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S/O Invoice Data Entry - Fields

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S/O Invoice Data Entry

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Invoice No.

Enter an invoice number, or click the Lookup button to list all invoice numbers. If you are entering invoices by batch, clicking the Lookup button lists all invoice numbers for the current batch only. If the invoice number entered has been entered but not yet updated, the original invoice appears and can be modified. Click the Next Number button to automatically increment the invoice number for a new invoice.

Click the Memo button next to the navigation buttons to view, create, or maintain memos for this transaction. 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.

 

Batch No.

If batch processing is enabled, this field displays the current batch number and can only be viewed. This field is available only if the Enable check box is selected for batch processing in the module's Options window. For more information, see Batch Entry.

Click the Batch Number button to select a batch number from the list or to create a new batch number. Click the Transfer Document button to transfer the current document to a different batch.

Click the Quick Print button to print the invoice using the Quick Print feature. This button is available after selecting a customer number or sales order number and clicking the Lines tab.

After printing the invoice, if the COD Labels After Quick Printing S/O Invoice check box is cleared in Sales Order Options, you will automatically return to Invoice Data Entry.

If the COD Labels After Quick Printing S/O Invoice check box is selected in Sales Order Options and the appropriate security is set up, you will be prompted to print COD labels. If you click Yes, the COD Label Printing (Quick Print) window appears. If you click No or End, you will automatically return to Invoice Data Entry.

After quick printing, if the (Redisplay Source Document After Quick Printing) Invoices check box is selected in Sales Order Options, the invoice that you printed will be the current record; if the check box is cleared, no invoice record will be selected.

 

Shipper ID

This field displays the shipper ID and can only be viewed.

 

1. Header

 

Invoice Date

Enter an invoice date, or click the Calendar button to select a date from the calendar.

 

Invoice Type

Select an invoice type.

 

Sales Order Number

Enter the sales order number of the order to invoice, or click the Lookup button list all sales order numbers. If you are entering a direct invoice that is not associated with a sales order, leave this field blank. This field is available only if Standard Invoice or Cash Sales Invoice is selected in the Invoice Type field.

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.

Memos entered in Sales Order Entry for sales orders cannot be accessed in S/O Invoice Data Entry.

 

Customer No.

Enter the customer number, 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.

Note Purchase control checking is performed only for one-step invoices, not for invoices created from sales orders.

Click the Next Number button to automatically increment the customer number for a new customer. The Next Number button is available only if the Auto Increment Customer Number check box is selected in Accounts Receivable Options.

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 nonessential fields are omitted to speed data entry. You can access Customer Maintenance at a later time to complete the remaining entries for a new customer.

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 next to this field or next to the Customer button to view, create, or maintain memos for this customer. 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.

This field is available only if no line information has been entered for the RMA.

 

Cust PO

Type the customer purchase order number assigned to this invoice. If any of the Files to Check for Duplicate Customer PO Numbers check boxes are selected in Sales Order Options, the system checks to see if the purchase order number entered is already in use with another sales order or invoice for this customer. A message appears if the purchase order number is already in use, prompting you to either click Documents to view a list of sales orders and invoices that use the purchase order number entered, or click Continue to return to Invoice Data Entry. If the appropriate security is not set up, the duplicate customer purchase order number will be removed from this field; otherwise, you can continue entering the invoice with the duplicate number.

This field is available only if a valid customer number is entered in the Customer No. field.

 

Order Status

This field displays the status of the order associated with this invoice. If the invoice is being created without a sales order, this field displays 1 Step. If a sales order is being invoiced, this field displays New, Order, or Hold. This field can only be viewed.

 

Ship Date

Enter a shipping date for this order, or click the Calendar button to select a date from the calendar. If a direct invoice is being entered, the ship date entered in the Default Values for S/O Invoice Data Entry window appears as the default. If a sales order is being invoiced, the ship date previously entered for the sales order appears as the default.

 

Due Date

Enter the date that the invoice is due, or click the Calendar button to select a date from the calendar. This field is available only for standard invoices, cash sale invoices, and debit memos.

 

Discount Date

Enter the date that the invoice discount expires, or click the Calendar button to select a date from the calendar. This field is available only for standard invoices, cash sale invoices, and debit memos.

 

Warehouse

Enter a warehouse code to use for this invoice, or click the Lookup button to list all warehouse codes. This field is available only if the Inventory Management module is integrated with Sales Order, and the Require Multiple Warehouses check box is selected in Inventory Management Options.

