Additional Invoice Menu Selections

Clicking any of the additional Invoice Selections options will bring up the Invoice Search Window (Fig. ).

Once invoices have been entered the additional options under Invoice Selections allow you to see or change invoices on the screen, delete zero balance invoices, and journalize invoices in the General Ledger. To access existing invoices you must know the Invoice Number and enter it enter it in the Search by Number box. If you do not know the invoice number you can search for it by customer name. If you do not know the customer name you can click the Find button to see a list of all invoices for all customers. When you locate the invoice you want on the list click that line and the invoice data window will pop up.

Figure: Invoice Search Window

The additional selections for working with invoices are:

Edit Invoices

• This option allows you to change some data on an invoice. You may change the address lines, ship date, shipping method, terms, due date, FOB point, and order number. You are not allowed to change any account number of amounts on the invoice. To correct an amount you must use the credit memo functions to create and apply a credit memo against the amount to be changed.

View Invoices

• This option allows you to see an invoice but you can not make any changes.

Delete Invoices

• You may delete invoices that have no balance outstanding. An invoice must have a balance due of zero before it can be deleted. To delete an invoice which still has a balance due you must either apply a payment (Fig. ) or a credit (Fig. ) against that balance and bring it to zero before the invoice can be deleted. When deleting invoices you have the option of deleting either a single invoice by its number or, for convenience, you can request to delete all invoices currently showing a zero balance. Once an invoice is deleted it is no longer available in AR.

Journalize Invoices

• Use this option to transfer data from the BasicBooks Accounts Receivable program to the BasicBooks General Ledger. This may be done whenever you wish but should be done at least once each month. If you do not journalize the invoices the accounts receivable and sales amounts will not be reflected in the GL or the financial statements. From this selection you can either see a list of unjournalized invoices or send the summarized transaction amounts directly to the General Journal in the BasicBooks General Ledger. When journalizing you will have the option to select invoices by month so it is not necessary to journalize invoices for any month until you are ready to do so.