Enter Invoice allows you to enter Accounts Receivable Invoices.
This Section Includes:
Select the Customer in the Person Search window. By default the search text for the Name field searches for last names and organizations. To search for first and last names enter your search in the "lastname, firstname" format. You can also search by City and State. Select the customer for which you are creating the transaction and click the Select button. Alternately, click the Close link to return to the previous page without selecting a customer.
NOTE: Search for just a first name by starting your search with a comma (e.g., ", James"). Display a complete list of customers by searching for just a comma. Results default to Accounts Receivable, select All Applications from the drop-down list to view all names.
To use Multiple Selection, see Modify > Customer Information > Multiple Selection.
Click the Add New Customer button if you want to add a new customer instead of selecting an existing one (More Information).
By default the Customer is also the Bill To. If you want to change this, click the Search icon by the Bill To to display the Person Search window again.
The Invoice Number is assigned after you save the invoice. Select the Revenue Center and the Invoice Date.
The Due Date automatically calculates based on the Default Days Due set up on the selected revenue center. Select the Source and if you want to Use ACH. This option causes a new ACH tab to appear below. You can also select categories for your Divisions as applicable.
There are four tabs on the page if you have Use ACH selected above.
The Details tab is where you put the invoice detail. Select or enter your Item and then edit your Description as necessary.
NOTE: Set up and edit items in Modify Item Information (More Information).
You can edit the Unit Price and # of the item and also select a Project. The Amount field is a calculation of your Unit Price multiplied by the # of the item. After entering all information for the detail line you can click the Add New Line icon or the Add New Line link to add another detail line if desired. As many detail lines as needed can be added in this fashion. You can also enter a number between 1-99 on the right and click the Add New Lines icon to add multiple lines at once (e.g., Add 10 New Lines).
NOTE: Click the Search icon to display a Search window. Use the filter at the top to narrow down your selection. In the Item or Project Search windows you can also select to Show Inactive. You can then double-click the selection you wish to make or click it and click Select. Click the Close link to return to the Update page without making a selection.
At the bottom right of the grid the Total of Lines, Sales Tax, and Invoice Total display.
Sales tax only applies to an invoice when an invoiced item is taxable and the customer who is being invoiced is subject to the same tax.
The ACH information set up as the default on the vendor record is selected in the Account(s) assigned drop-down list. If desired use the drop-down list to select a different account. Informational fields for Account Type, Bank Routing #, Bank Account # display the settings for the selected account. You can also select add new account in the Account(s) assigned drop-down list and enter the appropriate information in the fields provided. This information is saved to the customer record when you save the invoice.
The Attachments tab allows you to attach files accessible from your device or to scan image files using the Scanner.Client.exe program. See the Attachments Help Page for detailed information regarding the attachments feature.
Enter a note in the field provided if you wish.
When finished click the Apply button to save the invoice and start entering a new invoice, the Update button to save changes to the invoice and return to the Unposted Invoices page, the Reset link to undo all changes since the last time the invoice was updated, or the Cancel link to return to the Unposted Invoices page without saving your changes.