 

Schedule/Exemption

Enter the tax schedule or exemption number for the invoice, or click the Lookup button to list all tax schedules or exemptions. This field automatically displays the tax schedule for the ZIP Code of the ship-to address entered in the Ship To Addr field.

 

Job No.

Enter the job number associated with all costs and billings for the invoice, or click the Lookup button to list all open job numbers for the customer selected in the Customer No. field. If the Require Job Number During Data Entry check box is selected in Sales Order Options, a value in this field is required. Only one job number can be entered for each invoice. For more information, see Sales Order/Invoice FAQs.

The job entered must have an Open status. If the job does not have an Open status, a message appears. Click Yes to change the job status to Open during the Daily Sales Order Sales Journal update. If the Set Job Status to Complete When Invoiced check box is selected in Sales Order Options, the job status will be changed to complete during the Sales Journal update.

Depending on the selection in the Validate Customer for Job field in Sales Order Options, the system may check to see if the customer number in the Customer No. field matches the customer number entered for the job in Job Masterfile Maintenance.

If the invoice is created from a sales order, the job number defaults from the order and can only be viewed. This field is available only if the Job Cost module is integrated with Sales Order and a valid customer number is entered in the Customer No. field.

If you enter a new job number and the Allow Jobs to be Created Automatically check box is selected in Sales Order Options, a message appears prompting you to add the new job. For more information, see Add a Job On the Fly.

Warning If the value entered in this field is changed, the corresponding cost code, cost type, sales account, and cost account are automatically entered for each item in the Cost Code, Cost Type, Sales Account, and Cost account fields on the Lines tab. Verify that the correct values are displayed in these fields whenever you change the job number.

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.

 

IT User ID

This field displays the user ID of the user who submitted the order from the Internet. This field appears only if the eBusiness Manager module is installed and can only be viewed.

If the Send/Shipped Invoiced Sales Order Notifications check box is selected in eBusiness Manager Options, an e-mail notification is sent during the update of an invoice.

 

IT User Name

This field displays the name of the user who submitted the order from the Internet. This field appears only if the eBusiness Manager module is installed and can only be viewed.

 

Sage CRM User ID

This field displays the Sage CRM user ID of the user who created the sales order being invoiced. This field appears only if the Customer Relationship Management module is set up and can only be viewed.

 

Sage CRM Opportunity

This field displays the Sage CRM opportunity entered for the sales order being invoiced. This field appears only if the Customer Relationship Management module is set up and can only be viewed.

 

Apply to Inv #

Enter the invoice number that the debit or credit memo will be applied to, or click the Lookup button to list all invoice numbers for this customer. This field is available only for debit and credit memos, and is not available for balance-forward customers.

If the selected customer is set up with a bill-to customer, the Lookup window will list all open invoices for the bill-to customer.

 

RMA No.

This field displays the RMA number if a credit memo has been generated from the Return Merchandise Authorization module or an invoice has been created from a sales order generated by the Return Merchandise Authorization module. This field appears only if the Return Merchandise Authorization module is installed and can only be viewed.

 

Print Invoice

Select this check box to print the invoice. Clear this check box if you do not want to print the invoice. If this check box is cleared, the invoice cannot be printed in S/O Invoice Printing, but it can be printed in S/O Invoice Printing (Quick Print).

This check box will be cleared by default if the Use Sage Data Cloud for Invoice Printing check box is selected in Customer Maintenance.

 

Ship To Addr

Enter a location code to automatically enter a shipping address defined in Customer Ship-To Address Maintenance. Click the Lookup button to list all location codes.

The ship-to location code defaults to the ship-to location entered in the Primary Ship To field in Customer Maintenance.

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.

Type a new location code to add a customer ship-to address using Customer Ship-To Address Maintenance (On the Fly).

 

Terms Code

Enter a terms code for this customer, or click the Lookup button to list all terms codes. This field defaults to the bill-to customer's terms code based on the setting selected in the Terms Code field in Bill To Customer Maintenance or Bill To/Sold To Maintenance for the selected customer, but it can be changed.

Type a new terms code to add a term using Terms Code Maintenance (On the Fly).

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.

 

Ship Via

Enter a shipping code, or click the Lookup button to list all shipping codes.

The default shipping code can be changed. If Yes or Actual is selected in the Use Shipping Code to Calculate Freight field in Sales Order Options, you must enter a shipping code defined in Shipping Rate Maintenance.

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.

