1. Access this program by choosing Accounts Receivable-->Invoice Processing-->Invoice Entry.
2. In the Invoice field, enter the invoice number (1-999999) or press Enter (CR) 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 you enter al of the header information. Press F2 to perform an invoice search. You can search by Document or Customer.
3. Enter the customer number to indicate which customer should be invoiced. Press Enter (CR) to default to the customer used on the last invoice you entered. Press F2 to search all customer numbers in the system.
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.
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.
4. 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 (CR) to default to the assigned ship-to number (i.e., normal ship-to in the customer file). Enter SAME to assign the customer name and address. Press F2 to search existing ship-to addresses. Press F3 to enter a temporary ship-to name and address for this invoice.
5. Enter the invoice date. Press Enter (CR) to default to the system date. Press to F3 automatically set fields 4-8 to their respective default values.
6. In the Slsp field, enter the salesperson/territory code for this ship-to customer number. The entry must be a valid in the system. Press Enter (CR) 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 automatically sets fields 5-8 to their respective default values.
7. Enter the payment terms code. The entry must be a valid in the system. Press Enter (CR) 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 for steps 7-9 to their respective default values.
8. Enter the branch number. The entry must be a valid in the system. Press Enter (CR) 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.
9. Enter the GL department number. The number must be a valid in the system. Press Enter (CR) 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.
10. Enter the customer reference number if you have one. The reference number can be the customer’s PO number or any alternate reference, up to 15 characters. The information is required if the PO required flag in the customer file is set to Y.
11. 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, you must delete and re-enter the invoice. Refer to the How to enter invoice line items procedure for step-by-step instructions.