A/R Repetitive Invoice Entry

A/R Repetitive Invoice Entry - Fields

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Customer No.

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

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

If divisions are set up in Accounts Receivable Options, the first two characters entered 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.

If the customer is on credit hold or has exceeded the credit limit established, the Customer Credit History window appears automatically.

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

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

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

Click the Repetitive Invoices button to list all repetitive invoices.

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.

Name

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

Reference

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

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.

Bill 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.

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

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.

1. Header

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

Job Number

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

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

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

Select Cycle

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

Note Select Cycle is a user-defined field.

Entry Sample

WE (weekly), MO (monthly)

Start Billing

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

Stop Billing

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

Net Invoice

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

Schedule

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

Terms Code

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

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, or click the Lookup button to list all shipping methods. If the Sales Order module is integrated with Accounts Receivable, click the Lookup button to list all shipping codes.

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

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

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

Last Billed

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

Times Billed

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

Print Invoice

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

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

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

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

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

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

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

Quantity

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

Price

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

Amount

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

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

Comment

Type a comment for the line item.

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

Description

Type a description for the line item.

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, and can only be viewed.

Tax Class

Enter the tax class for the invoice, or click the Lookup button to list all 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 and can only be viewed. The item types are Miscellaneous Item, Miscellaneous Charge, and Comment.

Unit of Measure

This field displays the unit of measure and can only be viewed.

Net Invoice

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

3. Totals

Taxable Amount

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

Nontaxable Amount

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

Freight

Type the freight amount to charge for this repetitive invoice.

Sales Tax

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

Invoice Total

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

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 responsible salesperson and it can be overridden. If you type a new rate, the commission amount is recalculated automatically.

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.

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.

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.

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.

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.

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.