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Access this task using one of the following methods:
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Select Sales Order Main menu > Daily Sales Reports/Updates.
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Select Accounts Receivable Main menu > Sales Journal.
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The Sales Journal is an audit report that itemizes all entries made using S/O Invoice Data Entry. Printing the Sales Journal is the first step in the update process, and provides an opportunity to check invoice data errors before posting the information to the permanent files.
Information detailed for each invoice in the journal includes the invoice number, sales order number (for standard sales orders invoiced during S/O Invoice Data Entry), taxable and non-taxable sales amounts, discounts, freight charges, sales tax totals, invoice totals, and deposit amounts.
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If the Enable Bill To Customer Reporting is selected in Accounts Receivable Options, the bill-to customer number and name is included on the journal.
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If a purchase order was generated for a sales order, the purchase order number and purchase order required date are included.
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If the Job Cost module is integrated with Sales Order, job numbers and retention amounts associated with invoices also print. A grand total of all invoices is shown at the end of the report.
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If the Perform Payment Processing check box is selected and credit card or ACH payment transactions with missing authorization codes are found, the journal will update those transactions.
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If the invoices contain sales orders with credit card transactions, the Daily Deposit Recap report is printed as part of the update process.
Note The job number prints only if a job number has been entered on the invoice. The retention amount prints only if the Track Job Cost Retention Receivables check box is selected in Accounts Receivable Options.
If you're using the eInvoicing feature to email invoices to customers, any applicable invoices are sent to Paya Desktop Connect when you update the Sales Journal. If for some reason an invoice is not sent during the update, you can send it from the following locations:
- Customer Maintenance Invoices tab
- A/R Invoice History Inquiry
Be sure to save the most recently printed Sales Journal as an audit trail of invoiced receivables, cash sales, and adjustments. Journals and registers cannot be reprinted after being updated.
If this information is not updated at this time, the invoice information remains in the S/O Invoice Data Entry file and is included the next time an update is performed.
