Enter the job number assigned to the invoice to modify, add, or delete during the current billing period, 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.
Click Quick Print to access Job Invoice Printing. Click the Memo button to review and/or maintain job memos.
Batch
If batch processing is enabled, this field displays the current batch number and can only be viewed. Click the Batch Number button to select a batch number from the list or to create a new batch number. 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.
1. Header
For jobs being billed for the first time, this field displays the customer number for the job and can only be viewed.
Click the Memo button to review and/or maintain customer memos. The Memo feature is available only if the Accounts Receivable module is integrated with Job Cost and either Yes or Maintain is selected in the Memo Options field in Memo Manager Maintenance.
Note If the customer selected is on credit hold or exceeds the credit limit, the Credit Limit History window appears.
Note If you enter a customer whose status is set to Inactive in Customer Maintenance, a message appears warning that the customer is inactive and cannot be used.
Enter the invoice number representing the invoice to bill for this job, or click the Next Number button to increment to the next invoice number. The letters -IN are added automatically to the invoice number to indicate a regular invoice type. To specify one of the following types of invoices, enter one of the following two-character abbreviations and click the Next Number button to increment to the next invoice number, or enter the invoice number, followed by a dash and one of the following two-character abbreviations.
-DM debit memo
-CM credit memo
-RT retention invoice
If the invoice number has been recorded in the Open Invoice file through the invoice update process, and is still present, a message appears asking if you want to adjust the invoice. Click Yes to adjust the invoice. To reduce the original invoice amounts, enter the amount as a negative number. To increase the amount, enter a positive number. For more information about debit and credit invoices, see Enter Debit/Credit Memos. For more information about retention invoices, see Enter Retention Invoices.
Type the invoice date. For jobs selected using Job Billing Selection, this field displays the invoice date entered. This field displays the current accounting date for invoices being entered for the first time.
Enter a terms code, or click the Lookup button to list all terms codes.
A new terms code can be added on the fly. The A/R Terms Code Maintenance (On the Fly) window appears; some nonessential fields are omitted to speed data entry. Access A/R Terms Code Maintenance at a later time to complete the remaining entries for the new terms code.
Type the billing date to use as the cutoff date through which costs are included for Time and Material billing and work-in-process adjustments. For jobs selected using Job Billing Selection, this field displays the job billing date entered. For invoices being entered for the first time, this field displays the current accounting date.
Type the invoice due date. The date displayed is calculated based on the invoice date and the terms code.
Type the invoice discount date. The date displayed is calculated based on the invoice date and the terms code. Discount terms can be applied to either Fixed Contract or Time and Material jobs.
Type the retention rate to use to calculate billing for this job invoice.
Enter a salesperson number for this customer, or click the Lookup button to list all salesperson numbers.
A new salesperson can be added on the fly; the Salesperson Maintenance (On the Fly) window appears allowing you to create the salesperson record.
Note 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.
Enter the applicable sales tax schedule for this customer. Click the Lookup button to list all codes. This field is available only if the Sales Tax Reporting check box is selected in Accounts Receivable Options.
A sales tax schedule can be added on the fly. The Sales Tax Schedule Maintenance (On the Fly) window appears; some nonessential fields are omitted to speed data entry. Access Sales Tax Schedule Maintenance at a later time to complete the remaining entries for the new sales tax schedule.
Type the commission rate to use for this salesperson. Sales commissions can be calculated for Fixed Contract or Time and Material jobs.
Note If you enter a new commission rate, the commission amount is recalculated. If a password is specified in the Commission and Credit Limit Override Password field in Accounts Receivable Options, you are prompted for the password when the commission amount is changed. The change will not be made unless a valid password is entered. Commission amounts can also be printed on the Salesperson Commission Report.
Type the billing comment to print on the invoice. For Time and Material jobs, additional comment lines can also be entered during cost code detail entry on the Lines tab.
Select this check box to print this invoice. Clear this check box if you do not want to print this invoice. To reprint an invoice, click Quick Print or select the Print Invoices Already Printed check box in the Job Invoice Printing window.
Select this check box to send this invoice to Paya Connect when the Job Billing Register is updated. The invoice will then be emailed to the customer.
Clear this check box if you don't want to send this invoice to Paya Connect.
Not that eInvoices are not sent for adjustment-type invoices.
This check box is available only if the eInvoice Payments check box in Customer Maintenance is selected for the customer.
