Invoice Entry header fields
1. Invoice #
Specify the invoice number (1-999999). Press Enter to assign the next number on file. Make sure you use the auto assign feature when you enter a new invoice. NEXT displays in the invoice number prompt until you complete the header. The actual invoice number displays after that. Press F2 to perform an invoice search. Specify whether to search by Document or Customer.
2. Customer
Specify the customer number to indicate which customer should be invoiced. Press Enter to default to the customer used on the last invoice you entered. Press F2 to search of all customer numbers in the system. Refer to the Customer Search topic for details about searching for customers.
Once you enter a customer number, the customer number, price level (if price levels are used), name and address, the ship-to number, name and address, salesperson/territory, terms code, branch and department (if used) appear in the header. At the bottom of the entry screen, the customer’s balance, credit limit, last sale date, phone number, contact and message appear. The system performs the credit check on the customer. Refer to the Credit Check Processing topic for detailed information.
If the customer is not on file in the system, press F1 - Add to display the AR Quick Customer F/M program and add the customer. The feature is available if the Use Customer Creation flag is set to Y in the SO Static Control F/M, which you access by Sales Orders-->File Maintenances-->Infrequent File Maintenances-->SO Static Control F/M.
You can press S to display the Show Address window to view header address information for the customer.
3. Ship-To
The system automatically displays the ship-to number assigned to the selected customer in Customer F/M. You can change the ship-to address by pressing F4. This alternate number must be set up in the Ship-to F/M.
This displays the ship-to number, name, address, and the salesperson/territory. Press Enter to default to the assigned ship-to number (i.e., normal ship-to in the customer file). SAME assigns the customer name and address. PressF2 to search of existing ship-to addresses. Press F3 to enter a temporary ship-to name and address for this invoice.
4. Date
Specify the invoice date. Press Enter to default to the system date. Press F3 to automatically set fields 4-8 to their respective default values.
5. Slsp
Specify the salesperson/territory code for this ship-to customer number. The entry must be a valid in the system. Press Enter to default to the value already displayed, which should be the salesperson/territory code assigned to the ship-to number. Press F2 to search. Press F3 to automatically set fields 5-8 to their respective default values.
6. Terms
Specify the payment terms code. The entry must be a valid in the system. Press Enter to default to the value already displayed, which is the terms code assigned to the customer. Press F2 to search. Press F3 to automatically set fields 6-8 to their respective default values.
7. Branch
Specify the branch number. The entry must be a valid in the system. Press Enter to default to the value already displayed, which is the branch assigned to the customer. Press F2 to search. Press F3 to automatically set fields 7-8 to their respective default values.
8. Dept
Specify the GL department number. The number must be a valid in the system. Press Enter to default to the GL department assigned to the terminal. Press F2 to search. If you do not use departments, the system skips this field.
9. Reference
Specify the customer reference number if you have one. The reference number can be the customer’s PO number or any alternate reference, up to 30 characters. The information is required if the PO required flag in the customer file is set to Y.
This concludes the header portion of the Invoice Entry program. At this time the invoice document number is automatically assigned and displayed. After the header record is created, all the header fields except #1-2 are accessible through the change header routine. If the invoice number and customer needs to be changed by deleting and re-entering the invoice.
AR Invoice Line-Item Fields
The line-item portion of the program allows you to enter up to 999 line-items and memo lines to complete the invoice.
The system assigns line numbers automatically, beginning with 001 and incrementing by one for each additional line-item up to 999.
10. Item
Specify the item number to be invoiced (up to 20 characters). If an item number does not exit, use this field to indicate the number of items sold, or create a memo line by entering M as the item number. The program assumes a memo line is to be entered and advances to the description field. Press F3 to advance to the prompt-selection field. Press F4 to remove the line and backs up to the previous line number.
11. Description
Specify the item description or memo (up to 30 characters). Memo lines skip the remaining fields in line-item section.
