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on the Main Screen , then click the INVOICE POST button. .png)
INVOICE POST
DESCRIPTION: This program is used to post invoices, using Bill Codes previously set up.
PLEASE NOTE: Before an Invoice can be posted, one or more Bill Codes must be set up in Bill Codes Maintenance and for Accounts Receivable purposes, they must have a Bill Code Type of Accts Receivable.
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To start, click the CUSTOMERS button on the Main Screen , then click the INVOICE POST button.
The following screen will appear:
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1. EFFECTIVE DATE: Today's date will automatically populate for the Effective Date. To change, click on the Calendar button. .png){kind=small}
2. SOURCE OF ENTRY: The Source of Entry will automatically default to Account Receivable Invoice (ARI).
3. JOURNAL NUMBER: If you are entering new invoices, the next available Journal Number will appear. If you are editing an existing Journal, you can click on the yellow folder button .png){kind=small}
to find the appropriate journal number.
4. Click OK to proceed.
The following posting screen will appear:
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TO ENTER A NEW INVOICE:
1. Click the NEW button. .png){kind=small}
2. CUSTOMER CODE: .png){kind=small}
Select a Customer to bill by using the pull-down next to CUSTOMER CODE. If you need to set up a new Customer, click on the blue button. .png){kind=small}
3. INVOICE NUMBER: .png){kind=small}
The Invoice number will automatically generate.
4. DATE: .png){kind=small}
Today's date will automatically populate. You can change, if necessary, by hand entering or clicking on the blue calendar button. .png){kind=small}
5. DUE DATE: .png){kind=small}
The due date will automatically populate to 30 days forward or whatever you originally set up under Customer Maintenance for this particular customer. You can change, if necessary, by hand entering or clicking on the blue calendar button.
6. PURCHASE ORDER #: .png){kind=small}
If your customer has a Purchase Order Number, enter it here.
7. REQUISITION NUMBER: .png){kind=small}
If your customer has a Requisition Number, enter it here. The Requisition # can be used to identify a customer’s account on the invoices that you send out.
8. DESCRIPTION: .png){kind=small}
Enter the reason for the Invoice or in general what the customer is purchasing or has purchased. Note that this description will populate to the Description section below, but you can override it there.
9. MEMO: .png)
Enter any additional notes you have pertaining to this particular invoice in the Memo field. These notes will show up on the invoice.
10. BILL CODE: .png){kind=small}
Use the pull-down menu to find the different types of bill codes that you can bill for. Select the appropriate one. In our example we are using MAPS.
NOTE: If you do not find an appropriate bill code in the pull-down menu, then you will need to set one up before continuing. You can do this by clicking on the Bill Code Maintenance button. .png){kind=small}
11. DESCRIPTION: .png){kind=small}
The description will automatically populate with the description you set up in Bill Code Maintenance. You can change the description if you so Select.
12. QUANTITY: .png)
Enter the quantity number of the item you are billing.
13. PRICE EACH: .png)
The price each will automatically populate from the bill code, IF you set up a unit price when setting up the bill code. If you need to modify the unit price or one is not automatically populated, then enter it here.
14. TOTAL: .png){kind=small}
The total column will automatically generate from the quantity and price each amounts.
15. You can continue entering more bill codes, quantities, etc. until you are finished with that invoice.
16. Once you are finished, click the SAVE button. .png){kind=small}
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’re editing an existing invoice, Sales Tax (if any) is recalculated according to these rules.
17. At this point you can continue entering new invoices for new customers until you are finished entering all the desired invoices.
18. Once you are completely finished entering invoices, click the COMMIT button. .png){kind=small}
19. Enter a description that will be easily identifiable down the road.
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Click OK .png){kind=small}
to confirm, or CANCEL .png){kind=small}
to go back to the invoice screen.
20. You will receive the following confirmation screen if all of your invoices have successfully been committed. Click OK to continue.
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21. Click DONE to go back to the Main Pro Fund Accounting screen. .png){kind=small}
22. Proceed to CUSTOMER REPORTS .png)
and Select the "Customer Invoices" report to print your invoices.