A/R Invoice Data Entry

A/R Invoice Data Entry - Fields

Invoice Number

Enter the invoice number representing the invoice to add or maintain, or click the Lookup button to list all invoice numbers. Click the Next Entry Number button to accept the next automatically incremented invoice number. The letters IN are added to the end of the invoice number to indicate a regular invoice type. If the invoice has a prepayment, enter the same invoice number used for the prepayment.

To specify one of the following types of invoices, enter one of the following two-character abbreviations and click the Next Entry Number button.

DM Debit Memo

CM Credit Memo

CA Cash Entry

FC Finance Charge

Although finance charges can be calculated by the system using Finance Charge Entry or Finance Charge Calculation, if invoices for finance charges are needed, you can create and print these invoices in Invoice Data Entry. To designate an invoice as a finance charge invoice, type -FC in the Invoice No. field, enter the necessary fields, and then print the invoice.

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.

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.

Invoices can be printed immediately after data entry for one-step invoicing, or they can be printed in batch form after entry has been completed for a group of invoices.

1. Header

Customer No.

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

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.

If divisions are set up in Accounts Receivable Options, the first two characters of the customer number must represent a valid division number.

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

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.

Type CASH to record a cash sale. If you are using divisions, you must enter the division number before the word (for example, 01-CASH).

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.

Apply To Invoice

Enter the invoice number that the debit or credit will be applied to, or click the Lookup button to list all open invoices for this customer. Leave the field blank if you do not want to apply the debit or credit memo to a specific invoice. This field appears only if you are entering a debit or credit memo.

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.

Customer PO

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 invoice. This number prints on the invoice for the customer’s reference.

Bill To/Sold To

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 automatically defaults to the bill-to customer if one is already defined in Bill To Customer Maintenance or Bill To/Sold To Maintenance for the selected customer, but it can be changed.

The Sold To field appears only when the invoice is being adjusted and the invoice contains a sold-to customer.

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.

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.

Job Number

Enter the job number representing the job to which this invoice 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 the Job Cost module is integrated with Accounts Receivable, and if a balance forward customer is not entered in the Customer No. field.

Invoice Date

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

Due Date

Enter a due date, or accept the invoice due date displayed, which is calculated based on the invoice date and the terms code. Click the Calendar button to select a date from the calendar.

Discount Date

Enter a discount date, or accept the invoice discount date displayed, which is calculated based on the invoice date and the terms code. Click the Calendar button to select a date from the calendar.

Net Invoice Amt

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

Terms Code

Enter a terms code, or accept the terms code on file for this customer. 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.

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 Method

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

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.

For more information, see Shipping Rate Maintenance.

Salesperson

Enter a valid salesperson number, accept the salesperson number on file for this customer, 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.

If the Salesperson Commission Reporting and Enable Bill To Customer Reporting check boxes are selected in Accounts Receivable Options, and the bill-to customer is set up in a different division than the sold-to customer, you should set up your salesperson in both divisions. The salesperson can then be used when adjusting an invoice for the bill-to customer.

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.

Comment

Type a comment for this invoice. The comment header prints on the invoice and statement. You can type up to 30 characters. In the Invoice Printing (Quick Print) window, click Designer to add this field to the form. For more information, see Customize Graphical Forms.

Schedule

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

If the Enable Bill To Customer Reporting check box is selected in Accounts Receivable Options, the tax schedule defaults from the original order when adjusting an invoice using a bill-to customer.

Print Invoice

Select this check box to print invoices. Clear this check box if you do not want to print invoices.

If the Print Invoices check box is selected in Accounts Receivable Options, this check box is selected automatically.

If the Print Invoices check box is cleared in Accounts Receivable Options, or if the invoice is for a cash customer, this check box does not appear.

eInvoice Payments

Select this check box to send this invoice to Paya Connect when the Sales Journal is updated. The invoice will then be emailed to the customer. For more information, see eInvoicing.

Clear this check box if you don't want to send this invoice to Paya Connect.

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.

