Enter A/R Invoices - Transaction Entry Tab
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Access this form using Transactions>Accounts Receivable>Enter A/R Invoices. |
Use this form to enter or adjust Accounts Receivable Invoices. (The A/R Invoices Session form always precedes it.) These invoices are recorded to the appropriate subledger, and then they can be included on various reports. In order for each invoice to be recorded to the Accounts Receivable subledger, the General Ledger receivable account must be set up as an account type of Accounts Receivable - Customers.
Once these transactions are posted, use Transactions>Accounts Receivable>Enter A/R Credits or Enter A/R Receipts to apply credits, full payments, or partial payments to these invoices.
Use this tab to enter document and transaction information.
Budget and Encumbrance Users
Click Check Budget and Encumbrance Balances 
to check balances for the current document.
Multicurrency Users
The Exchange Rate field is only available if the Administrator has installed and added the Multicurrency module (Organization>Add a Module) and selected a Currency, other than the organization's functional currency, on the Session form. See Multicurrency Dates for more information about how rates are calculated. 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. The Customer ID drop-down list only contains customers whose currency is the same as the currency selected on the Session form. Customer currency was assigned when the customer was created using the Maintain>Accounts Receivable>Customers form. You can also restrict receipts to customers using the "Always Receive in Customer's Currency" (Maintain>Accounts Receivable>Customers>Customer tab) check box on this form.
Third-Party Inventory Users
A transferred inventory session can be viewed, however, the session and document fields cannot be copied, reversed, edited, or deleted.
Invoice Number
- To create a new document, enter a unique ID or press the "+" (plus) key to have the system assign a document ID.
- To edit or view an existing document, select it from the drop-down list.
- We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols, such as: | and ".
- When the entered invoice number exists for the selected Customer ID, the system changes this field from Invoice Number to Appending Invoice, and this entry modifies the original invoice. This option is only available if the Allow Appending Entries to Manual and System Generated Invoices check box was selected by the Administrator on the Organization>Set Up Modules>Accounts Receivable form.
Note: If you enter the same invoice number that has already been used for a particular customer (in a different session), the system displays a message stating that this invoice will be posted as an appending entry to the original invoice.
Date: Accept the session date, or enter a valid date specific to this document.
Amount: Enter the amount of the invoice, omitting currency and grouping symbols. The document amount and the net of the transaction lines must equal if the Session status is BP or OL. If the status is BS, these lines can be out of balance.
Description: Accept the session description, or enter a description specific to this document.
Customer ID: Select the customer that is associated with the invoice, or use Find 
to help you select an ID. The drop-down list does not contain customers that have been designated as Cash Only on the Maintain>Accounts Receivable>Customers form. The customer can have a status of Active or Inactive.
To display only the 200 most recently used IDs in the drop-down list, select "View Frequently used IDs" on the Options>Customize Workstation Settings>Preferences tab.
Due: Accept the default date, or enter a new due date for this invoice. The system displays the due date calculated using the information specified when setting up this customer (Maintain>Accounts Receivable>Customers).
Transaction Entry Table: In order for an entry to be saved or posted, every line item must include all required account codes (segments) for the organization, a debit or credit amount, an effective date, entry type, and a description. These fields can be found on all transaction entry forms, see Transaction Entry Overview. However, the following fields are specific to this form.
- 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). - {User Defined Field}: This column displays any user defined field with a Transaction Lines type and transaction source of ARB (A/R 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.
- The invoice Due Date defaults to the Invoice Date, plus any Days Until Net Amount Due you set up in the customer's record (Maintain>Accounts Receivable>Customers).
- A document's debits and credits can be out of balance for a combination (Document Number, Fund code, Balancing segment, Effective Date, or Entry Type), when the Session Status is Batch-to Suspend.
- If you selected the Apply Offsets on Save/Post check box (Options>Customize Workstation Settings>Preferences tab), and the transaction is not in balance, the system automatically applies offsets when you click the Save or Post button on this form. Offsets must have been previously set up using the Maintain>Offset Account Assignments form.
- You can only enter one Exchange Rate, per Effective Date, per document.