Edit A/R Invoices - Transaction Entry Tab
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Access this form using the Transactions>Accounts Receivable>Edit A/R Invoices Session>Start button. |
Use this tab to edit transaction line items or document information for existing accounts receivable system generated invoices. When you processed and printed invoices (Activities>Accounts Receivable menu selections), the system automatically generated these invoices with a transaction source of ARS.
If an invoice is deleted, you must also void the invoice (Activities>Accounts Receivable>Void Invoices) to track it on the Reports>Accounts Receivable>Charge Register. Note that invoices must be posted before they can be voided.
Begin by selecting an Invoice Number. The system displays the current document information for the invoice. You can change the Date, Description, and transaction entry line items. If you change the Debit or Credit amount, the total Amount must not change. You cannot add new documents or change the Invoice Number, Customer ID, or the transaction lines with an A/R account type.
Advanced Security Users
Account Level Security is available for this form. This feature allows you to define the account codes and related amounts a user can view on transaction entry forms. Note that if a user does not have Account Level Security enabled, the user will see all account codes.
Multicurrency Users
The Exchange Rate field is only available if the Administrator has installed and added this module (Organization>Add a Module) and selected a Currency, other than the organization's functional currency, on the Session form. When the system is required to perform multiplication calculations involving fractional numbers, it is not uncommon to have rounding differences. See Rounding Rules for Transaction Entry for more information. When an Accounts Receivable transaction originating in an alternate currency is paid, it is settled. See Process to Settle Open A/P and A/R Transactions for more information.
Invoice Number: Select an existing invoice from the drop-down list.
Date: Accept the date assigned to the selected invoice, or enter a new one.
Amount: The system displays the amount of the system generated invoice you created (Activities>Accounts Receivable>Create Transactions). You cannot edit this amount.
Description: Accept the existing description, or enter a new one.
Customer ID: The system displays the customer ID associated with this invoice. You cannot edit this ID.
Transaction Entry Table: Either accept the data in this table, or edit it.
- Fund, General Ledger and other segments: The system displays the document's segment codes. You cannot change segment codes for line items that have an A/R type account.
- Debit, Credit: The system displays the debit or credit for the line item. If you make changes to these columns, the total Amount must not change.
- Exchange Rate: The default Exchange Rate displayed here is determined by cross referencing the Effective Date used in the transaction line to the Active Date entered on the Maintain>Multicurrency>Exchange Rates form, for the Currency and Rate Type selected on the Session form. You can override the default exchange rate for the Currency selected on the Session form, if the Allow Rate Override During Transaction Entry check box is selected by the Administrator (Organization>Set Up Modules>Multicurrency). For more information, see Multicurrency Dates.
This column is only available if: the Multicurrency module has been installed and set up by the Administrator (Organization>Add A Module), and the Session currency selected is a currency other than the functional currency (File>New Organization>Functional Currency panel). - Entry Type: The system displays the entry type for the line item. Valid types are: Normal, End of Year Adjustments, Adjust Opening Balances, or Beginning Balances.
- Effective Date: The system displays the existing effective date. This is the effective date that posts to the ledgers.
- Description: The system displays the existing line item description.
- {User Defined Field}: This column displays any user defined field with a Transaction Lines type and transaction source of ARS (A/R System Generated Invoices). The system automatically appends one column for each field (to the right of the Transaction Entry table). These fields were created by the Administrator using Organization>Set Up User Defined Fields. Currency user defined fields follow the formatting of the organization's functional currency, even though the data is still processed in the currency selected on the Session form (if it is different than the functional currency). If flow-thru was set up by the Administrator (Organization>Set Up UDF Default Sources), a UDF value can flow from Maintain>Accounts Receivable>Customers to this tab.
You can only enter one Exchange Rate, per Effective Date, per document.