 

FOB

Type the FOB (freight on board) location. The FOB location indicates the location this order is placed on board a freight carrier at no charge to the customer. Click Tracking to view tracking numbers for the invoice.

 

Confirm To

Enter the name of the person to contact regarding invoices for the current ship-to address, or click the Lookup button to list all contact codes.

If an opportunity is displayed in the Sage CRM Opportunity field that is specific to a Sage CRM contact, this field displays the related customer contact and can only be viewed.

 

E-mail

Type the e-mail address of the person to contact regarding invoices for the current ship-to address. This field displays the e-mail address defined for the ship-to address entered in the Ship To Addr field. If there is no ship-to e-mail address, this field displays the e-mail address of the customer selected. Click the E-mail button to compose a new e-mail message to the address entered in this field.

 

Fax No.

Type the customer's fax number starting with the area code.

The fax number must include the area code to process a fax.

 

Batch Fax

Select this check box to include the document for batch faxing. Clear this check box if you do not want to include the document for batch faxing. This field is available only if a fax number is entered in the Fax No. field.

The fax number must include the area code to process a fax.

 

Comment

Type a comment relating to this invoice.

 

Salesperson

Enter a salesperson code, or click the Lookup button to list all salesperson codes. The default salesperson code that appears in this field is set in Customer Ship-To Address Maintenance; if no salesperson is assigned in that task, the salesperson code defaults from Customer Maintenance. The default value can be changed.

Type a new salesperson code to add a salesperson using Salesperson Maintenance (On the Fly).

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.

This field is available only if the Salesperson Commission Reporting check box is selected in Accounts Receivable Options.

 

Split Comm.

Select how the sales commission will be distributed. This field is available only if the Split Commissions between Salespersons check box is selected in Sales Order Options.

Click Split Comm to enter or maintain commission rates in the Split Commission Entry window.

 

2. Address

 

Customer No.

This field displays the customer number for the invoice and can only be viewed.

 

Bill To

Enter the bill-to customer number defined in Bill To Customer Maintenance or Bill To/Sold To Maintenance. Click the Lookup button to list all bill-to customer numbers.

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 defaults to the bill-to customer if one is defined for the selected customer and can only be changed with the appropriate security setup.

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.

This field is available only if the Enable Bill To Customer Reporting check box is selected in Accounts Receivable Options. This field is not available when entering an invoice for a CASH customer, when selecting a Cash Sale Invoice type, and when a sales order is selected for the invoice.

 

(Bill To) Name

Type a bill-to name. This field defaults to the bill-to customer's name based on the setting selected in the Default Address field in Bill To Customer Maintenance or Bill To/Sold To Maintenance for the selected customer, but it can be changed.

 

(Bill To) Address

Type a bill-to address in the lines provided. This field defaults to the bill-to customer's address based on the setting selected in the Default Address field in Bill To Customer Maintenance or Bill To/Sold To Maintenance for the selected customer, but it can be changed.

 

(Bill To) ZIP Code

Type a bill-to ZIP Code. If the value entered in this field is changed, the corresponding sales tax schedule is automatically entered in the Schedule field. This field defaults to the bill-to customer's ZIP Code based on the setting selected in the Default Address field in Bill To Customer Maintenance or Bill To/Sold To Maintenance for the selected customer, but it can be changed.

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

 

(Bill To) City

Type a bill-to city. This field defaults to the bill-to customer's city based on the setting selected in the Default Address field in Bill To Customer Maintenance or Bill To/Sold To Maintenance for the selected customer, but it can be changed.

 

(Bill To) State

Type a bill-to state abbreviation. This field defaults to the bill-to customer's state based on the setting selected in the Default Address field in Bill To Customer Maintenance or Bill To/Sold To Maintenance for the selected customer, but it can be changed.

 

(Bill To) Country

Enter a bill-to country code, or click the Lookup button to list all country codes. This field defaults to the bill-to customer's country based on the setting selected in the Default Address field in Bill To Customer Maintenance or Bill To/Sold To Maintenance for the selected customer, but it can be changed.

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

 

Ship To

Enter a location code to automatically enter the corresponding shipping address defined in Customer Ship-To Address Maintenance. Click the Lookup button to list all location codes. This field is not required.

Type a new location code to add a customer ship-to address using Customer Ship-To Address Maintenance (On the Fly).

Click Copy Ship To to copy the ship-to address information to the Bill To Address fields.

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.

 

(Ship To) Name

Type a ship-to name.

 

(Ship To) Address

Type a ship-to address in the lines provided.