Fax

Enter 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 in batch faxing. Clear this check box if you do not want to include the document in batch faxing. This field is available only if a fax number is entered in the Fax field. The fax number must include the area code to process a fax.

E-mail

Enter the e-mail address of the person to contact regarding the current invoice. This field defaults to the e-mail address defined for the selected customer. Click the E-mail button to compose a new e-mail message to the address entered in this field.

2. Lines

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.

Item Code

Enter the item code identifying a sales item for this invoice, or click the Lookup button to list all Miscellaneous, Comment, and Charge item types.

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.

For information about item types, see Miscellaneous Item Maintenance.

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 only 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.

Quantity

Enter a quantity. The quantity entered is multiplied by the price to arrive at the total sales amount. Click the Calculator button to enter an amount using the calculator.

Price

Enter a price, or click the Calculator button to enter an amount using the calculator. The value in this field defaults from the value established for this item code in Miscellaneous Item Maintenance.

Amount

Enter the sales amount to charge for the current line, or click the Calculator button to enter an amount using the calculator. If a unit of measure is established for this item code in Miscellaneous Item Maintenance, the total amount of this item (calculated by multiplying the quantity by the price) appears. If you modify the amount, the price for this item (calculated by dividing the amount by the quantity) is recalculated.

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

Comment

Type a comment associated with this line item. You can type up to 2048 characters.

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

Description

Type a description for the line item.

If a charge item (M) is entered in the Item Code field, this field displays the description for the general ledger account number entered in the GL Account field.

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

If there is no extended description entered for an item, the Extended Item Description button appears blue.

If an extended description is entered for the line item, the Extended Item Description button appears yellow.

GL Account

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.

Cost

This field displays the entry made in the Standard Unit Cost field in Miscellaneous Item Maintenance. Click the Calculator button to enter an amount using the calculator.

Tax Class

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

Commission

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.

Subj to Exempt

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.

Item Type

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

Unit of Measure

This field displays the unit of measure for the selected line. 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.

3. Totals

Taxable Amount

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

Freight

Type the freight amount to charge for this invoice.

Sales Tax

This field displays the sales tax amount and can only be viewed. 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.

Invoice Total

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

Amount Subject to Commission

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

Commission Rate

Type the commission rate to use. The commission rate displayed is the rate on file for the salesperson responsible and can be overridden. If you enter a new rate, the commission amount is recalculated automatically. This value can be overridden with the appropriate security setup.

Commission Amount

Type the commission amount to use. The commission amount displayed is calculated by multiplying the amount subject to commission by the commission rate. This value can be overridden with the appropriate security setup.

Retention Amount

Type the retention amount for this invoice. The retention amount is automatically calculated by multiplying the invoice total by the retention rate assigned to this job in the Job file. This field is available only if the Job Cost module is integrated and set up, and if the job number associated with the customer number is entered at the Job Number field.

4. Payment

Payment ID

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

Click Clear to clear the information on the Payment tab.

Save

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

This check box is automatically selected when entering a new payment ID and clicking Yes when asked if you want to save the payment ID for future use.

This check box is automatically selected if the payment ID already exists for the customer and you have the appropriate security setup to edit existing credit card and/or ACH payment accounts.

If this check box is selected and changes are made to the payment account information in the Paya Exchange window, the record in Customer Credit Card and ACH Payment Maintenance will be automatically updated when the entry is saved. This check box is cleared after the payment information is successfully updated.

If this check box is cleared for an existing payment ID, and the payment account information is changed in the Paya Exchange window, clicking Submit in Paya Exchange will automatically update the record in Customer Credit Card and ACH Payment Maintenance with the changes.

This field is available only if you have the appropriate security setup.

Payment Type

Enter the credit card or ACH payment type, or click the Lookup button to list all credit card and ACH payment types. The payment type automatically appears if an existing payment ID is entered, but it can be changed.

Account Type

This field displays the ACH payment bank account type returned from Paya Exchange. The field is available only if an ACH payment type is entered and can only be viewed.

Card Type

This field displays the card type returned from Paya Exchange. The field is available only if a credit card payment type is entered and can only be viewed.

