Invoice Entry

Entering Invoices (Or Other Receivables)

Use the Invoice Entry function to enter the amounts and other details of invoices you have issued to customers. You may also enter other receivables (debts owed to you) for which you have not actually issued an invoice as long as the customer's name is stored in your Customer database.

When entering invoices the program will check to see that you have entered data in all boxes that are required and force you to make missing entries before the invoice can be saved. Move from one entry box to another by either using the Tab key or the mouse pointer and clicking on the box. To enter an invoice (or other ``non-invoice'' obligation) follow these steps;

Select:

Invoice Selections -> Enter New Invoice

Entering the Customer Code

Before entering an invoice you must select the customer to whom the invoice has been issued. (You can not enter invoices for customers who are not in the Customer Database.) When the Customer Selection Window (Fig. ) appears enter the Customer Code and click OK. If you don't know the Customer Code you can search for it by clicking the Find button. When you have successfully entered the Customer Code the Invoice Entry Window will appear.

Figure: Invoice Entry Window

Entering the Invoice Data:

1. Enter the Invoice Number. (For ``non-invoice-debts'' such as a receivable from a note or other source assign some arbitrary value as the Invoice Number. The program does not know, or care, if the Invoice Number is valid. However, you must enter some kind of invoice number for each item you intend to record.) Each invoice number must be unique.
2. Invoice Date and Ship Date will be automatically completed with today's date. You may override these dates if you wish by entering a different date. The Due Date will be automatically calculated as days from the Invoice Date using the number of days you entered in the Accounts Receivable Control File for standard payment terms. You may also override this date by entering a different Due Date.
3. Terms and Order Number - You are not required to make entries for Invoice Terms or Order Number. These fields are optional and are available for storing data for your information only.
4. Select or change the General Ledger Posting Accounts - These are the General Ledger accounts in which the sales amounts for this invoice will be recorded. The first Default GL Posting Acct box will contain the default sales account number you entered in the Accounts Receivable Control File. If you entered a Control File number for the Optional Additional Sales Accounts those boxes will also be automatically filled. You may override any of these account numbers by double clicking the box and selecting a different account. You may delete any entry in the account number box by clicking on the box and pressing the Delete key. When you select a GL Account Number the title of that account will be appear after the number box.
5. Use the sales amount boxes to enter the amount of the sale to be posted to that GL Account. If you are entering the sales to more than the default sales account enter the appropriate amount in each box corresponding to the Optional Additional Sales Accounts.
6. The final Additional Sales Account may be used if the first three accounts are not sufficient to record the sale. Double click the Account Number box to select a sales account for recording this amount.
7. Accounts Receivable Account - Only one Accounts Receivable account number is allowed for each invoice. The default Accounts Receivable number you entered in the Customer File will be automatically inserted in the last GL Posting Acct box. You may not change this Accounts Receivable account number. The corresponding amount box must be used for the total amount of the invoice. You may enter the total amount of the invoice sale accounts in the total amount box or, you may click the Add button and the amount will be automatically calculated and entered in the box. Before you can save the invoice entry the total amount must be correct and equal the sum of all the sales account numbers.
8. Customer Order Number - This field is optional.
9. Payments Applied, Credits Applied, and Balance Due - These amounts are maintained by the programs and you can not make entries here.
10. Click Save to add this invoice to the Database.