 

(Ship To) ZIP Code

Type a ship-to ZIP Code.

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

 

(Ship To) City

Type a ship-to city.

 

(Ship To) State

Type a ship-to state abbreviation.

If Purchase Control Maintenance is enabled and Ship-To State is selected in the Select Items Based On field in Sales Order Options, a message appears if you change the ship-to state for an invoice with existing lines and Purchase Control Maintenance records exist for the newly selected state. Depending on how security is set up, the following options are available:

Purchase control checking is performed only for one-step invoices, not for invoices created from sales orders.

 

(Ship To) Country

Enter a ship-to country code, or click the Lookup button to list all country codes.

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

 

3. Lines

 

Grid Button Bar

The buttons located above the primary grid allow you to select items, view history and item information, enter item descriptions, and distribute lot/serial numbers.

For more information, see:

Item Quantity Inquiry

Look Up an Item by Alias Number

Customer Last Purchase Maintenance

Item Status

Item Maintenance

Item Price Lookup

Alternate Warehouse Selection

Alternate Item Selection

Item Text Maintenance

Lot/Serial Distribution

Item Memo

Option Selection

Price Level Inquiry

Quick Row

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.

 

Line Number

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.

If a yellow exclamation point appears next to the line number, a lot or serial number distribution is required for the item and must occur before the item can be shipped.

 

Item Code

Enter an item code identifying the line item. Click the Lookup button to list all inventory 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.

To view the Comments List, type /C and press F2. To view the Miscellaneous Item List, type /M and press F2. To view comments and miscellaneous items, type a slash ( / ) and press F2.

A new item or alias item can be added on the fly if the appropriate security is set up. A window similar to the Alias Item Number Maintenance window or the Item Maintenance window appears; however, some non-essential fields are omitted to speed data entry. You can access Alias Item Number Maintenance or Item Maintenance at a later time to complete the remaining entries for the new alias item or inventory item. For more information, see Add a New Inventory or Alias Item.

Expand or collapse item Entry Sample - Entering miscellaneous items, charge items, comment items, and inventory items

Enter....

To....

/ and then press F2

view a list of all miscellaneous items, miscellaneous charges, and comment items.

/C and then press F2

view a list of comment items only.

press F2

view a list of inventory items only.

HON and then press F2

view a list of all inventory items beginning with "HON".

/HON and then press F2

view a list of all miscellaneous items, miscellaneous charges, and comment items beginning with "HON".

/ followed by an item code

enter a new miscellaneous item or miscellaneous charge.

/C followed by an item code

enter a new comment line.

* followed by an item code

enter a non-inventory special item

 

Ordered

Type the quantity of this item to order. The quantity available in stock appears below the secondary grid. This field is available only if an inventory item is entered in the Item Code field.

At the Item Inquiry button, click the drop-down arrow and select Item Status to view quantity information for the item. The Item Status option is available only if an inventory item is entered in the Item Code field.

 

Shipped

Type the actual quantity shipped. If the quantity entered is less than the quantity ordered and the appropriate security is set up, the remaining quantity is automatically entered in the Back Order field.

If a balanced distribution to one lot exists, decreasing the shipped quantity will automatically adjust the distributed quantity to that lot if the new shipped quantity is less than the distributed quantity.

 

Unit Price

Enter a unit price for this item, or click the Calculator button to enter an amount using the calculator. The unit price that appears is based on the item price code, customer price level, and current sale pricing, and is discounted where specified.

You can enter a new value in this field only if the appropriate security is set up.

At the Item Quantity Inquiry button, click the drop-down arrow and select Price Lookup to view pricing information for the item in the Item Price Lookup window. The Price Lookup option is available only if an inventory item is entered in the Item Code field, and the invoice line is not part of a corresponding sales order.

Click the Customer Last Purchase History button to automatically view the last purchase history price for this customer. The Customer Last Purchase History button is available only if Yes or Invoice is selected in the Retain Customers' Last Purchase History field in Sales Order Options.

 

Extension

Type the total sale amount for this item. The total sale amount is calculated by multiplying the quantity ordered by the unit price. If a new extension amount is entered, the unit price is recalculated. This field is available only if the Allow Discount Rate By Detail Line check box is cleared in Sales Order Options.

 

Comment

Type a comment for this line. Comments can contain up to 2048 characters.

Note Press CTRL+ENTER to add a new line of text in the Comment field.

 

Description

Type the description of this item. The description entered is printed on the invoice. This field is not available for comment items.

