field displays the percentage and total of discount amounts applied to individual detail lines.

Use these fields to specify a discount on the invoice total.

This is a discount for a volume purchase, for example, and not an early payment discount. If you enter a discount, it is calculated for all the items on the invoice. If you discount miscellaneous charges as well, the discount is also calculated for the miscellaneous charges.

You can enter a percentage discount or a fixed amount.

Note: An asterisk will appear beside the amount field if you override the amount calculated from a percentage. The discount amount will not change unless you re-enter the discount percentage.

This field displays the amount of all prepayments that have been entered for this invoice.

To apply a prepayment to a specific invoice, enter the prepayment with the invoice. Prepayments made to the order are applied to invoices when they are posted in Accounts Receivable (matching by order number).

This field displays the total of all retainage amounts (held back amounts) on this invoice. The retained portion is invoiced later in Accounts Receivable.

This field displays the amount of any early-payment discount for which the customer might be eligible.

This discount is specified by the terms code assigned to the transaction.

Tip: You edit payment terms for the transaction on the Customer tab.

Note: The number in this field indicates a discount that is currently available, based on the payment terms for the customer. This discount may no longer be available when payment is received.

This field displays the total amount of the miscellaneous charge detail lines for the document.

The miscellaneous charges subtotal includes tax amounts that are included in miscellaneous charge amounts, but does not include item prices or tax amounts that are charged separately on miscellaneous charge amounts.

This field displays the total amount of all items and miscellaneous charges for the document, after any discounts have been subtracted. The net amount also includes tax amounts that are not included in item prices or miscellaneous charge amounts.

This field displays the total amount of all items and miscellaneous charges on the document, minus the total amount of discounts applied on individual detail lines.

Use this field to specify the number of labels you need to print.

You can print labels for the order (for example, to send an order confirmation), and you can print shipping labels for each invoice.

This field displays the total number of detail lines (for items and miscellaneous charges) entered for the document.

If you are not invoicing the entire order, this field still displays the total number of detail lines (including those you are not invoicing).

Tip: Use this number to be sure you have entered all the details you need and deleted any unused details.

This field displays the total amount of taxes calculated on the items and miscellaneous charges for the document.

The amount in this field does not include tax amounts that are included in item prices or miscellaneous charge amounts.

This field displays the total amount, including taxes. This amount does not include invoice prepayments or early-payment discounts.

Prepayments entered with all orders and shipments associated with this invoice appear on the Totals tab for your information. If the invoice includes details from several different orders or shipments, you will see the total prepayments for all of the orders and shipments.

The Totals tab also displays shipment prepayments, and also displays an invoice prepayment total if a prepayment is also being posted with this invoice.

When you apply order prepayments to a specific invoice in Accounts Receivable, Accounts Receivable calculates any early payment discounts that may apply.

The total amount of tax calculated for the invoice, including taxes included in the price.