1. Access this program by choosing Accounts Receivable-->Invoice Processing-->Invoice Entry.
2. For new invoices, enter the header information. Refer to the How to enter AR invoice header information procedure for details. For existing invoices, enter the invoice number and the system displays the header information for the invoice. At the prompt selection field, enter A to add line items.
3. The system assigns line numbers automatically, beginning with 001 and incrementing by one for each additional line-item up to 999. In the rare case where you enter 999 line-items on a single invoice, the program advances to the prompt-selection field and refuses further entries.
4. Enter the item number to be invoiced (up to 20 characters). If an item number does not exist, 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 back up to the previous line number.
5. Enter the item description or memo (up to 30 characters). Memo lines skip the remaining fields in line-item section.
6. Enter 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.
7. Enter 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.
8. (Optional) At the Charge Tax prompt, enter Y or N to determine whether tax should be charged on the line-item. Press Enter (CR) to default to Y.
The Charge tax flag in the Invoice Processing Control F/M establishes whether tax is charged for each line-item. If you enter Y for the flag, tax will be charged automatically. If you enter N, no tax will be charged and this field is skipped. If you enter L-line by line or O-override, the system displays the Charge Tax prompt for the line item.
9. This is the end of the line-entry processing. 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.
10. Press F3 to end line-item entry, and the system advances to the prompt-selection field to allow you to select from 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. Refer to the How to enter AP invoice footer information procedure for step-by-step instructions.