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

 

Warehouse

Enter a warehouse code, or click the Lookup button to list all warehouse codes.

At the Item Inquiry button, click the drop-down arrow and select Alternate Warehouse to select an alternate warehouse in the Alternate Warehouse Selection window.

This field is available only if the Inventory Management module is integrated with Sales Order, the Require Multiple Warehouses check box is selected in Inventory Management Options, and an inventory item code is entered in the Item Code field.

 

Unit of Measure

Enter a unit of measure, or click the Lookup button to list all units of measure.

 

Back Ordered

Type the quantity to back order. If the quantity shipped is less than the quantity ordered and the appropriate security is set up, this field displays the difference.

This field is available only if the Back Orders check box is selected for the item in Item Maintenance, and the appropriate security is set up.

 

Cost Code

Enter a cost code for this line, or click the Lookup button to list all cost codes. Right-click this field and select Active Cost Code to view only the active cost codes on file for the job number entered in the Job No. field.

This field is available only if all of the following conditions are met:

This field is not available for comment items or kit component items. This field is available for drop-ship lines only if the Post Drop Ship Costs to Job Cost check box is selected in Sales Order Options.

 

Cost Type

Select a cost type for the cost code entered in the Cost Code field. The menu displays the descriptions of all cost types set up in the Valid Cost Types field in Sales Order Options for the cost code entered.

This field is available only if all of the following conditions are met:

This field is not available for comment items or kit component items. The Subcontractor cost type cannot be selected in this field.

 

Price Level

Type a price level for the current customer. The price level is used to determine the pricing schedule for calculating the price of this item. This field is available only if the Inventory Management module is integrated with Sales Order and an inventory item is entered in the Item Code field.

A price level can be defaulted if the Enable Default Price Level by Customer check box is selected in Sales Order Options, or it can default from the customer's default price level assigned in Customer Maintenance. If the price level is defaulted, it will display automatically, but it can be changed.

 

Tax Class

Enter the tax class, or click the Lookup button to list all tax classes. This field is available only if the Sales Tax Reporting check box is selected in Accounts Receivable Options.

 

Discountable

Select this check box if the item is discountable. Clear this check box if the item is not discountable.

 

Disc %

Type the discount percentage to apply to this line. This field is available only if the Allow Discount Rate By Detail Line check box is selected in Sales Order Options.

 

Drop Ship

Select this check box if the item will be drop-shipped. Clear this check box if the item will not be drop-shipped. If this check box is selected, the quantity on hand is not checked because the item does not affect inventory in stock. This check box defaults to cleared for a new item.

 

Commissionable

Select this check box to calculate commission on this item. Clear this check box if you do not want to calculate commission on this item.

 

Subj to Exempt

Select this check box if the item is subject to exemption. Clear this check box if the item is not subject to sales tax exemption.

 

Cost

Type the unit cost amount of this item (the total amount you pay for the item). This field is available only if the Drop Ship check box is selected.

 

Sales Account

Enter the general ledger sales account number for posting the sale of this item, 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.

If the Job Cost module is integrated with Sales Order and a job number is entered in the Job No. field, this field defaults to the Job Revenue account or Deferred Revenue account assigned in Job Type Maintenance. If the Job Cost module is not integrated with Sales Order, this field defaults to one of the following:

For more information, see Sales Order/Invoice FAQs.

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.

 

Cost Account

Enter the general ledger account number for posting the cost of goods sold for this item, or click the Lookup button to list all general ledger accounts.

For more information, see Sales Order/Invoice FAQs.

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.

 

Warranty Code

Enter a warranty code for this item code, or click the Lookup button to list all warranty codes.

This field is available only if the Inventory Management module is integrated with Sales Order and the Enable Warranty Tracking check box is selected in Inventory Management Options.

 

Expiration Date

Enter an expiration date for the item code, or click the Calendar button to select a date from the calendar. If a credit memo was entered, the expiration date does not display.

The warranty expiration date is calculated based on the selection made in the Warranty Calculation Based On field in Sales Order Options and the value entered in the Number of Days Before Warranty Expires field in Warranty Code Maintenance.

This field is available only if the Inventory Management module is integrated with Sales Order and the Enable Warranty Tracking check box is selected in Inventory Management Options.

 

Customer Action

This field displays the customer action, and appears only if the Return Merchandise Authorization module is installed and for invoices generated from RMA orders and for generated credit memos. This field can only be viewed.

