Invoice Entry

The Accounts Receivable Invoice Entry screen allows creation of customer invoices for non-stocked inventory items or anything other than stocked inventory.  Entered invoices must be processed using the Process AR Transactions screen on the A/R Transactions submenu.  Examples of the use of the AR Invoices are the recurring invoices for leasing and payment plans

AR > Transaction Processing > Invoice Entry

To Enter an Invoice

1)    Go to AR > Transaction Processing > Enter New Invoices

2)    Enter the Invoice header information:

• Invoice Date - This is the date of the invoice.  All due dates and discount dates are computed using this date and the terms code that is selected.  This also controls the posting date to the General Ledger.  Press F9 to display a calendar to select the invoice date or tab through to select the current date.
• Invoice # - This is the number of the invoice.  Invoice numbering is automatic and this value is already entered in most cases.
• Customer - This is the customer number of the specific customer to invoice.  The user can press F9 to open the Customer Find window to search for the customer to invoice.  The customer selected will provide defaults for Terms, A/R account, and Salesperson.
• Customer PO - The user may use up to 30 characters representing the customer’s purchase order number, whether or not this is a required field is controlled through company setup.
• Terms - These are the terms used to calculate the due and discount dates of the invoice.  The dates are calculated based on the Invoice Date.  The default value is supplied from the customer information or press F9 to display a list of valid Terms.  These terms are defined in the AR > Special Functions Menu.
• A/R Account - This is the General Ledger account to debit for the total of the invoice.  Open the Account Find screen by pressing F9.  It will default to the customers default AR account.  Only General Ledger accounts designated as an A/R sub ledger account can be entered here.  If you are using the Branch Management System this AR account will define which branch the customer belongs and posts to.
• Tax Authority - This is the sales tax authority that has jurisdiction for this sale.  The tax table set up for the tax authority is then used to calculate the amount of sales tax for the invoice.  A list of valid Tax Authorities can be displayed by pressing F9.
• Salesperson - This is the salesperson that should receive commission for the sale.  Press F9 to display a list of active salespersons.  Only active salespersons can be entered.  This information will default into the field from customer set up.
• Disc Date - This is the result of a calculation using the Invoice Date and the terms code.  It represents the latest date the customer is allowed to take advantage of a cash discount, if any.
• Due Date - This is the result of a calculation using the Invoice Date and the terms code.  It represents the latest date the customer is allowed to pay the invoice in full.  If the invoice is not paid by this date, it is overdue and will display on aging reports.
• Taxable Amount - This is a calculated field showing the total amount of sales subject to sales tax on this invoice.
• Net Amount - This is the total of all items sold on the invoice.  This amount does not include sales tax.
• Ship amount – If there is a shipping charge that needs to enter to this invoice you can enter in the shipping amount box.
• Tax Amount - The amount of sales tax to collect and remit to the tax authority for this invoice.
• Total - This is the total amount of the invoice.  This is the amount the customer is expected to pay.

Note:  You will be taken to the miscellaneous screen as soon as you tab/enter through the shipping field.  As with all of TRX it is important that you use the Tab or enter button to navigate, do not use your mouse to click around. 

Miscellaneous Header Information

The Misc. tab of the invoice allows you to specify a Bill To and Ship to contact for the invoice as well as comments.

• Bill to - This is the customer contact that should receive the invoice.  The customer’s default billing contact will be automatically entered.  Press F9 to search for other contacts for this customer.  Only contacts designated as a billing contact in the customer set up screen n be entered.
• Ship To -This is the customer contact that will receive the goods or services specified on the invoice.  The customer’s default shipping contact will be automatically entered.  Press F9 to search for other contacts for this customer.  Only contacts designated as a shipping contact in the customer setup screen can be entered.  The shipping contact tax authority will be the tax rate that the invoice is figured at.
• Comments - Enter any comments on the invoice up to 500 characters.

Notes

Each invoice can have notes entered.  The notes are to be used by TRX Enterprise users and are only printed on the Customer Aging report when requested. Each note, which can be up to 2000 characters, is saved with the date, time and user who entered the note. Notes are normally public, which means other users can see and read, but not change the note. Only the user who entered the note can change a note. If a note is not public, then only the user that entered the note can see the note.

The notes tab of the Invoice Entry screen allows entry of notes about the invoice.  The notes tab of the Invoice Query screen can also be used to add and view notes on the invoice.

Invoice Detail

The detail lines of the invoice indicate what items or services were sold as well as the quantity, price, General Ledger accounts, UOM, Taxability and any discounts. Invoice totals are calculated from these lines.

After entering the header information, the cursor will move to the first detail line. Enter as many line items as needed. As the user enters the lines, the invoice totals will automatically recalculate.  The user should click on the Save button on the toolbar when all lines have been entered.

• Qty -This is the quantity of the item or service. It will default to 1.
• Item -Enter a non-stocked inventory item or leave it blank. The Sales Account will need to be entered if the field is blank.
• Description -This is the item description. Enter up to 100 characters. An additional 500 characters can be entered on the comment section of the line if more space is needed.
• Sales Account -This is the General Ledger account to credit for the sale. Only General Ledger accounts designated as a sales account can be entered. Press F9 to open the Account Find screen.
• Unit - This is the unit of measure up to 10 characters.
• Discount - This is the dollar amount of any discount to apply to the unit price. If there are any price rules defined for the item that would affect this sale, they will automatically calculate a discount amount.
• Tax - A checkbox denoting if this item is subject to sales tax. If the item is a non-stocked inventory item, this will default in from the item.
• Unit Price -This is the unit price of the item/service being sold. If the item is a non-stocked inventory item, this is the item’s selling price.  The unit price is automatically adjusted for any price rules in affect for this sale.  The price can be changed to any value.  Changing the quantity or item will cause the price to be recalculated.
• Cost - This is the unit cost of the item being sold.  It is used to calculate the margin amount and margin percent. If a non-stocked inventory item is entered, the cost of the item at the Inventory default warehouse is used.  Otherwise a cost needs to be entered.
• Commission Calculation - This is the formula used to calculate the commission for this line item. Its default value is from the Order Entry setup screen. See the section on Calculations and Formulas for details on the different commission calculations.
• GM Modifier - This is used when using the Adjusted Gross Margin Commission Calculation. Normally it is left at zero. . See the section on Calculations and Formulas for details on the GM Modifier and how it is used.
• Commission % - This is the percentage to use when calculating the commission for this line item. It defaults to the commission percentage of the salesperson on the invoice.
• Comments - Up to 500 characters can be entered for a comment on each line item.
• Print On Invoice - Check this box, if the comment for the line item is to be printed on the invoice.

Costs and Commissions

Costs and commissions are entered on their respective tabs.  If the item is a non-stocked inventory, the cost is taken from the warehouse information on the item.  The default warehouse identified on the Inventory Setup screen is used to determine the warehouse.  If the item is non-inventory item, a cost needs to be entered.  The margins are then calculated based on the unit price and cost.

The commission is calculated based on the default commission calculation formula on the Order Entry setup screen.  The percentage used is taken from the salespersons information.  Calculate the commission differently by changing the Commission Calculation Drop down list of the Commissions tab.