A/R Repetitive Invoice Entry

Enter the customer number for the invoice to add, or click the Lookup button to list all customer numbers.

Alternately, start typing a customer name to locate a record. As you type, a list of records matching your entry appears. You can then select a record from the list, and the customer number will appear in the field.

Click the Next Customer No. button to automatically increment the customer number for a new customer. The Next Customer No. button is available only if the Auto Increment Customer Number check box is selected in Accounts Receivable Options. If divisions are enabled, the Division No. for Next Customer No. window appears after clicking the Next Customer No. button.

Type a new customer number to add a customer using Customer Maintenance (On the Fly). This task can be accessed only with the appropriate security setup; some non-essential fields are omitted to speed data entry. You can access Customer Maintenance at a later time to enter additional information.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

Click the Memo button to view, create, or maintain memos. The Memo button is available only if the appropriate memo type has been set up in Memo Manager Maintenance for this task. If a memo already exists for this task, the Memo button appears yellow. If a memo does not exist, the Memo button appears blue. For more information, see Memo Maintenance.

Enter a reference identifying this invoice in the Repetitive Invoice file, or click the Lookup button to list all repetitive invoices for the current customer.

Enter the bill-to customer, or click the Lookup button to list all bill-to customers.

Alternately, start typing a bill-to customer name to locate a record. As you type, a list of records matching your entry appears. You can then select a record from the list, and the bill-to customer number will appear in the field.

This field is available only if the Enable Bill To Customer Reporting check box is selected in Accounts Receivable Options to allow you to create and maintain repetitive invoices for bill-to and sold-to customers. This field is not available when entering a repetitive invoice for a CASH customer.

Type the customer purchase order number for the product or service. This entry could also be a loan or contract number, depending on the nature of the repetitive invoice. This number prints on the invoice for the customer’s reference.

Enter the job number representing the job to which repetitive invoices will be assigned, or click the Lookup button to list all job numbers. If the Define Job Statuses Allowed in Entry check box is selected in Job Cost Options, the system checks to see if the status of the job number entered is allowed in Job Status Maintenance.

If you enter a job number with a status that is not allowed, a message appears. If the appropriate security is set up in Role Maintenance, you can click Yes to enter the job number. If the appropriate security is not set up, you can click Yes to override security with a logon ID and password. In both cases, if you click No, the job number is removed from this field. If this field previously displayed a job number with a valid status, that number will reappear in this field.

This field is available only if Job Cost is integrated with Accounts Receivable, and if a balance-forward customer is not entered in the Customer No. field.

Type a designation identifying the billing cycle for this invoice. When selecting invoices for processing using Repetitive Invoice Selection, you can specify up to five select cycles for the invoices to transfer to Invoice Data Entry file.

Enter the date on which billing for this invoice will begin, or click the Calendar button to select a date from the calendar. This date is either the first date on which you originally billed this invoice (for a previously initiated contract) or the first date on which you will start billing this invoice.

Enter the date on which billing for this invoice will be completed, or click the Calendar button to select a date from the calendar. This is the date on which the last invoice should be issued.

The net amount of the invoice appears automatically after all line items and applicable freight and taxes have been entered and calculated. This field can only be viewed.

Enter the sales tax schedule for the customer selected, or click the Lookup button to list all sales tax schedules.

Enter a terms code for the customer, or click the Lookup button to list all terms codes. This field defaults to the bill-to customer's terms code if the customer selected has a bill-to customer defined in Bill To Customer Maintenance or Bill To/Sold To Maintenance.

Enter the shipping method (for example, air freight or truck) for the items on this invoice, or click the Lookup button to list all shipping methods. If the Sales Order module is integrated with Accounts Receivable, click the Lookup button to list all shipping codes.

Enter a salesperson number, or click the Lookup button to list all salesperson numbers.

If divisions are not set up and you enter ALL as a salesperson number to create a salesperson on the fly, you will not be able to enter a record for that salesperson in Line Item Commission Maintenance.

Type a comment for this repetitive invoice. The comment will print on the invoice. You can type up to 30 characters.

If you are setting up a repetitive invoice that has been previously billed, enter the last billing date, or click the Calendar button to select a date from the calendar. The system automatically inserts the last billed date after the invoice is updated.

If you are setting up a repetitive invoice that has been previously billed, type the number of times billed so far. The system updates this information automatically after the invoice is updated.

Select this check box to print the invoice. Clear this check box if you do not want this particular invoice printed.

