A/R Invoice Data Entry

Window Details
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	Overview
	Fields

How Do I
	Write Off a Bad Debt	Adjust the Invoice or Credit Memo
	Refund a Customer	Add a New Miscellaneous, Charge, or Comment Item Code On the Fly
	Adjust a Processed Invoice	Apply Debit or Credit Memos to an Accounts Receivable Invoice
	Record a Cash Sale	Process Credit Card Transactions
	Process Repetitive Invoices	Enter Sales Order/Invoice and A/R Cash Receipts/Invoice Credit Card Information
	Adjust Finance Charge Invoices	Process ACH Payment Transactions

Related Topics
	Grids	Sales Tax FAQs
	Using Sales Tax in Job Cost	Receiving Payment by Credit Card from Your Customers Flowchart
	Customer Balance in Accounts Receivable Paid by Credit Card Flowchart	Credit Card Processing FAQs

Navigation

Select Accounts Receivable Main menu > Invoice Data Entry.

Overview

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 / ACH Payments check box is selected in Accounts Receivable Options, the Payment tab appears allowing you to enter information pertaining to a credit card or ACH payment account. You can also clear default payment information and access Paya Exchange to enter and store payment account 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.

Fields

Invoice Number	Batch

1. Header
Customer No. Apply to Invoice Customer PO Bill To/Sold To Job Number Invoice Date Due Date Discount Date Net Invoice Amt Terms Code	Ship Method Salesperson Comment Schedule Print Invoice eInvoice Payments Fax Batch Fax E-mail

2. Lines
Quick Row	Cost
Item Code	Tax Class
Quantity	Commission
Price	Subj to Exempt
Amount	Item Type
Comment	Unit of Measure
Description	Net Invoice
GL Account

3. Totals
Taxable Amount	Amount Subject to Commission
Nontaxable Amount	Commission Rate
Freight	Commission Amount
Sales Tax	Retention Amount
Invoice Total

4. Payment
Payment ID Save Payment Type Card Type Account Type Primary Last Four Routing Bank Last Four Digits Expiration Month/Year Account Name / Cardholder Name Country Address ZIP/Postal Code City	State/Province E-mail Address Comment Transaction Amount Authorization No. Authorization Date Authorization Time Transaction ID Corporate ID/PO Corporate Sales Tax Swipe Card Process in Batch