1. Access this program by choosing Accounts Receivable-->Invoice Processing-->Invoice Entry.
2. For new invoices, enter the header information. Refer to the How to enter AR invoice header information procedure for details. For existing invoices, enter the invoice number and the system displays the header information for the invoice.
3. Enter line items for the invoice; refer to the How to enter AR invoice line-items procedure for step-by step instructions. You cannot enter footer information for an invoice unless the invoice contains line items.
4. (Optional) In the Memo field, you can enter a memo depending on information in the Invoice Processing Control F/M. The maximum allowable length in the control record is 50 characters and a standard memo may be entered. The memo may include special instructions, goodwill messages, etc., and print on the bottom of the invoice. Press Enter (CR) to default to the displayed value, initially the standard memo. If no memo is needed, press the space bar before pressing Enter (CR).
5. (Optional) Enter the discount percent (maximum of 100) of the merchandise total. Press Enter (CR) to initially default to the invoice discount set in the customer file. The dollar amount is calculated and displayed automatically.
-OR-
Enter the dollar discount (maximum equals merchandise total). Press Enter (CR) to default to 0. The percentage of discount is calculated and displayed automatically.
Through the Discount flag in the Invoice Processing Control F/M, you establish invoice discounts based on either a percentage of the merchandise total or a dollar amount subtracted from the merchandise total. If the flag is set to N, no invoice discount is allowed and this field is skipped.
6. (Optional) If freight is charged, enter the freight amount (+/-9999.99) in the Freight field. Press Enter (CR) to default to 0.
Through the Charge freight flag in the Invoice Processing Control F/M, you establish whether freight is charged. If this flag is set to N, no freight charge is allowed and the field is skipped.
7. (Optional) If tax is charged, enter the tax code for this ship-to customer. The entry must be a valid tax code. Press Enter (CR) to default to the currently displayed value, initially the customer’s ship-to tax code.
Through the charge tax flag in the Invoice Processing Control F/M, you establish whether tax is to be charged. If this flag is set to N, no tax is charged and this field is skipped. Through the Tax freight flag in the tax table file, the system determines whether to charge sales tax on freight. Taxes are calculated accordingly. The sum total of all taxes (state, county, city) is calculated and displayed.
8. (Optional) After entering the tax code, you can back up to the following by pressing F4:
If the Charge tax flag in the Invoice Processing Control F/M is set to Y, enter whether the tax rate is H-high, L-low or X-exempt. Press Enter (CR) to initially default to the customer’s ship-to tax code rate. Press F4 to back up to the tax code field.
If the Charge tax flag in the Invoice Processing Control F/M is set to O, enter the tax amount (+/-99999.99). Press Enter (CR) to default to the calculated tax amount. Press Enter (CR) to initially default to the customer’s calculated tax amount. Press F4 to back up to the tax rate field.
9. At the Print invoice now? prompt, indicate whether to print the invoice now.
Through the Use invoice print flag in the Invoice Processing Control F/M, you establish whether invoices are to be printed. If the flag is set to N, invoices are not printed and this field is skipped. If set to Y, enter N or Y to indicate whether to print the invoice immediately. If N is entered the invoice is saved for batch printing and may be printed through the Invoice Print program.
10. This concludes the ending routine of the Invoice Entry program. Upon completion, the system clears the screen field information, and the program returns to the invoice number field to await further entries.