If the Print Invoices check box is selected in Accounts Receivable Options, this check box is selected automatically unless the Use Sage Data Cloud for Invoice Printing check box is selected in Customer Maintenance.

This field displays the number of the selected row in the primary grid. Additional fields for the selected row appear in the secondary grid. Enter a row number to view or edit information for a different row, or click the Find Row button to search for a row in the Search Grid window.

This field displays the line number in the grid and can only be viewed. The line number appears red for lines that are new or modified. After the Accept button is clicked, the line number changes from red to black.

Enter the item code identifying the first item code for this repetitive invoice, or click the Lookup button to list all item codes.

Alternately, start typing an item description to locate an item. As you type, a list of records matching your entry appears. You can then select an item from the list, and the item code will appear in the field.

If a default item code is entered at the Item Code field in Customer Maintenance for the current customer, the default code is assigned automatically, but it can be changed.

Only items with the Allow Use in Accounts Receivable check box selected in Miscellaneous Item Maintenance can be entered in this field. Type M to enter a charge item if there is no item code set up for this item, or to distribute the sale directly to a general ledger account. Type C to enter a comment line. The comment prints on the customer invoice.

Type a new item code to add an item using Miscellaneous Item Maintenance (On the Fly). This task can be accessed with the appropriate security setup; some non-essential fields are omitted to speed data entry. You can access Miscellaneous Item Maintenance at a later time to enter additional information.

If a unit of measure is established for this item code in Miscellaneous Item Maintenance, type a quantity. The quantity entered is multiplied by the price to arrive at the total sales amount.

Type a price. The value in this field defaults from the value established for this item code in Miscellaneous Item Maintenance.

Type the sales amount to charge for the current line. The total amount of this item (calculated by multiplying the quantity by the price) appears. If you modify the amount displayed, the price for this item (calculated by dividing the amount by the quantity) is recalculated.

If M is entered in the Item Code field, type the total amount for this miscellaneous sales item.

Click the Extended Item Description button to view and maintain extended item descriptions in Item Text Maintenance.

Enter the general ledger account number for posting sales, or click the Lookup button to list all general ledger accounts.

If the account number is longer than the field, use the left and right arrow keys to view the entire account number.

Accounts can be created in this field if the appropriate settings are defined in the Auto Create when all Segments are Valid field in General Ledger Options.

This field displays the entry made in the Standard Unit Cost field in Miscellaneous Item Maintenance, and can only be viewed.

Enter the tax class for the invoice, or click the Lookup button to list all tax classes.

Select this check box to calculate commission. Clear this check box if you do not want commission calculated. If the Calculate Commission on Sales check box is selected in Miscellaneous Item Maintenance, this check box is selected automatically, but it can be cleared.

Select this check box to use the exemption numbers (if defined for the customer) to determine whether sales tax will be calculated for the sales code. Clear this check box if you do not want exemption numbers to be used.

This field displays the type of item used and can only be viewed. The item types are Miscellaneous Item, Miscellaneous Charge, and Comment.

The net amount of the invoice appears automatically after all line items and applicable freight and taxes have been entered and calculated. This field can only be viewed.

This field displays the total taxable amount for this invoice, which is the total of all line items for which a tax class is entered in the Tax Class field. This field can only be viewed.

This field displays the nontaxable total for this invoice, which is the total of all line items for which a tax class is entered in the Tax Class field. This field can only be viewed.

This field displays the sales tax. The sales tax amount is calculated using the taxable amount and freight amount (if applicable), and the tax rates and limits set up for the sales tax schedule specified for this invoice. This field can only be viewed.

This field displays the total of all line item amounts, plus any applicable freight charges and applicable sales taxes. This field can only be viewed.

This field displays the total of all line items for which the Commission check box is selected. This field can only be viewed.

Type the commission rate to use. The commission rate displayed is the rate on file for the responsible salesperson and it can be overridden. If you type a new rate, the commission amount is recalculated automatically.

Type the commission amount to use. The commission amount displayed is calculated by multiplying the amount subject to commission by the commission rate.

Card ID

Enter a card ID to identify this credit card, or click the Lookup button to view a list of all card IDs for this customer. The primary card ID automatically defaults if the default payment type is Credit Card and the customer is assigned a primary card ID in Customer Maintenance, but it can be changed.

Click Clear to clear the information on the Credit Card tab.

Save

Select this check box to save the card ID for future use. Clear this check box if you do not want to save the card ID for future use.

