Add/Edit Invoices

This screen enables you to enter charges against customer accounts. You may use this routine instead of the order entry system (SYSPAC Distribution), if desired. A permanent record for this charge is created when the Post Invoice Charges option is executed.

ENTER THE ENTITY (???=SEARCH)>

Enter the entity ID. If unknown, enter ??? and RETURN to select from the list displayed.

Charges are entered in "batches" which are linked with team members (users). A batch can contain any number of charge records. To create a new batch, enter a period (.) at the batch prompt. To view unposted batches, enter ??? and RETURN. If you wish to add charges to one of the batches displayed, enter the corresponding number. You will notice that team members, total number of charges entered, and total batch amount is also displayed for reference.

Enter a period (.) to assign the next available invoice number. To view/edit an existing unposted invoice, enter the invoice number. If unknown, enter ??? and RETURN, then select from the list displayed. Enter END to exit any additional search prompts.

Enter a valid a/r transaction code, appropriate for this charge. These are defined through Add/Edit A/R Codes. If unknown, enter ??? and RETURN, then select from the list displayed. Enter F or B to scroll Forward/Backward.

Enter the client ID for which you wish to create charges. These are defined through Add/Edit Client Information.

If unknown, enter ??? and RETURN, then enter characters from the last name or company name on which to search and select the client from the cross-reference list displayed (only clients with a class code of AR are listed). To search again, type EX or ???, to add the client type NEW which displays the Address Master screen. Once the Address record is saved (FI) and you type END at the search prompt, you are returned to the Invoice entry screen in order to continue.

Enter the ID of the person to bill, which may differ from the customer ID. If the ID is unknown, follow the instructions given for the CUSTOMER prompt.

Enter the date of the charge. The default is today’s date. This date will affect the A/R Aging Report, and the G/L distributions. If back-dating is necessary, the A/R record will be created with that date. NOTE: If back-dating, you may post to a month already closed for the G/L, causing that month to be reopened.

Enter the amount of the sale, less tax.

Enter the total cost.

Enter the client location ID (optional). These are defined through an X Function on the Client Maintenance screen.

If these charges are for a rental, enter the contract number (requires contract entry screen).

Enter the customer PO number.

To credit the job retention with the invoice amount, enter Y.

Otherwise enter N. This applies only to users with SYSPAC Job Cost.

Enter the retention amount, if applicable.

Enter the job number if applicable. To search, enter ???.

Enter the job department number if applicable. To search, enter ??? and RETURN.

Enter the code corresponding with the terms of payment for this invoice. If unknown, enter ??? and RETURN to select from the list displayed. Enter F or B to scroll Forward/Backward. These are defined through Add/Edit Term Codes. The code description is displayed for reference.

Enter the salesperson’s ID. If unknown, enter ??? and RETURN to select from the list displayed. This is a multi-valued field, allowing unlimited lines of entry.

Enter the salesperson’s commission percentage for this sale, or just press RETURN to accept the default displayed.

Enter a valid tax code if applicable. If unknown, enter ??? and RETURN to select a code from the list displayed. The code description displays for reference. This is a multi-value field, allowing unlimited lines of entry. To exit, press RETURN only. These are defined through Add/Edit Tax Codes.

Enter the taxable amount of the sale for this line (the tax is automatically calculated).

The tax amount is automatically calculated and displayed.

REFERENCE

Enter the description that will appear on the invoice. This field allows unlimited lines of entry, and editing is done in "word processing mode". The commands are described below. You are initially in ADD Mode. You must press the back quote key (single quote slanted left) to access VIEW Mode.

The total sale is automatically calculated and displayed. This total does not reflect total tax.

The invoice total is automatically calculated and displayed, which includes tax.

X1 GL DIST

Enter all appropriate G/L distributions. Some may have already been applied for you as a result of G/L interface set-ups. The debits and credits must equal. To add distribution lines, enter A then enter the account number (you may omit the entity and department prefixes in most cases). If unknown, enter ??? and RETURN, then enter characters from the G/L description on which to search, enter ALL to display the entire chart of accounts, or enter END to exit the search routine.

Editing command descriptions: F (scroll forward), B (scroll backward, # (enter line number to edit, then enter column number), A (add distribution lines), I# (insert above line #), D# (delete line #)

The G/L account description is automatically displayed.

Enter the amount to debit against this G/L account or press RETURN to proceed to the credit column.

Enter the amount to credit against this G/L account or press RETURN to bypass.

This balance is automatically calculated based on the G/L Distributions you have entered.

You will not be allowed to file and save (FI) this record if out of balance (debits must equal credits).

From MODIFICATIONS you may correct the debit or credit column (or any other field), if necessary. Enter X1 to view/edit the G/L distributions.

NEXT STEP: List of Invoice Charges