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Select Accounts Receivable Main menu > Invoice Data Entry.

Use Invoice Data Entry to enter information necessary for preparing customer invoices and provide a first step toward evaluating and processing your receivables. All invoices, debit memos, credit memos, and adjustments to previously recorded invoices must first be entered here.

• If your business handles over-the-counter sales, use Invoice Data Entry to record the sale and produce an invoice. Invoices that are entered but not yet updated can be maintained when necessary. Check your invoice entries for accuracy by reviewing the Sales Journal prior to completing the update.

• If the Job Cost module is integrated with Accounts Receivable, you can enter the job number and retention that will print on the invoice and sales journal. For normal job-related billing, Job Billing Data Entry should be used. You can use Invoice Data Entry to enter invoices that are not related, that are not work-in-process billings, or to make adjustments to job-related invoices. This task does not relieve work-in-process accounts for job-related invoices.

• If you are currently using a manual Accounts Receivable system or a different computerized system, you must perform certain preliminary data entry procedures to ensure that your accounting records are in balance.

• If the Allow Credit Cards check box is selected in Accounts Receivable Options, the Credit Card tab appears allowing you to enter information pertaining to the credit card record, including billing information, corporate card information, and transaction information. You can also clear credit card information that defaults from the customer for the current transaction. Additionally, you can access Sage Exchange to enter and store sensitive credit card information.

Adjustments print on a customer’s invoice and/or statement. Internally, the adjustments print on the Sales Journal and the Daily Transaction Register. If a debit memo or credit memo is applied to a specific invoice, the appropriate invoice number is also shown on these reports. You can also use the Match Credits to Open Invoices task.

Debit memos are generally issued to an account for billing errors, freight not billed, or other miscellaneous, charges; credit memos are typically used to credit an account for returned goods. Enter the debit or credit memo as a positive amount. The system recognizes the -DM or -CM invoice type and automatically reverses the amount signs, when necessary, before applying the amount to the proper account.

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