 

Item Type

This field displays the item type of the item selected and can only be viewed. Inventory item types can be accessed and maintained in Item Maintenance.

 

Product Line

This field displays the product line of the item selected and can only be viewed. This field is available only if the Inventory Management module is integrated with Sales Order.

 

Product Type

This field displays the product type of the item selected and can only be viewed. This field is available only if the Inventory Management module is integrated with Sales Order.

 

Price Code

This field displays the price code of the item selected and can only be viewed.

 

Costing

This field displays the cost description of the item selected and can only be viewed. This field is available only if the Inventory Management module is integrated with Sales Order.

 

Distrib Required

This field appears selected if the item entered in the Item Code field is a lot and serial item. This field can only be viewed.

 

Extended Desc

This check box appears selected if the item has an extended description. This field can only be viewed.

 

Component

This check box appears selected if the item is a component item in a sales kit. This field can only be viewed.

 

Alias Item

This field displays the alias item code for the item code selected and can only be viewed.

 

Vendor Number

This field displays the vendor number and can only be viewed. This field is available only if the Purchase Order module is set up.

 

PO Number

This field displays the purchase order number and can only be viewed. This field is available only if the Purchase Order module is set up.

 

PO Required Date

This field displays the purchase order required date and can only be viewed. This field is available only if the Purchase Order module is set up.

 

Options

This field displays the option codes entered in the Option Selection window and can only be viewed. This field is available only if the Inventory Management module is integrated with Sales Order and the Bill of Materials module is set up.

 

Revision

This field displays the revision selected for a Bill of Materials kit and can only be viewed. This field is available only if the Inventory Management module is integrated with Sales Order, the Bill of Materials module is set up, and revision tracking is enabled in Bill of Materials Options.

 

Total Amount

This field displays the total amount for this invoice and can only be viewed.

 

Commodity Code

Enter the commodity code.

This information is used for Level 3 credit card processing. This field is available only if the following conditions are met:

For more information, see Setup Customer Credit Cards for Level 3 Processing.

 

Alt Tax ID

Enter the alternate tax identifier.

This information is used for Level 3 credit card processing. This field is available only if the following conditions are met:

For more information, see Setup Customer Credit Cards for Level 3 Processing.

 

Tax Type Applied

Enter the tax type applied.

This information is used for Level 3 credit card processing. This field is available only if the following conditions are met:

For more information, see Setup Customer Credit Cards for Level 3 Processing.

 

Net/Gross

Enter the net gross indicator.

This information is used for Level 3 credit card processing. This field is available only if the following conditions are met:

For more information, see Setup Customer Credit Cards for Level 3 Processing.

 

Debit/Credit

Enter the debit/credit indicator.

This information is used for Level 3 credit card processing. This field is available only if the following conditions are met:

For more information, see Setup Customer Credit Cards for Level 3 Processing.

 

Tax Amount

Enter the tax amount.

This information is used for Level 3 credit card processing. This field is available only if the following conditions are met:

For more information, see Setup Customer Credit Cards for Level 3 Processing.

 

Tax Rate

Enter the tax rate.

This information is used for Level 3 credit card processing. This field is available only if the following conditions are met:

For more information, see Setup Customer Credit Cards for Level 3 Processing.

 

4. Totals

 

Invoice Date

This field displays the invoice date and can only be viewed.

 

Invoice Type

This field displays the invoice type and can only be viewed.

 

Customer No.

This field displays the customer number and can only be viewed.

 

Salesperson

This field displays the salesperson code and can only be viewed.

 

Amount Subject to Discount

This field displays the total of all line items for which the amount is subject to discount. This field can only be viewed.

 

Discount Rate

Type a discount rate for this customer. If a new rate is entered, the amount in the Discount Amount field is recalculated. This field defaults the rate entered in the Discount Rate field in Customer Maintenance, but it can be changed.

 

Discount Amount

Type a discount amount. The discount amount is calculated by multiplying the amount subject to discount by the discount rate. If a new discount amount is entered, the discount rate is recalculated.

 

Taxable Amount

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

 

Nontaxable Amount

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

 

Ship Zone

Enter a ship zone for this invoice. If Yes or Actual is selected in the Use Shipping Code to Calculate Freight field in Sales Order Options, click the Lookup button to list all ship zones. The freight is calculated automatically.

If the shipping code entered in the Ship Via field for this invoice indicates that the ship zone is a ZIP Code, the ZIP Code from the ship-to address appears.