This check box is automatically selected when entering a new card ID and clicking Yes to the message that appears asking if you want to save the card ID for future use. This check box is also selected if the card ID already exists for the customer, but it can be changed.
If this check box is selected and changes are made to the billing or corporate card information, the record in Customer Credit Card Maintenance will be automatically updated when the entry is saved. This check box is cleared after the credit card information is successfully updated.
If this check box is cleared for an existing card ID and the card’s expiration date is changed in the Sage Exchange window, clicking Submit in Sage Exchange will automatically update the record in Customer Credit Card Maintenance with the new expiration date.

Payment Type

Enter the credit card payment type, or click the Lookup button to list all credit card payment types. The payment type automatically defaults if an existing card ID is entered for the customer or if the customer is assigned a primary card ID in Customer Maintenance, but it can be changed.

Primary

This check box is automatically selected if this credit card is the primary card ID assigned in Customer Maintenance; otherwise, it is cleared. This field can only be viewed.

Last Four Digits

This field displays the last four digits of the credit card number entered in Sage Exchange and can only be viewed.

For a one-time use credit card that is not processed through Sage Exchange, this field is available to manually enter the last four digits of the credit card number.

Expiration Month/Year

These fields display the expiration month and year of the credit card entered in Sage Exchange and can only be viewed.

If you are using a non-processing payment type and not saving the credit card record, these fields will be available to manually select an expiration month and year.

A message indicating that the card will expire in a specified number of days may appear based on the value entered in the Days Before Credit Card Expiration field in Accounts Receivable Options. You can click Submit Card to update the credit card's expiration month and year.

Cardholder Name

Type the cardholder name. When entering a new card ID and a payment type or changing the payment type, this field will default to the customer name in Customer Maintenance, but it can be changed. This is a required field.

Address

Type the cardholder's billing address. When entering a new card ID and a payment type, these fields default to the first two address lines in Customer Maintenance, but they can be changed. The street number will be used by the Sage Exchange address verification service. This is a required field.

ZIP Code

Type the cardholder's billing ZIP Code. When entering a new card ID and a payment type, this field defaults to the customer's billing ZIP Code in Customer Maintenance, but it can be changed. The information in this field will be used by the Sage Exchange address verification service. This is a required field.

Type a new ZIP Code to add a ZIP Code using ZIP Code Maintenance (On the Fly).

City

Type the cardholder's billing city. When entering a new card ID and a payment type, this field defaults to the customer's billing city in Customer Maintenance, but it can be changed. If a ZIP Code is entered, the city automatically appears. This is a required field.

State

Type the cardholder's billing state. When entering a new card ID and a payment type, this field defaults to the customer's billing state in Customer Maintenance, but it can be changed. If a ZIP Code is entered, the state abbreviation automatically appears. This is a required field.

Country

Enter the code for the cardholder's billing country, or click the Lookup button to list all country codes. When entering a new card ID and a payment type, this field defaults to the customer's country code entered in Customer Maintenance, but it can be changed. If a ZIP Code is entered, the country code automatically appears. The information in this field will be used by the Sage Exchange address verification service. This is a required field.

Type a new country code to add a code using Country Code Maintenance (On the Fly).

E-mail Address

Type the cardholder's e-mail address. This field defaults to the e-mail address in Customer Maintenance, but it can be changed. Use a semicolon (;) to separate multiple e-mail addresses. If the e-mail address is longer than this field, use the left and right arrow keys to view the entire address.

Corporate ID/PO

Type the corporate ID or purchase order number assigned to the user of the corporate/commercial card. This field is available only if the Allow Corporate Cards check box is selected for the payment type in Payment Type Maintenance.

Note The corporate ID or purchase order number is not required to process the transaction; however, the credit card company may charge a higher transaction fee if you do not track this information.

Corporate Sales Tax

Type the sales tax amount associated with the credit card payment for this invoice. This amount is included in the total transaction amount. Sales tax amounts are reported for corporate cards only, and the amount entered here will be reported on the customer's corporate credit card statement.

If the Sales Tax Reporting check box is selected in Accounts Receivable Options, the default amount is calculated based on the actual sales tax amount and the amount of sales tax already allocated to the payment. If the Sales Tax Reporting check box is cleared, this field defaults to 0.00. Click the Reset Corporate Sales Tax button to reset the amount to the default amount.

This field is available only if the Allow Corporate Cards check box is selected for the payment type in Payment Type Maintenance, and a corporate card ID or purchase order has been entered.

Note The sales tax amount is not required to complete the transaction; however, the credit card company may charge a higher transaction fee if you do not track this information.