Primary

This check box is automatically selected if this credit card or ACH payment account is the primary payment method assigned in Customer Maintenance, and it can only be viewed.

Last Four Routing

This field displays the last four digits of the routing number for the ACH payment account entered in Paya Exchange.

This field is available only if an ACH payment type is entered and can only be viewed.

Bank

Enter the bank name for the ACH payment account. If an existing payment account is selected, this field displays the bank name entered in Customer Credit Card and ACH Payment Maintenance, but it can be changed.

This field is available only if an ACH payment type is entered.

Last Four Digits

This field displays the last four digits of the credit card number or ACH payment account number entered in Paya Exchange and can only be viewed.

For a one-time use credit card that is not processed through Paya 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 Paya 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/ACH Account to update the credit card's expiration month and year.

This field is available only if a credit card payment type is entered.

Account Name / Cardholder Name

For credit card payment types, type the cardholder name. For ACH payment types, type the account name. When entering a new payment ID and a payment type or changing the payment type, this field defaults to the customer name in Customer Maintenance, but it can be changed.

Country

Enter the code for the account holder's billing country, or click the Lookup button to list all country codes. When entering a new payment ID and a payment type, this field defaults to the customer's country code entered in Customer Maintenance, but it can be changed.

The country code is used by the Paya Exchange address verification service for credit card payments.

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

Address

Type the account holder's billing address. When entering a new payment 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 Paya Exchange address verification service for credit card payments.

ZIP/Postal Code

Type the account holder's billing ZIP or postal code. When entering a new payment ID and a payment type, this field defaults to the customer's billing ZIP or postal code entered in Customer Maintenance, but it can be changed. The information in this field is used by the Paya Exchange address verification service for credit card payments.

Type a new ZIP or postal code to add it using ZIP/Postal Code Maintenance (On the Fly).

City

Type the account holder's billing city. When entering a new payment ID and a payment type, this field defaults to the customer's billing city entered in Customer Maintenance, but it can be changed. If a ZIP or postal code is entered, the city is automatically entered.

State/Province

Enter the account holder's billing state or province. When entering a new payment ID and a payment type, this field defaults to the customer's billing state or province in Customer Maintenance, but it can be changed. If a ZIP or postal code is entered, the state or province abbreviation is automatically entered.

E-mail Address

Type the account holder'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.

Transaction Amount

This field displays the credit card or ACH payment transaction amount and can only be viewed.

Authorization No.

This field displays the authorization number for the credit card or ACH payment transaction processed through Paya Exchange and can only be viewed.

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

Note For credit card transactions, the Process in Batch check box must be cleared to obtain an authorization number through Paya Exchange immediately after clicking Submit Card/ACH Account. For ACH payment transactions, all payments will be processed through the journal update process.

Authorization Date

This field displays the authorization date for the credit card or ACH payment transaction processed through Paya Exchange and can only be viewed.

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

Authorization Time

This field displays the authorization time for the credit card or ACH payment transaction processed through Paya Exchange and can only be viewed.

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

Transaction ID

This field displays the transaction ID for the credit card or ACH payment transaction when the transaction is successfully processed through Paya Exchange and can only be viewed.

A message appears below this field stating that the transaction was authorized. If the transaction is declined, this field is blank and a message appears below this field stating that the transaction was not authorized.

Corporate ID/PO

Type the corporate ID or purchase order number assigned to the user of the corporate/commercial card.

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.

This field is available only if a credit card payment type is entered and the Allow Corporate Cards check box is selected for the payment type in Payment Type Maintenance.

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 a credit card payment type is entered, the Allow Corporate Cards check box is selected for that 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.

Swipe Card

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

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

This check box is available only if a credit card payment type is entered and the Process in Batch check box is cleared.

Process in Batch

Select this check box to process this credit card transaction through Paya Exchange in a batch when printing the Cash Receipts Journal or A/R 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/ACH Account or Accept. This check box is selected by default if the Default Transactions to Process in Batch check box is selected in Company Maintenance, but it can be changed.

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 a credit card payment type is entered and the Swipe Card check box is cleared.