Steps
to Set Screen PreferencesNote: The instructions listed below explain each field as they appear on the Invoices screen when the screen preferences are set to the defaults. If the screen preferences were changed, the fields may be out of order as described below and there may even be fields that do not appear on the screen. If desired, the default screen preferences can be restored.
Steps
to Set Screen Preferences
Steps
to Restore Default Screen Preferences
Also, for any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
From the Accounts Receivable screen, select the Data Entry menu and then Invoices.
If a batch already exists, the Invoices Batch Search screen will appear. To continue adding invoices to an existing batch, select the desired batch by double-clicking on the batch description; otherwise, to enter a new batch, click the New Record button and then complete the batch options. If a batch does not exist, the batch options screen will appear immediately in order to create a new batch.
Steps
to Complete Batch Options for Invoices
The Invoices screen will appear for the selected invoices batch. The description and processing month for the selected batch will appear in the title bar, and if the Recurring Entries field is selected for the batch, Recurring Batch will also appear.
Click the New Record button to initialize the screen for a new entry.
Complete the Header Information of the invoice.
Enter the number of the invoice in the Invoice Number field. The invoice number must be unique, and can be alphanumeric and up to 20 characters long (for recurring invoices, only 15 characters). Leave this field blank to have the system automatically assign the next available invoice number once the invoice is saved.
Note: If having the system assign the invoice number, the number will be incremented from the most recently used invoice number.
In the Customer ID field, enter the ID of the customer who purchased the materials or services from your organization and the invoice (bill) will be sent. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: In order to enter an ID in this field for an entity already defined as an employee, employer history, payee, received from, ship to address, and/or vendor, the entity role of AR Customer must first be added by calling up the entity within the Customer File in Accounts Receivable and clicking Yes when prompted to make the entity a customer.
If the specified customer has staff defined, the Staff ID field will be enabled. If applicable, enter the ID of the staff member for the specified customer who purchased the materials or services in the Staff ID field, if desired. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: The Staff ID field is disabled if there are not any customers that have staff defined.
Enter the date of the invoice in the Invoice Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. Leave the field blank to default to the current date.
Enter the date the invoice is due (the payment by the customer for the invoice is required) in the Due Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. Leave the field blank to default to the current date.
Tip: If the Aging Method field in the Accounts Receivable System File is set to Month of Due Date, the month of the date entered here will be used to determine the age of the outstanding balances.
If the customer issued a purchase order to your organization for the purchase of the materials or services and the invoice should reference the particular purchase order, enter the number of the purchase order in the Purchase Order Number field, if desired. The number can be up to 15 digits long.
Enter the total amount of the invoice in the Invoice Amount field. The amount can be up to 14 characters long (including the decimal point and comma(s) if applicable) and will be rounded to 2 decimal places by the system if capable. If desired, leave this field blank until all the invoice detail lines have been entered; then click the Calculate button to have the system automatically add up all the detail lines and display the total in this field.
Note: If the Automatically Calculate Totals on Data Entry field in the Accounts Receivable System File is selected, the system will automatically add up all the detail lines when saving the invoice and display the total in this field.
Enter any additional information to track for the invoice in the Comments field, if desired. The comment can be alphanumeric and up to 1,000 characters long.
Complete the Detail Information of the invoice.
Enter the ID of the invoice transaction for the line in the Invoice Transaction ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
The ID of the department assigned to the specified invoice transaction appears in the Department ID field and cannot be changed.
Only if operating on an accrual basis (as defined in the Accounts Receivable System File), the Revenue Account Number field appears. If applicable, enter the appropriate revenue account number to credit for the invoice line in the Revenue Account Number field. If the account number is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. If the specified invoice transaction was defined with the Default Revenue Account field completed (only applicable if operating on an accrual basis), the designated revenue account number will appear by default but can be changed if needed.
Note: If None or Cash Basis is specified in the Post to General Ledger field in the Accounts Receivable System File, the Revenue Account Number field will not appear.
Tip: Once the account number is specified, the name of the account will display in the status bar located at the bottom of the screen.
Enter a description for the invoice line in the Invoice Detail Description field. The description can be alphanumeric and up to 1,000 characters long.
Note: To use the description of the invoice transaction, enter a T in this field. To use the description of the department, enter a D in this field. To use the description of the account number from the Chart of Accounts File (only applicable if operating on an accrual basis), enter a C in this field.
Enter the quantity of the item purchased in the Quantity field, if applicable. The quantity can be up to 14 digits long (including the decimal point, if applicable) and will be rounded to 4 decimal places by the system if capable.
Enter the cost of one unit of the item in the Unit Price field, if desired. If the specified invoice transaction was defined with the Default Unit Price field completed, the designated unit price will appear by default but can be changed if needed. The amount can be up to 14 digits long (including the decimal point, if applicable) and will be rounded to 4 decimal places by the system if capable.
If the Quantity and Unit Price fields were completed, the system automatically calculates the total cost of the line item and displays it in the Invoice Detail Amount field (can be changed, if needed); otherwise, enter the amount to be distributed to the specified account number for this line item in the Invoice Detail Amount field. The amount can be up to 14 digits long (including the decimal point, if applicable) and will be rounded to 2 decimal places by the system if capable.
Repeat the steps to complete the Detail Information to enter all the detail lines for the invoice.
Note: The Distributed amount for the invoice must equal the Invoice Amount specified in the Header Information. These totals along with the batch total are displayed at the bottom of the screen.
If the Invoice Amount field was left blank (and the Automatically Calculate Totals on Data Entry field in the Accounts Receivable System File is not selected), click the Calculate button for the Invoice Amount field at this time to have the system automatically add up the total of all the detail lines and display the total amount.
Click the Save button.
Once all the invoices have been entered, print a listing and post the batch.
Tip: Print the Invoice Listing for Accounts Receivable-Detail or Invoice Listing for Accounts Receivable-Summary from the Reports menu to view a listing of all the invoices in the selected batch, or print one of the other Invoice Listings to have the data sorted differently, if desired. Print the Standard Invoice Form report (or other custom invoice form setup defined for your school district) from the Reports menu to print the actual invoice forms.