If the Use Prior Range of ZIP Codes check box is selected in Shipping Rate Maintenance, the last sequential ZIP Code that most closely matches the ZIP Code entered is used in the freight charge calculation. This field is available only if the shipping code entered in the Ship Via field is defined to use ship zones.

 

Ship Weight

Enter a ship weight for this invoice, or click the Lookup button to list all ship weights. Fractional weights are not accepted.

Note The ship weight must be numeric. Do not include the unit of measure.

 

Freight Amount

Type the freight amount for the invoice. If the Use Shipping Code to Calculate Freight check box is selected in Sales Order Options and a shipping code is entered in the Ship Via field, the freight amount is automatically calculated based on the entries in the Ship Zone and Ship Weight fields.

 

Number of COD Labels

Type 0 (zero) if you do not want to print COD labels for this invoice, or type the number of labels (from 01 to 99) to print. To accommodate multiple-part shipments, the invoice total amount is divided equally by the number of labels. This field is available only if the Print COD Labels check box is selected in Sales Order Options.

 

COD Cash Only

Select the Cash Only check box to have COD labels accompanying the shipment to read "Accept Cash Only." Clear this check box to print COD labels without the message. This field is available only if the Print COD Labels check box is selected in Sales Order Options.

 

Deposit Payment Type

Select the deposit payment type to use for the current sales order. If Credit Card is selected, focus moves to the Credit Card tab where you can enter the credit card information and submit the transaction to Sage Exchange.

If the default payment type is Credit Card and the customer is assigned a primary card ID in Customer Maintenance, this field defaults to Credit Card, but it can be changed. Payment types are defined in Payment Type Maintenance.

 

Check Number/Reference Number

For deposits paid by a check payment type, type the check number. For deposits paid by cash payment type, type a reference number. This field is available only if Check or Cash, or a check or cash payment type set up in Payment Type Maintenance is selected in the Deposit Payment Type field.

 

Deposit Available

This field displays the available deposit amount and can only be viewed.

 

Deposit Amount

Type the customer deposit amount to apply against this invoice. Customer deposits can only be recorded for standard invoices. For credit card deposits, this field displays the deposit amount entered on the Credit Card tab.

This field is available only if a check number or reference number is entered in the Check Number or Reference Number field.

 

Commission Rate

The commission rate for the primary salesperson appears. Type 0 (zero) for the commission rate if you do not want commission calculated for this invoice. The commission amount is calculated when the Sales Journal is printed. You can override the commission rate if the appropriate security has been set up, and it can be overridden by the rate entered in the Commission Rate fields in Line Item Commission Maintenance and Item Maintenance.

 

Sales Tax Amount

This field displays the total sales tax for the invoice and can only be viewed. The sales tax amount is calculated using the amount in the Taxable Amount field and the tax rates and limits set up for the sales tax schedule that applies to this invoice. To modify the sales tax amount displayed, click Tax Detail and enter the new sales tax amount in the Tax Amount field in the Tax Detail window.

 

Invoice Total

When all field entries are complete for the invoice, this field displays the total of all line items, applicable freight, and tax amounts, minus any applicable discount. This field can only be viewed.

 

Net Invoice

When all field entries are complete for the invoice, this field displays the invoice total less any deposit amount. This field can only be viewed.

 

Retention Amount

Type the retention amount for this invoice. The retention amount is automatically calculated based on the invoice total, the retention rate assigned to this job in the Job Cost module, and whether the Calculate Sales Tax on Retention Invoices check box is selected in Job Cost Options. This field is available only if the Job Cost module is set up and integrated with Sales Order, the Track Job Cost Retention Receivables check box is selected in Accounts Receivable Options, and a job number associated with the customer number is entered in the Job Number field on the Header tab.

 

5. Credit Card

 

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.

 

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.

 

Card Type

This field displays the card type returned from Sage Exchange and can only be viewed.

 

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.

 

Comment

Type a comment for this payment.

 

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.

 

Transaction Type

Select a fund transfer method.

Note Deposit is not available for credit memos.

 

Pay Balance

Select this check box to pay the balance of the invoice using a credit card. If this check box is selected and you click Submit Card, the deposit that is entered will be processed and the remaining invoice balance will be pre-authorized. The remaining balance will be processed when the Daily Sales Journal is printed. Clear this check box to pay only the deposit using a credit card.

 

(Balance/Payment) Amount

This field displays the credit card balance or credit card payment amount for the invoice. This field can only be viewed.

 

(Balance/Payment) Corp Sales Tax

Type the sales tax amount associated with the credit card payment for the sales order. 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.

