INVOICE POST

 

 

 

 

DESCRIPTION:  Invoice Post will post invoices using accounts receivable bill codes that have been set up in the Bill Codes Maintenance menu item.

 

PLEASE NOTE:  Before an invoice can be posted, one or more Bill Codes must be set up in the Bill Codes menu item and for Accounts Receivable purposes, they must have a Bill Code Type of Accts Receivable.

 

 

 

To access:  Click on the Customers module  then click the Invoice Post menu item.   

 

First, the Open Journal window will appear:

 

 

The default information will be set to show the current date as the Effective Date (to change this date, enter a new date or use the calendar button to enter a new date); the Accounts Receivable Invoice (ARI) in the Source of Entry field; and the next available Journal Number.  If you intend to edit an existing journal, then use the Folder button next to the Journal Number field to locate it.  Click the OK button to create or retrieve a journal.

 

 

Next, the Accounts Receivable Invoice Post window will appear.

 

 

To enter a new invoice, click the New button.  Select the appropriate Customer Code from the drop down list or use the New button to set up a new customer.

 

An Invoice # and the current Date will automatically generate.  The Date can be changed by entering a new date or by using the calendar button.

 

The Date Due assigned will be 30 days from the date unless a specific number of days for the due date has been set for the customer in the Customers menu item.  This date can also be changed by entering in a new date or by using the calendar button.

 

Enter the Purchase Order # or Requisition # if applicable.  The Requisition # can be used to identify a customer's account on the invoices that you send out.

 

Note the reason for the invoice in the Description field.  You can enter additional notes in the Memo field which will show on the invoice.

 

Select the Bill Code you will be billing to your customer.  NOTE:  If you do not find an appropriate Bill Code in the drop down list, then you will need to set one up before continuing.  You can do this by clicking on the Bill Code Maintenance button that is next to Bill Code.

 

If the bill code description is set, it will automatically show in the Description field.  Enter the Quantity of the item you are billing.  If the unit price has been set for the item, then it will show in the Price Each field.  Otherwise, enter the Unit Price and the total will automatically be calculated in the Total field.

 

When you have finished adding items to the invoice, click the Save button.  Continue entering new invoices if needed.

 

NOTE:  Upon saving an invoice, if you have set up a "Sales Tax" Bill Code and if the Customer is checked as Taxable and if any of the Bill Codes are checked as Taxable, a "Calculate Tax?" confirmation window will come up.  Tax can be applied or not.  If applied, a Bill Code of Sales Tax with the appropriate amount will be added to the list of Line Items.  The Tax Rate comes from the Rate field of the Sales Tax Bill Code.  If you are editing an existing invoice, Sales Tax (if any) is recalculated according to these rules.

 

Once you have finished, click the Commit button.  Enter a description for the journal in the Enter Journal Description field and click OK to save.  A confirmation window saying:  This journal was successfully committed to the transaction table (GLTrans).  Click OK.

 

Committed invoices can be printed in the Customers Reports menu item.

 

Click the Done button to close the window.