You can enter two types of details in invoice batches, as follows:
- Summary details. Summary details include just enough information to update your receivables records and general ledger revenue account.
- Item details. Item details include item numbers and update the general ledger revenue, inventory, and cost of goods sold accounts.
You select a default detail type in the batch header screen, but you can enter both types of details in a single batch.
Both types of details update the receivables control account assigned to the customer.
Summary Details
With each summary detail, you enter:
- Either a distribution code that identifies the revenue general ledger account for the detail, or the number of the revenue account.
- An optional description of the detail.
- The amount of the detail.
- An optional comment that you can choose to print on the invoice, credit note, or debit note.
Item Details
You must create an item list with all items you want to include on invoices before you can enter item details. Item records let you update inventory and cost of goods sold general ledger accounts, as well as revenue and receivables control accounts. Item details also update statistics in the item records, if you use the option to keep item statistics.
With each item detail, you enter:
- An item number.
- A unit of measure, such as EACH or DOZEN.
- An optional description of the detail.
- The quantity sold or returned.
- The price per unit of measure.
- An optional distribution code that identifies the revenue, inventory, and cost of goods sold general ledger accounts for the detail. If you do not enter a distribution code, Accounts Receivable uses the general ledger account numbers entered in the item record.
- An optional comment that you can choose to print on the invoice, credit note, or debit note.
When you enter the unit of measure and quantity, Accounts Receivable automatically calculates and displays the extended amount (total) for the detail line. You cannot change these two amounts directly.
If you use the Show Item Cost option, you can also see the extended item cost (quantity x unit cost) for each detail line. If you use the Use Item Comment As Default option, Accounts Receivable automatically displays any comments entered in the item record with details using the item number, but you can change the comment, as needed. Select these options on the A/R Options screen.