NoteThe 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.

 

(Balance/Payment) Auth No.

This field displays the authorization number for the credit card transaction processed through 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 authorization number for the credit card transaction.

Note The Process in Batch check box must be cleared to obtain a credit card transaction authorization number through Sage Exchange immediately after clicking Submit Card

 

(Balance/Payment) Auth Amount

This field displays the authorization amount for the credit card transaction processed through Sage Exchange. The authorization amount defaults to the total order or total invoice amount less the deposit amount, but it can be changed.

The pre-authorization amount is valid for 7 days. If the order will be held beyond the 7-day period, select the Process in Batch check box to pre-authorize the amount through the Daily Sales Journal process.

This field is available only if the Pay Balance check box is selected or Payment/PrePost Authorization is selected in the Transaction Type field.

 

(Balance/Payment) Auth Date

This field displays the authorization date for the credit card transaction processed through Sage Exchange and can only be viewed.

For a one-time card that is not processed through Sage Exchange, this field defaults to the current date when an authorization number has been entered.

 

(Balance/Payment) Auth Time

This field displays the authorization time for the credit card transaction processed through Sage Exchange and can only be viewed.

For a one-time card that is not processed through Sage Exchange, this field defaults to the current time when an authorization number has been entered.

 

(Balance/Payment) Transaction ID

This field displays the transaction ID for the credit card transaction when the transaction is successfully processed through Sage Exchange and can only be viewed. A message appears below this field stating that the credit card transaction was authorized. If the transaction is declined, this field is blank and a message appears below this field stating that the credit card transaction was not authorized.

This field is available only if the Pay Balance check box is selected or Payment/PrePost Authorization is selected in the Transaction Type field.

 

(Deposit Applied) Amount

Type the credit card deposit amount applied to this transaction.

This field is available only if Deposit/Sale is selected in the Transaction Type field.

 

(Deposit Applied) Corp Sales Tax

Type the sales tax amount associated with the credit card deposit for the 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 deposit. 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, a corporate card ID or purchase order number has been entered, and if Deposit/Sale is selected in the Transaction Type field.

NoteThe 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.

 

(Deposit Applied) Auth No.

This field displays the authorization number for the credit card transaction processed through Sage Exchange and can only be viewed.

For a one-time use card that is not processed through Sage Exchange, this field is available to manually enter the authorization number for the credit card transaction.

This field is available only if Deposit/Sale is selected in the Transaction Type field.

Note The Process in Batch check box must be cleared to obtain an authorization number through Sage Exchange immediately after clicking Submit Card.

 

(Deposit Applied) Auth Date

This field displays the authorization date for the credit card transaction processed through Sage Exchange and can only be viewed.

For a one-time card that is not processed through Sage Exchange, this field defaults to the current date when an authorization number has been entered.

This field is available only if Deposit/Sale is selected in the Transaction Type field.

 

(Deposit Applied) Auth Time

This field displays the authorization time for the credit card transaction processed through Sage Exchange and can only be viewed.

For a one-time card that is not processed through Sage Exchange, this field defaults to the current time when an authorization number has been entered.

This field is available only if Deposit/Sale is selected in the Transaction Type field.

 

(Deposit Applied) Transaction ID

This field displays the transaction ID for the credit card transaction when the transaction is successfully processed through Sage Exchange and can only be viewed. A message appears below this field stating that the credit card transaction was authorized. If the transaction is declined, this field is blank and a message appears below this field stating that the credit card transaction was not authorized.

This field is available only if Deposit/Sale is selected in the Transaction Type field.

 

Swipe Card

Select this check box if the credit card will be swiped for this transaction when Sage Exchange is launched. Clear this check box if the credit card will not be swiped.

Note A Sage Payment Solutions approved credit card swipe device, available through Sage Exchange only, is required to use this feature.

This check box is available only if the Process in Batch check box is cleared.

 

Process in Batch

Select this check box to process this credit card transaction through Sage Exchange in a batch when printing the Daily Sales Journal. Clear this check box if you do not want to process this transaction in a batch. You can then enter the CVV number for each credit card transaction when clicking Submit Card or Accept. This check box is automatically selected if the Default Transactions to Process in Batch check box is selected in Company Maintenance, but it can be cleared.

Note When processing credit card transactions in a batch, the CVV number cannot be entered for each credit card transaction; therefore, the credit card company may charge a higher transaction fee.

This check box is available only if the Swipe Card check box is cleared.

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