12. Cost
Specify the item’s cost (+/-99999999.99). If the item number is used as the quantity, be sure to include the cost of all the items in this line number. If this field is not available, check the Enter cost flag in the Invoice Processing Control F/M. Make sure the flag is set to Y.
13. Price
Specify the item’s price (+/-9999999.99). If the item number is used as the quantity, be sure to include the price of all items in the particular line number.
14. Charge Tax
Through the Charge tax flag in the invoice processing control record, you establish whether tax is charged for each line-item. If Y, tax will be charged automatically or if N, no tax will be charged and this field is skipped. If L-line by line or O-override, enter Y or N to determine whether tax should be charged on the line-item. Press Enter to default to Y.
This is the end of the line-entry system Invoice Entry program. The system updates the running total and displays it in the header. The line number is incremented by one, displayed, and the program returns to the item field for the next line-item entry.
Press F3 to end entries of line-items and go to the prompt-selection field to perform a number of functions:
# - Changes a line-item
L - Lists line-items
A - Adds a line-item
D - Deletes the invoice
F2 - Changes header
F3 - Accesses the ending routine
The ending routine consists of the final fields prior to completion of the invoice. The ending routine is not accessible if line-items have not been entered. Ending routine information is displayed in the bottom portion of the screen and a new total is displayed at the bottom of the screen. The new total is initially equal to the invoice amount total (merchandise amount) but is redisplayed when an adjustment (invoice discount, freight, tax) is made in the ending routine. At the end of the ending routine, the new total represents the total amount of the invoice.
15. Memo
Depending on information in the Invoice Processing Control F/M, an invoice memo can be entered. The maximum allowable length in the control record is 50 characters and a standard memo can be entered. The memo can include special instructions, goodwill messages, etc., and print on the bottom of the invoice. Press Enter to default to the displayed value, initially the standard memo. If no memo is needed, press the space bar before pressing Enter .
16. Discount
Through the Discount flag in the invoice processing control record, you can establish invoice discounts based on either a percentage of the merchandise total or a dollar amount subtracted from the merchandise total. If the flag is set to N, no invoice discount is allowed and this field is skipped.
Specify the discount percent (maximum of 100) of the merchandise total. Press Enter to initially default to the invoice discount set in the customer file. The dollar amount is calculated and displayed automatically.
Specify the dollar discount (maximum equals merchandise total). Press Enter to default to 0. The percentage of discount is calculated and displayed automatically.
17. Freight
Through the Charge freight flag in the invoice processing control record, you can establish whether freight is charged. If this flag is set to N, no freight charge is allowed and the field is skipped. If freight is charged, enter the freight amount (+/-9999.99). Press Enter to default to 0.
18. Tax Code
Through the charge tax flag in the invoice processing control record, you can establish whether tax is charged. If this flag is set to N, no tax is charged and this field is skipped. If tax is charged, enter the tax code for this ship-to customer. The entry must be a valid tax code. Press Enter to default to the currently displayed value, initially the customer’s ship-to tax code. Through the Tax freight flag in the tax table file, the system determines whether to charge sales tax on freight. Taxes are calculated accordingly. The sum total of all taxes (state, county, city) is calculated and displayed.
After entering the tax code, you can back up by pressingF4to the following:
If the Charge tax flag in the invoice processing control record is set to Y, enter whether the tax rate is H-high, L-low or X-exempt. Press Enter to initially default to the customer’s ship-to tax code rate. F4 backs up to the tax code field.
If the Charge tax flag in the invoice processing control record is set to O, enter the tax amount (+/-99999.99). Press Enter to default to the calculated tax amount. Press Enter to initially default to the customer’s calculated tax amount. F4 backs up to the tax rate field.
19. Print invoice now?
Through the Use invoice print flag in the invoice processing control record, you can establish whether invoices are to be printed. If the flag is set to N, invoices are not printed and this field is skipped. If set to Y, enter N or Y to indicate whether to print the invoice immediately. If N is entered the invoice is saved for batch printing and can be printed through the Invoice Print program.