If you're using the National Accounts feature and creating an invoice for a sold-to customer, this check box is available only if the eInvoice Payments check box in Customer Maintenance is selected for the bill-to customer. The eInvoice will be sent to the e-mail address on file for the bill-to customer.
For more information, see eInvoicing.
This field displays the billing method for the selected job.
Enter the invoice number to which the debit or credit memo will be applied, or click the Lookup button to list all open invoices. This field is available only if you are entering a debit or credit memo.
2. Lines
The Line Entry Grid is used to enter information for cost codes, miscellaneous expenses, or a comments to print on the invoice.
For more information, see:
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.
Type /M to enter a miscellaneous expense not associated with a cost code. Type /C to enter a comment to print on the invoice. This field is available only if you are not maintaining a cost code detail line.
Type a description to print on the invoice. If you are entering a miscellaneous expense line, type a description of the miscellaneous expense to bill. If you are entering a comment, type the comment to print on the invoice.
Select this check box to calculate commission for this line. Clear this check box to exclude commission for this line.
Select this check box to include this line from the current billing and invoice printing. Clear this check box to exclude this line. You can also clear this check box to bill the selected line later.
Select this check box to calculate sales tax for this line. Clear this check box to exclude sales tax for this line.
Note If the current customer has a tax exemption number set up in the Accounts Receivable Customer file, and the cost codes being billed are taxable, the customer tax status overrides the cost code tax status. If the cost code tax status is manually altered using this task, it overrides the customer tax status.
Type the total unbilled number of units. For cost code/cost types using the Unit Price billing method, the number of units typed here is multiplied by the unit price to calculate the bill amount. This field is available only if there is a unit of measure on file for this cost code/cost type.
Type the total unbilled costs. For cost code/cost types using the Percentage Markup billing method, the cost amount is marked up by the bill rate to calculate the bill amount.
Type the bill rate. For cost code/cost types using the Percentage Markup billing method, this field displays the cost markup percentage. For cost code/cost types using the Unit Price billing method, this field displays the unit price.
Type the total amount to be billed. For cost code/cost types using the Unit Price billing method, the number of units is multiplied by the unit price to calculate the bill amount. For cost code/cost types using the Percentage Markup billing method, the cost amount is marked up by the bill rate to calculate the bill amount. If a change is made to the displayed bill amount, the bill rate is recalculated and redisplayed.
Enter the general ledger account number to post for this miscellaneous expense, 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.
Enter a tax class, or click the Lookup button to list all tax classes.
3. Totals
Type a commission amount for this invoice. The commission amount is calculated by multiplying the amount subject to commission by the commission rate entered for the invoice. If you enter a new commission rate, the commission amount is recalculated.
Note If you have entered a password in the Commission and Credit Override Password field in Accounts Receivable Options, you are prompted for the password when the commission amount is changed. The change is not made unless a valid password is entered. If the commission rate is changed, the commission rate is recalculated. Commission amounts can also be printed on the Salesperson Commission Report.
Type the actual percentage of completion for this job. If the actual percent of completion is changed, the billable contract amount is recalculated and redisplayed.
Type a commission amount for this invoice. The commission amount is calculated by multiplying the amount subject to commission by the commission rate entered for the invoice.
Note If a password is specified in the Commission and Credit Override Password field in Accounts Receivable Options, you are prompted for the password when the commission amount is changed. The change is not made unless a valid password is entered. If the commission rate is changed, the commission rate is recalculated. Commission amounts can also be printed on the Salesperson Commission Report.
Type a billable contract amount. The billable contract amount is calculated as the revised contract amount multiplied by the actual percentage of completion. If the billable contract amount is changed, the commission amount, actual percent complete, sales tax amount, and less retention amount are recalculated and redisplayed.
This field displays the sales tax amount and can only be viewed. 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.
For Time and Material jobs, the sales tax amount is calculated by multiplying the taxable amount by the total tax rate for the state, county, and/or local codes specified for the invoice.
For Fixed Contract jobs, the sales tax amount is calculated by multiplying the amount billable by the total tax rate for the state, county, and/or local codes specified for the invoice.
The sales tax amount is not calculated for tax exempt customers. For more information, see Using Sales Tax in Job Cost.
This field is available only if the Sales Tax Reporting check box is cleared in Accounts Receivable Options.
Type the billable amount. This field is available only for retention invoices.
Type a retention amount to subtract from the total invoice amount. The less retention amount is calculated by multiplying the amount billable by the retention rate entered for the invoice. If the less retention amount is changed, the Retention Rate and Retention to Date fields are recalculated.
